Checklist for claims handling in the vehicle fleet

As a fleet manager, you know that accidents happen. Even the most experienced drivers can lose control of their vehicle in dicey situations. And if damage occurs to the company car, it must be dealt with quickly and professionally. Because every day that a car in the fleet is not ready for use costs money and impairs work processes. In this article, you will learn how to efficiently organize claims processing in your fleet and what steps you need to take.

Claims management: Why a holistic concept is crucial

Claims management is the systematic recording, organization and settlement of claims that have arisen in the course of business activities. In the case of companies with their own fleet of vehicles, claims management and correct handling with the insurer play a decisive role in minimizing potential costs for the company and avoiding downtime.

The aim of claims settlement in the vehicle fleet is to process the claim quickly and effectively in order to minimize economic damage and resume normal business operations as quickly as possible. All the processes involved with workshops and insurance companies must be handled effectively and quickly, from reporting the damage to the insurer through to repair and invoicing.

Effective claims management in the vehicle fleet can be optimized through careful preparation and clear process planning. It is important that employees are trained in dealing with claims within the company and have the necessary knowledge and tools to process claims settlements with the insurance company quickly and effectively. Digital claims management in the vehicle fleet can be a great support here and help to make the process more effective and transparent.

Checklist: Correctly handle claims management for company cars in the fleet

An accident can happen quickly. This makes it all the more important that you, as the fleet manager, rely on a well-structured claims processing procedure. Settling fleet claims can be complex and time-consuming, especially if the accident was caused by your own employees.

Effective claims management therefore requires a clear process plan in order to maintain an overview and avoid possible legal consequences. If an accident has occurred, the health of the accident victim should be checked first. Is anyone injured? First aid measures may be necessary or the emergency services may have to be called. The scene of the accident should also be secured accordingly.

You should then take these steps into account when settling the claim:

Accident documentation: The driver should first record the data of all parties involved in the accident and document the course of events. Pictures of the accident site and the vehicles are also very helpful as evidence. In the event of an accident involving personal injury or damage to property, the police must also be informed. She then draws up an accident report on site.
Damage assessment: Gather all information and documents on the course of events and the amount of damage. This includes photos of the scene of the accident, witness statements and the completed accident report. This is also important for the insurer.
Report the claim to the insurance company: Inform your insurance company and send them all relevant documents for processing the claim. If the accident was caused by a third party, inform their insurance company and also send them all the necessary documents.
Organization of the repair: Obtain a quote from a garage and vThen make an appointment for the repair of the company vehicle. If the employee is dependent on a company car, you should use a company car.n Provide a replacement vehicle. It is easier if the accident vehicle is a pool vehicle. Here, the employee can simply use another car from the car sharing fleet.
Accounting and reporting: Check the repair invoices against the cost estimates and reconcile them with the accounting department. A breakdown of damage costs and the most frequent causes of damage provides you with useful insights into the vehicle fleet. You can also derive optimization measures from this.
Accident aftercare: Instruct your drivers regularly in accident prevention and road safety. With the driver training as an e-learning course, employees can complete the training flexibly. The course content has already been fully prepared and all test results are fully documented.

From damage to billing: how fleet software optimizes processing

Fleet software such as Fleethouse can effectively support the processes involved in handling damage to company vehicles. Such software records all steps from accident recording to repair and helps to maintain an overview when communicating with insurance companies. In addition, a digital solution enables damage to be processed more quickly, thus reducing the downtime of damaged vehicles.

With the help of software, all information and documents can be managed digitally and retrieved quickly and easily if required. Such a platform can be a great relief for those responsible in the fleet, as it simplifies and accelerates the entire process from damage assessment to repair organization and settlement with the insurer.

But digital claims management not only optimizes the process flow, it can also reduce costs. Fleet software enables precise cost calculation and thus prevents unnecessary expenditure. The software can also be used to simplify and coordinate regular checks and inspections in order to minimize future damage.

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Organize all tasks relating to your vehicles with Fleethouse, including claims management.

The most important facts about claims management at a glance

In the event of damage to a company car, fast and correct claims management is of great importance.

A checklist with the most important steps helps you to keep an overview and avoid legal consequences.

Digital claims management optimizes the processes involved in handling claims and simplifies communication with the insurance company. Software also helps to minimize costs and the risk of future damage.