How do we manage excess in Crunchwork?
The insurance project type in Crunchwork will allow you to note if the job requires excess to be collected.
When the job is marked with ‘Collect excess’, this has the following impacts on your job:
The customer needs to pay the amount stated before repairs can start.
You will need to deduct the excess amount from the final repairs invoice.
Collecting Excess before repairs start
As part of the standard insurance project type workflow, you will be notified when to create and send the excess invoice upon creation of a new works job.
How to create an excess invoice for your works job
The supervisor needs to produce an invoice, send it to the customer, and track its payment.
Start on a new Works job
Click ‘Create’ → "Excess Invoice"
Crunchwork will create an invoice with the type "Excess" defined.
Crunchwork will also run a workflow to generate a single line item with the description "Excess" and the amount as provided by the project.
The excess invoice item in this case does not have GST applied.
Sending the invoice to the customer
Cruchwork invoices can only be addressed to an account. To address your excess invoice to the policyholder, you will need to create the policyholder as a new account.
Once you have all the right contact information filled in, proceed with sending the excess by using the 'Send invoice' button in the top right corner of the invoice page.
We recommend using the 'Simple Invoice' template when sending the excess to the policyholder.
Once complete, you may progress the workflow by completing the "Send Excess" task.
Ensure the excess invoice is paid then notify the supervisor
Completion of the "Send Excess" task will prompt you to await payment. It's considered a standard procedure that repairs don’t start without the excess being paid first by the policyholder.
Deduct the excess from the final invoice
If you collected excess payment before commencing repair work, you will need to deduct this from the value of the final repair invoice.
We recommend creating a predefined Catalog item for 'Excess Deduction', which will be configured to have 0 tax.
Doing so will allow all members to correctly apply the excess deduction on the final invoice.
Crunchwork builders should create a dedicated group for the final repair invoice for "Excess Deduction" so that it is clear to their clients that the excess has been deducted.
You will need to apply a negative value to the excess line item in order to correctly balance the excess, so that you are not over-charging your client.