Direction of Pay
What this is
Section titled “What this is”A Direction of Pay is a short document a renter signs authorizing their insurance carrier to pay your shop directly for the rental, instead of paying the carrier reimbursing the customer themselves. It only applies to rentals billed against an insurance claim — a walk-in or self-pay customer never sees it. Once the renter signs it on a device at your counter, FleetLoop emails the signed copy straight to the carrier’s contact if you have one on file.
Before you start
Section titled “Before you start”- The rental needs to be linked to an insurance claim, with a claim number and a named carrier already entered. Without both, FleetLoop won’t show this option at all.
- Direction of Pay is signed in person on a device at your counter — the same way as an in-person contract signature — so have a tablet, phone, or laptop ready to hand to the customer.
- For the signed copy to reach the carrier automatically, add the carrier’s rep and their email under Settings → Insurance reps ahead of time.
- Open the rental, click Actions, then under Documents click Send Direction of Pay. This option only appears when the rental has both a claim number and a carrier name on file.
📸 Screenshot: The rental’s Actions menu, Documents section, showing Send Direction of Pay below Send contract for signature.
- FleetLoop shows the carrier name and claim number for you to confirm before starting. Check that they’re correct.
📸 Screenshot: The Send Direction of Pay dialog, showing the Carrier and Claim # fields.
- Click Start signing. FleetLoop opens the same in-person signing screen used for contracts, on this device.
- Hand the device to the customer. They read the Direction of Pay text and sign in the signature box.
📸 Screenshot: The in-person signing screen showing the Direction of Pay text above the signature box.
- Once they finish, the screen shows “Signing complete” — that’s your cue it’s safe to take the device back.
- FleetLoop automatically emails the signed Direction of Pay to the carrier’s rep, if one is on file with an email address. If no rep email is on file, follow up with the carrier directly to make sure they receive it.
How to know it worked
Section titled “How to know it worked”Back on the rental, the toast message “Direction of Pay signing session started” confirms it began, and the signing device shows “Signing complete” once the customer finishes. If a carrier rep with an email is on file, the signed copy is emailed to them right away.
If something goes wrong
Section titled “If something goes wrong”“Send Direction of Pay” isn’t in the Documents menu. The rental is missing a claim number, a carrier name, or both. Add them from the rental’s insurance claim details, then check the menu again.
The carrier never received the signed copy. No rep email was on file at the time of signing. Add the carrier’s rep and email under Settings → Insurance reps, then reach out to the carrier directly for this rental — future Direction of Pay documents for that carrier will email automatically once the rep’s email is saved.
The signing screen won’t move past a slot, or the device gets handed back mid-signature. Use the Staff exit link at the bottom of the signing screen to step away and resume later — the session stays open until it’s completed or cancelled.