Close an Agreement (Mobile App)

Use the mobile app to process a returning unit and close an agreement.

How to Close an Agreement on Mobile

Quick Steps Full Walkthrough

Quick Steps

1

Access an agreement from the Dashboard or tap Close, then scan the unit or search for the agreement.

See all starting options →

2

Fill in any return information sections that apply: Inspection, Service Details, and Amount Due (charges and payments).

See what's in each section →

3

Tap Close.

Full Walkthrough

1. Start the Close From 'Home' (Scan or Search)

You can begin the close process from several places in the app. Choose whichever is most convenient for you.

ClosedOption 1: Scan a Returning Unit / Search.

  1. Tap Close.
  2. Your camera opens automatically. You can scan the returning unit's QR Code or VIN barcode, or tap Search to exit the scanner and manually look up the agreement by customer name, Unit Number, Plate Number, Tag Number, Agreement Number, or RO Number.

    3. Scan a unit

    Search for an agreement

ClosedOption 2: Start from the Dashboard (Open Agreements or Due In) & Search.

  1. Tap Open Agreements or Due In.

  2. Select the agreement you want to close. (Use the search feature, as needed, to narrow results.)

  3. Tap CLOSE from the available actions.

2. Fill in Returning Information

The Close screen contains key agreement information displayed at the top: Customer Name, Checkout Date / Time for reference, and Return Date / Time (set to now, by default).

You'll find the several sections of information to update or complete.


Hover to view the full-sized image.

A section with required information still needing completion is marked (). After you fill in all required fields in a section, it is marked as completed ().

InspectionClosed

The availability of unit inspections on agreements is based on the Enable Agreement Inspection management setting.

The Inspection section of the close agreement is where you can record the returning unit's Fuel In / Battery In and Miles In, and tap Return Inspection to take photos and mark damage, as needed, for all listed zones of the vehicle.

ClosedHow to perform an inspection:

Start by tapping Return Inspection.

During this inspection, you'll take up to three (3) photos and mark damage, as needed, for all listed zones of the vehicle: Front, Passenger Front, Passenger Rear, Rear, Driver Rear, Driver Front, and Other (i.e., the roof).

  1. Start your walkaround from the front of the vehicle.
  2. Aim your device's camera at the vehicle zone, and tap the Shutter button to take a photo. (If you need to retake the photo, tap Cancel and take it again.)

    3. Tap the Shutter button to take a photo.

  3. To note damage in the photo, tap MARK DAMAGE , and select the type of damage (e.g., dent, scratch, crack, or other).

    4. Mark damage, if needed.

  4. Tap Save. Both the photo and the damage entry, if noted, are saved.
  5. Repeat as needed, taking up to three (3) photos, total. (The number of photos saved for the zone is displayed in the upper right corner.)
  6. Tap or scroll to the next zone (e.g., Pass Front), and repeat the above for all listed zones, as required. (If inspections are required at your location, you must take at least one photo of each zone.)
  7. When finished inspecting the vehicle, tap Finish.

When you've finished the inspection and returned to the agreement, a summary of the inspection is shown, including Date Logged and Employee who performed the inspection. You can tap the Details icon () within the summary to review this inspection for each zone.

Return inspection summary.

When reviewing details, you can do the following:

  • View or delete photos. Tap a zone to view or delete photos. (Tap a thumbnail to view the full size.)
  • Add additional photos. Tap (+ Add Photo) to add up to three (3) photos, total, and note additional damage, as needed.

If you make any changes, tap Save.

Review inspection.

Service DetailsClosed

This section consists of the customer's service details, including Service Advisor, Business Source, Repair Order #, Customer Tag #, and Purchase Order #.

When you're finished with this section, tap Save.

Amount Due (Charges & Payments)Closed

The Amount Due section, which lists the amount due by the customer, contains the breakdown of charges, fees, surcharges, and taxes, as well as total charges, customer write-offs, if present, payments, and the customer total due. Tap to expand a line item to view individual charge amounts or edit / add fees.

You can also split the bill (+ Add Split Invoice), and, depending on your integrations, capture a credit card and take a payment, and charge for tolls / violations.

ClosedEdit an individual charge amount

  1. Tap the Edit icon () to edit individual rate, fuel, and mileage charges on this agreement.

  2. Tap Save.

ClosedEdit, add, or remove fees

  1. Tap the Edit icon ().

  2. Add or remove fees to this agreement using the toggles or edit the amounts of any added fees.
  3. Tap Save.

ClosedCharge for tolls / violations

If your location uses integrated Credit Card Processing for tolls / violations, you can make sure tolls / violations are billed to the captured credit card by tapping Charge Violations to Customer .

If toggled off, these will be billed to your location. Payments are automatically processed when tolls / violations are incurred.

ClosedSplit the bill between the customer and a company

Note: You can only split an invoice if only a daily rate is applied.

When only a daily rate is applied, you can split the invoice for situations when a third party, such as an insurance company, is responsible for some or all of the agreement's daily rate charges, and, if you choose, taxes on its portion of the rate charges.

That way, you can generate two invoices: one to send to a billing company, and one to provide to the customer (driver).

  1. Tap + Add Split Invoice.
  2. Add or remove fees to this agreement using the toggles or edit the amounts of any added fees.
  3. Tap Save.

ClosedAdd a credit card and take a payment

If your location uses integrated Credit Card Processing for agreement charges and/or tolls / violations, you can capture a credit card, if needed, and take a payment.

  1. Capture a credit card for payment, if needed. If a credit card is already on file, the details (Credit Card Last 4, Card Type, and Expiration) are displayed.

