Fleet · Daily operations · 8 min read

Report an accident and follow the insurance claim

Record an accident, raise the insurance claim, arrange the repair and record the money received.

Before you begin

• The Fines, accidents and claims feature switch is on.
• An insurance policy should be recorded for the vehicle (see Track registration, permits, inspections and insurance). The claim links to the policy that was live on the accident date.
• The administrator may have made the Police report number required or hidden under Applications > Fleet > Features.

Report the accident

1. Open Fleet > Compliance > Accidents and click Report accident, or use Report accident on Vehicle 360. Drivers can use the driver app.
2. Choose the Vehicle. Leave Driver blank for the current driver.
3. Enter When and Where.
4. Describe What happened (or the damage).
5. Enter the Police report number and attach the Police report.
6. Tick Injuries if anyone was hurt and add the details.
7. Enter the Estimated cost and, if known, the Liability: Not decided, Our driver, Other party or Shared.
8. Save.

The accident is numbered ACC-... and Open. A High priority Body damage service request is raised. If injuries were ticked, everyone with fleet.accident.view is alerted: "Accident: VHC-... - injuries reported".

Raise the insurance claim

1. On the accident row click Insurance claim. The claim CLM-... starts as a draft with the estimate from the accident and the live policy linked. The accident shows Claim submitted.
2. Open Fleet > Compliance > Claims. Enter the insurer's claim number and notes.
3. Click Submit to send it to the insurer.

An accident can have one claim only: "This accident already has a claim." You can also use New claim on the Claims page, choosing the accident number or a vehicle.

Arrange the repair

On the accident row click Repair work order. A work order is created (Body work, External Garage, High priority) and the accident shows Repairing. Complete the work order as described in Service requests and work orders.

Record the insurer's decision and payment

1. When the insurer approves, click Approved on the claim and enter the Approved amount (blank uses the estimate).
2. When money arrives, click Money received and enter the Amount received. Repeat for part-payments; the amounts add up.
3. When the claim is settled, click Close.

Worked example

Estimate AED 8,000. The insurer approves AED 7,000. You receive AED 3,000, then AED 4,000.

Fleet writes one cost line of -7,000.00 "Insurance recovery" in Maintenance, which lowers the vehicle's total cost of ownership. The repair cost of AED 8,000 is posted when the work order completes.

Finally click Close on the accident. It stays visible under Claims.

Good to know

• A police report number set to Required gives "Police report number is required by this company." when empty.
• Entering neither a description nor damage gives "Describe what happened."
• Receiving an amount of 0 is refused: "Enter the amount received."
• The Accidents report totals the estimated costs for a period.