Configure customer add-ons and protection products

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1. Decide whether this is an add-on

Before configuring anything, classify the charge. Use a fee for a required environmental, disposal or shop charge calculated by policy. Use a service package for labor, parts, consumables and checklist work that performs the repair. Use an add-on when the customer can independently accept or decline a protection product or optional benefit. This distinction keeps approval clear and prevents an advisor from presenting an optional product as a mandatory charge.

• Tire disposal charge: fee.
• Mount and balance tires: service package.
• Road-hazard tire protection: add-on.
• Included rotations bundled into installation: service-package benefit unless sold as a separate optional contract.

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2. Start with a shop template or a blank draft

The fastest path is Settings → Operating Templates. Select the shop and its operating type, preview the changes, then create the missing drafts. VMOTEK creates relevant add-ons as inactive, zero-price examples: tire shops receive road-hazard, replacement-certificate, lifetime tire-care and wheel/rim drafts; general repair receives extended parts and workmanship drafts; quick-lube, brake, body and glass templates receive relevant care or protection drafts. Nothing is offered to customers until the shop reviews and publishes it. To start without an operating template, select Settings → Add-ons & Protection → New add-on.

• Tire shop: road-hazard, replacement certificate, tire-care and wheel/rim protection.
• General repair: extended parts and workmanship protection.
• Quick lube: maintenance care plan.
• Brake shop: brake-pad protection.
• Body shop: finish and appearance protection.
• Mobile glass: windshield chip protection.

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3. Review the generated draft

Open Settings → Add-ons & Protection and select a draft from Definitions. The builder shows the internal code, customer label, sample description, example terms, pricing method, fulfillment and credit behavior. The Before you publish checklist identifies what remains. Replace every example with language the shop has approved, enter a real price, review tax treatment and confirm whether acceptance creates a continuing coverage record. Use Customer offer preview to see what an advisor and customer will read. Save the draft and repeat until the checklist is complete.

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4. Set price, tax and fulfillment

Choose Fixed for one price per accepted offer, Per qualifying item for a price such as protection per tire, or Percentage when the approved product is contractually priced from an eligible amount. Set tax treatment according to the shop's reviewed jurisdiction rules. Choose Coverage record when acceptance creates continuing protection; other fulfillment types can identify inventory, labor or a service package that staff must complete. Enter the coverage duration in months or miles when the terms use those limits. Do not invent a duration merely to complete the form.

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5. Write terms and credit behavior

Put the terms the customer must see before acceptance in the Terms field. State what is covered, which item or position qualifies, exclusions, customer responsibilities, claim procedure, labor treatment, duration and whether coverage is transferable. Choose Full credit, Proportional, Non-refundable or Manager review to match the approved cancellation policy. VMOTEK will not publish a zero-price draft, a draft without a customer description, or a generated Example only terms statement. Non-refundable language should be used only after business and legal review.

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6. Define eligibility in Advanced mode

Open Advanced and review the deterministic rules VMOTEK evaluates from the transaction. Tire starter drafts use tire quantity so they do not appear on unrelated work. Multiple rules in one group must all match; separate groups can represent alternative qualifying paths. Preview representative qualifying and non-qualifying work before publishing. Eligibility controls whether the offer appears—it does not automatically accept it for the customer.

• Positive test: one or more qualifying tires makes the reviewed tire offer available.
• Negative test: an oil-only work order must not show tire protection.
• Company definitions can be overridden only when a shop has legitimately different terms or pricing.

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7. Publish and offer it on work

Save the reviewed definition, return to Definitions and select Publish. The operating-template readiness page continues to show an optional draft as incomplete until its price, description and real terms are complete and it is published; it never blocks publication of the required core shop setup. On an estimate or work order, select Find eligible add-ons. VMOTEK shows qualifying products separately from labor, parts, fees and discounts. Record Accept or Decline for each choice.

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8. Carry to invoice and activate coverage

When accepted work becomes an invoice, VMOTEK carries the accepted add-on once with its original version, terms, price and decision evidence. It must not silently recalculate from a newer definition or charge the same source offer twice. When staff completes the required fulfillment, Mark fulfilled. Coverage-type products create a coverage record connected to the customer, vehicle, invoice, covered items, effective dates and mileage limits.

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9. Handle cancellation, credit and review

Open the originating invoice or coverage record before cancelling an accepted product. Enter the reason and follow the configured credit behavior. Manager-review products require an accountable decision rather than an automatic assumption. VMOTEK retains cancelled or credited states instead of deleting the original acceptance. Owners can review offers, acceptance rate, accepted revenue, active coverage and credits by shop.