Document Tracking Solutions: [Features to Look For That Yield the Most Benefit to Your Dealership]

By Seth Hird | Posted on April 2, 2020

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Administration Teams

Document tracking can be tedious, time-consuming, and stressful. Too often, dealerships are swimming in a sea of paperwork that detracts from sales-driving initiatives. In these situations, it is more efficient to outsource document tracking to ensure that sales and document management both get the attention they deserve. One option for dealers is to entrust their document tracking needs to companies that employ a team of certificate administrators to manage certificates of insurance.

Dealerships that outsource certificate tracking release the burden of constantly having to monitor documents for renewal or validity and they gain the benefit of knowing the certificates they hold are current and valid and will protect the equipment. Certificate administrators support claims and rental departments as well, which leads to better customer experiences and repeat customers.

Tracking of Different Document Types

Not all document tracking services perform the same functions. Some solution services track several different types of important documents and some track just certificates of insurance. Every equipment dealer is unique. Therefore, the best solution will be easily customized to the needs of each individual dealership.

Certificates of insurance, motor carrier permits (particularly in California), and tax-exempt forms are just a few of the important documents that dealers need to monitor and access. Partnering with knowledgable companies that track and validate documents, and help to track down incomplete or inadequate information, can increase the productivity of your business. This has the potential to save your business costly mistakes when a certificate of insurance is incomplete or does not contain adequate coverage for equipment rentals.

Interface with Rental Systems

Document tracking is vital to the efficiency of an equipment rental dealership. However, it can be just as beneficial for the tracking service to have the ability to interface with a dealers specific rental system and be accessible from anywhere.

Software that can seamlessly integrate with existing rental systems helps speed up the rental process as well as increase accuracy. However, the benefits of this feature will continue to grow far beyond a single customer interaction. Higher accuracy and faster service will create better, longer-lasting relationships with your customers, and create time- and money-saving efficiencies in workflow.

Claims Tracking

The heavy equipment rental industry is no stranger to equipment damage. Therefore, tracking claims can be one of the most valuable functions of a document tracking service for equipment dealerships.

A dealership’s claims department can spend huge blocks of time tracking down or monitoring pending claims in multiple systems. Also, claims that are incomplete or invalid can sit for extended periods of time if they are not monitored, tying up valuable resources for the dealership and potentially creating a frustrating situation for rental customers. So, it can be very important for the tracking service to not only track but also monitor the status of all submitted claims.

Tracking software and services can be complicated, but we are here to help. If you have any questions about document tracking solutions, email us or call us at (877) 900-8729. We are happy to discuss your document tracking needs and help you find a solution that works for your company and your budget.

Also, if you would like to learn more about our document tracking service, check out our blog, Introducing: StraightDocs.

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