Overview

When an insurance company pays for a repair, the end customer usually pays a fixed part of the cost themselves. This part is the deductible (also called an excess fee). Fixably splits the invoice for you: the customer is billed for the deductible, and the insurance company is billed for the rest.

Before you begin

Check these points before you start:

• Make sure you have the insurance macro steps enabled in your tenant. These are available to customers on Premium and Enterprise customers and can be enabled by contacting Fixably Support. 
  • These steps can be integrated into your existing Check-in and Pickup Workflows, or as separate macros. 
• A product with the code DEDUCTIBLE exists in your product list. Both insurance steps look for this exact code. Without it, the insurance_company.add step stops with an error.
• The insurance company exists as a customer in Fixably.
• You have the right permissions. 
  • To set roles on a customer, you need the Edit role permission. 
  • To manage default deductibles, you need one or more of: 
    • Add deductible presets for insurance company
    • Edit deductible presets for insurance company
    • Delete deductible presets for insurance company
  • Staff who run the steps have the right permissions. 
    • See Permissions needed to run the steps in the Reference section below.

Step 1: Give the insurance company its role

Fixably only lists a customer as an insurance company when it has the Insurance Company role.

1. Open the insurance company's customer profile and edit it.
2. On the Contact details tab, find the Roles field.
3. Add Insurance Company.
4. Save the customer.

Check it worked: open the customer again and go to the Advanced settings tab. You now see a Deductible Presets table. The table only appears after the role has been saved, so if you added the role without saving, save first.

Step 2: Add default deductibles

Default deductibles (shown in Fixably as Deductible Presets) are the fixed amounts an insurance company allows. When you add them, staff pick from a list in the macro step instead of typing an amount. This avoids typing mistakes and keeps amounts in line with the insurance contract.

1. Open the insurance company's customer profile and edit it.
2. Go to the Advanced settings tab.
3. In Deductible Presets, click Add.
4. Fill in a Name (for example Standard phone claim) and an Amount (for example 150).
5. Add more rows if needed, then save the customer.

A few things to know:

• Enter the amount including VAT. This is the amount the customer pays.
• Use a dot as the decimal separator (99.50, not 99,50).
• Rows with an empty name, an empty amount or an amount that is not a number are skipped when you save.
• To remove a preset, click the trash icon on its row and save.

If an insurance company has no presets, staff type the deductible amount by hand in the macro step.

Step 3: Link the insurer to the order with insurance_company.add

The insurance_company.add macro step links an insurance company to the order and adds the deductible to it.

What staff see

When the step runs, it shows three fields:

When staff change the insurance company, the deductible field resets and loads that company's presets.

What the step does

When staff submit the step, Fixably:

1. Links the selected insurance company to the order.
2. Saves the claim number on the order (unless the field is hidden).
3. Adds a DEDUCTIBLE line to the order, or updates it if the order already has one. The step never adds a second deductible line.

The deductible line's price is the amount you picked or typed, including VAT. Fixably works out the price without VAT from the VAT rate. Leaving the deductible empty gives a deductible of 0, which means the insurer pays everything.

If staff leave the insurance company list on Select..., the step saves nothing and the macro moves on.

The claim number then shows in the order sidebar (where you can also edit it) and on printouts such as the invoice, order confirmation, cost estimate and dispatch note.

Step settings

You can set these on the step in the macro editor:

Step 4: Bill the customer and the insurer with insurance.invoice

The insurance.invoice macro step creates two invoices in one go, then creates the dispatch.

What staff see

The step shows one field: a payment type list for the customer's part (cash, card and so on). The Invoice option is only offered when the step is not set to private customers (see param1 below).

What the step does

Fixably creates:

1. Invoice for the customer. It holds the deductible line and any transport (shipping) lines. It is paid with the payment type staff chose, or sent as an invoice if they chose Invoice.
2. Invoice for the insurance company. It holds the repair lines, minus the deductible. Transport lines are not included. If the insurance company has a billing customer set on its profile, the invoice goes to that billing customer.
3. A dispatch for the order.

A success message shows the total of each invoice and the dispatch number.

Example: a repair costs 400 and the deductible is 150. The customer is billed 150. The insurance company is billed 400 - 150 = 250.

Step settings

Related step: insurance.invoicees

If you do not want to create the invoices straight away, use insurance.invoicees instead. It only marks who pays each order line (repair lines to the insurer, the deductible and transport lines to the customer), so you can invoice later in the usual way. It does not create invoices or a dispatch.

Reference

Permissions needed to run the steps

Each step checks the user's permissions before it runs:

Recommended order of steps in a macro

A typical insurance repair uses two macros, or two points in the same flow:

1. At check-in: insurance_company.add
2. After the repair is done and all parts and labour are on the order: insurance.invoice

You can run insurance_company.add before any repair lines are on the order. The deductible is saved at the full amount you entered.

Troubleshooting

The insurance company list in the macro step is empty

No customer has the Insurance Company role. Follow Step 1 above and save the customer.

I can't see the Deductible Presets table on the customer

Either the customer does not have the Insurance Company role yet (save the role first, then reopen the customer), or you do not have any of the deductible preset permissions. Ask an administrator to check your role.

"Deductible product not found"

There is no product with the code DEDUCTIBLE. Create one, then run the step again.

"Company doesn't have insurance role"

The selected company lost its Insurance Company role after the step was opened. Add the role back on the customer profile.

"Deductible cannot be negative"

The deductible amount is below 0. Enter 0 or more.

"Insurance company not set for order"

insurance.invoice ran on an order with no insurance company. Run insurance_company.add first.

"No customer set for order"

The order has no customer to bill for the deductible. Add a customer to the order. If the step uses param1 = endcustomer, a contact name on the order is also enough.

"Deductible product not added"

insurance.invoice could not find a deductible line with a quantity above 0. Check that:

• insurance_company.add ran on this order, or a DEDUCTIBLE line was added by hand.
• If you set param2, it matches the product code of the deductible line exactly.

The deductible field is empty after I picked a different insurance company

This is expected. Changing the company clears the amount and loads the new company's presets. Pick a preset again, or type the amount.

Getting support

If something still does not work, contact Fixably support and include:

• The order number.
• The name of the macro and the step that failed.
• The exact error message, or a screenshot.
• The insurance company's name in Fixably.