    2. If you need to capture a new card, you can tap Enter New Card. Depending on your provider, you can do so with a supported card reader device, by scanning a credit card with your mobile device, or by manually filling in credit card information. See "Credit Card Processing" in this topic for more details.

  2. Take a payment against the captured credit card.
    1. After a card is captured, tap Submit Payment.
    2. Confirm the payment amount (the customer total due, by default) and tap Process Payment to process a payment for that amount.
    3. The Payments and Customer Total Due line items in the charges grid are updated, accordingly.
    4. Go back to the main screen to continue with closing the agreement.

3. Close the Agreement

Once all sections are completed, tap Close to close the agreement. The app displays a short confirmation and you are returned to your 'Home' screen.

If your location uses automatic texts or emails, a copy of the signed agreement form PDF is texted or emailed to the customer, as long as the customer has opted to receive texts or emails, respectively.

If your location is set up for it, a Close Pend button may be available to set the agreement to Close Pending status, a temporary measure until you can officially close the agreement. This prevents further charges from accruing and returns the unit to its default status. See "Close Pend" for more information about this feature.

Additional Features & Integrations

Some features may be available on this screen of the mobile app depending on which integrations are connected with your location.

Interested in learning more about any of these integrations? Contact your TSD Sales Representative at sales@tsdweb.com to get started.

Credit Card Processing

Securely collect a customer's credit card for agreement charges (i.e., rates, fuel, mileage, and fees), and/or toll / violation charges, if you have Toll Processing.

Note: If you use Toll Processing integration only (i.e., credit card processing for toll charges only, not for agreement charges), you can only capture a credit card for the purposes of charging for tolls, not agreement charges. See "TSD Toll Connect: Toll Processing" for more information about toll processing.

As far as the integration during mobile close, you can:

  • Capture a credit card. Capture a credit card so it is on file for payment. Depending on your provider, you can do so in several ways.
    • (Stripe) Capture a card with a supported card reader device. ClosedRead more:
      1. If needed, tap Pair Reader to pair a card reader with the mobile app.
      2. Tap Capture Card.
      3. Insert or swipe the credit card into the card reader, as indicated.
      4. (Optional.) Save the captured card for next time. Tap Save Card to Customer Profile to have the card present on the customer record for the next agreement.
      5. (Optional.) Pre-authorize the credit card to hold funds. If pre-authorizations are configured for agreement charges and/or toll / violation charges, tap Pre-Authorize to have the configured pre-authorization amount taken against the card at save.
      6. Tap Save. When the credit card is successfully processed, a token is generated for the card and it is added to the appointment / agreement, replacing any previous card. Key card information (card type, last four digits, and expiration date) is displayed (e.g., visa: xxxx-xxxx-xxxx-4747 Exp. 05/28).
    • Scan a credit card with your mobile device (OCR scanning). ClosedRead more:
      1. Make sure you've given the app camera permission in your settings.
      2. Tap the OCR Scan icon () next to the Credit Card Number.
      3. Hold the front of the card inside the on-screen guide.
      4. When the scanner reads the card, it closes and fills the Credit Card Number and Expiration fields. (You still enter the CVV and Zip Code by hand.)


        5. Hover to view the full-sized image.

        If a card doesn't read, turn on the camera flash, tilt the card slightly, and tap the screen to refocus.

      5. (Optional.) Save the captured card for next time. Tap Save Card to Customer Profile to have the card present on the customer record for the next agreement.
      6. (Optional.) Pre-authorize the credit card to hold funds. If pre-authorizations are configured for agreement charges and/or toll / violation charges, tap Pre-Authorize to have the configured pre-authorization amount taken against the card at save.
      7. Tap Save. When the credit card is successfully processed, a token is generated for the card and it is added to the appointment / agreement, replacing any previous card. Key card information (card type, last four digits, and expiration date) is displayed (e.g., visa: xxxx-xxxx-xxxx-4747 Exp. 05/28).
    • Manually fill in credit card information. ClosedRead more:
      1. Fill in the billing information. This may look different, depending on your provider.
        • If your provider is Stripe, fill in the Credit Card Number, Expiration, CVV, and Billing Zip Code.


          • Hover to view the full-sized image.

        • If your provider is CenPOS, tap Manually Enter Card and enter the billing information on the CenPOS-hosted Manage Token screen. Click Submit to return to the agreement.


          • Hover to view the full-sized image.

      2. (Optional.) Save the captured card for next time. Tap Save Card to Customer Profile to have the card present on the customer record for the next agreement.
      3. (Optional.) Pre-authorize the credit card to hold funds. If pre-authorizations are configured for agreement charges and/or toll / violation charges, tap Pre-Authorize to have the configured pre-authorization amount taken against the card at save.
      4. Tap Save. When the credit card is successfully processed, a token is generated for the card and it is added to the appointment / agreement, replacing any previous card. Key card information (card type, last four digits, and expiration date) is displayed (e.g., visa: xxxx-xxxx-xxxx-4747 Exp. 05/28).
  • Bill potential tolls / violations to the captured card. Make sure you've captured a credit card to charge for tolls / violations, and tap Charge Violations to Customer under the Charges grid. If toggled off, these will be billed to your location. Payments are automatically processed when tolls / violations are incurred.
  • Pre-authorize a captured credit card to hold funds. If pre-authorizations are configured for agreement charges and/or toll / violation charges, tap Pre-Authorize when capturing a credit card to have the configured pre-authorization amount taken against the card at save.