Writing better estimates as a body shop estimator is essential for customer trust, shop profitability, and smooth insurance claims. Here’s a best practice process to help you write better estimates:
1. Initial Damage Assessment:
- Walkaround Inspection: Conduct a thorough exterior and interior walkaround of the vehicle. Take note of obvious damage like dents, scratches, and broken parts.
- Hidden Damage: Look beyond the surface. Assess for potential structural damage, hidden electrical issues, or alignment problems that may not be immediately visible.
- Documentation: Take detailed photos of all damages from multiple angles and of the vehicle’s VIN, license plate, and odometer reading.
2. Use of Estimating Software:
- Estimating Platforms: Familiarize yourself with the shop’s estimating software (e.g., CCC, Mitchell, Audatex). Learn how to input the VIN, which will pull up relevant vehicle details.
- Parts & Labor: Ensure all required parts and labor operations are included. Double-check rates and ensure that you include procedures like painting, blending, or calibrating ADAS systems, if applicable.
3. Parts Selection:
- OEM vs. Aftermarket: Decide whether to use OEM (original equipment manufacturer) parts, aftermarket parts, or recycled/salvage parts based on insurance guidelines and customer preferences. Note that some insurers may specify which types of parts are allowed. Always give the customer the option to upgrade to OE parts even if they have to pay out of pocket or short-pay form / Co-Pay.
- Availability: Check parts availability and delivery time, and factor this into the estimate.
4. Labor Operations:
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Labor Time: Use standard labor times from your estimating system but adjust based on your shop’s capabilities and specific vehicle considerations. Also, double-check your market-posted labor rates and analyze to see if you’re in line with the industry. Laborratehero.com or https://www.billablegenie.com/
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Additional Work: Don’t forget to include additional labor, such as setup time for frame machines, measuring systems, or wheel alignments.
5. Include Sublet Operations (Outsourced Work):
- If the shop sublets certain services (e.g., glass repair, frame straightening, ADAS recalibration), be sure to include these as line items in the estimate.
6. Review Safety Procedures:
- Include necessary safety inspections, such as seatbelt and airbag inspections, to ensure the vehicle will be safe to return to the customer.
7. Estimate Review:
- Line-by-Line Review: Go through each line of the estimate to ensure nothing was missed and all costs are captured, from parts to disposal fees.
- Revisions: Collaborate with the technician for feedback on any special considerations that may require a revision to the estimate.
8. Customer Communication:
- Explain the Estimate: Be transparent with the customer about the cost breakdown. Explain the difference between necessary and optional repairs, and what is covered by their insurance.
- Supplement Process: If hidden damage is found during the repair, prepare a supplement and communicate this to the customer and insurance company.
9. Stay Updated on Procedures:
- Manufacturer Repair Procedures: Always refer to manufacturer guidelines, especially for newer vehicles with complex technology. Use sources like OEM websites or I-CAR databases.
- Ongoing Training: Continue to educate yourself on estimating best practices and attend training programs, like those offered by I-CAR.
10. QC your estimate.
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This is the most overlooked part of the process. Do not work alone but consult the different parties in the repair to get the full vision of the pre-collision condition of the vehicle. That means the body man, mechanic, painter, and even the parts guy should look over the estimator’s sheet to ensure it is as good as it can be before you begin the repair.
By following these best practices, you’ll improve the accuracy and thoroughness of your repair estimates, boosting both customer satisfaction and shop profitability. To learn how ROME collision management software can streamline your estimating process and help your shop run more efficiently, visit ROMETECH.com and request a consultation today!