Sending Orders to Your Dealer with CollisionLink Shop

KB Article #2804

CollisionLink Shop allows you to send quotes and orders to your dealership of choice in just a few simple steps.

Note: CollisionLink does not send Genesis OEM-specific or Heavy Duty vehicle orders to dealers. Those must be sent outside of CollisionLink.

First, you'll need to import the vehicle estimate into CollisionLink. Based on your setup, this can happen:
1. Automatically once the estimate is exported from your estimating system. (Click Refresh if you don't see it right away.)
2. Upon clicking the Import Estimate button, if configured to import manually.
Once your estimate displays on the Unsent Orders tab, look for an automaker icon. This indicates one or more parts may qualify for a discount program. Hover your mouse over the icon to view program information. (Learn more about CollisionLink Shop OEM programs.)
What happens next depends on the parts on the estimate and the dealer selected.
1. Have an order that has all OE parts? You can send the order immediately from the Unsent Orders tab!
2. Has your dealer provided upfront pricing for OE alternatives to your non-OE parts? If so, review pricing for those parts to determine if you want to immediately order the OE parts, saving time!
3. Want a quote before you order? CollisionLink can take care of that!
4. Need to update an order before sending? Simply click the vehicle to open the order and make updates.

Want to learn more? Watch our video!

Sending an Order Without Changes

To send an order without making any changes:

From the Unsent Orders tab, verify the dealer you want to order from is displayed in the Dealer field. If not, click the drop-down menu to select the one you want from the list. Note: A dealer must be assigned to the estimate before it can be sent.
If needed, type a repair order number in the RO # field.
Click Send Order.
1. To submit multiple orders at once, check the box to the left of each order you want to send and click Send. (Learn more about sending multiple orders to your dealer at one time.)
Depending on the OEM, you may need to add payer information to the order. Note: This section will appear regardless if the Payer field of the unsent order is filled in or not, as the payer option still needs to be chosen.
1. Choose the appropriate payer option (Insurance, Fleet Company, or Customer Pay).
2. If the Payer field is empty, add the payer's name.
3. When finished, click Send.
If successful, a confirmation message will display in the upper right-hand corner.
Your order will move to the Jobs tab, where you can track its progress and view response and deliver information from your dealer. (Learn more about reviewing dealer responses).

Revising an Order Before Sending

Before sending an order, you may want to:

Review the order details (part listed, quantity required, part price)
Add estimator, owner, or payer information
Request a quote for one or more parts
Add additional parts to the order
Identify parts included in the estimate that you already have in stock
Add notes for the dealer
Add helpful images for the dealer

Note: Use the Save button at the bottom of the order at any time if you need to return later to add more parts to send to your dealer.

To review/revise an unsent order:

From the Unsent Orders tab, click on the vehicle to view the order details.
Click the VIN to view options and attributes for the vehicle and print if needed. (Learn more about viewing VIN details.)
Review the Unsent Order Details section:
1. If needed, type a repair order number in the RO # field.
2. Verify the dealer you want to order from is displayed in the Dealer field. If not, click the drop-down menu to select the one you want from the list.
3. Verify the Estimator, Payer, and Mileage information and update if needed.
Next, review the Parts List.
1. Non-OE parts will automatically display the OE List price for their OE alternative.
2. If an automaker's icon displays next to a non-OE part line, it may qualify for a discount program if converted to an OE part. Hover your mouse over the icon to view program information. (Learn more about CollisionLink Shop OEM programs.)
By default, OE parts will be sent as an order request and non-OE parts will be sent as a quote request. To change this, click the Request drop-down for the part and select from the available options:
1. Quote: The dealer will respond with a price quote. You can then review each quote and either accept or decline it before the parts are invoiced.
2. Order: The dealer will process and invoice these parts upon receipt of the order.
3. Do Not Process: This will notify the dealer you have the part in stock and they should not send the part.
Use Add Part if items are missing from the order. (Learn more about adding parts to your order).
If needed, add notes or photos to the order.
1. Use the Add Note box to include any special instructions to the dealer--for example, indicating a desired ship date. (Learn more about using notes with CollisionLink).
2. Pictures can be sent to your dealer with the Add Image function. Use this feature for hard-to-identify parts or unique decals. (Learn more about sending photos to your dealer).
Once you've verified all details of the order are correct, click Send to submit your order to the dealer.
If payer information wasn't added, you may be asked for before submitting the order.
1. Choose the appropriate payer option (Insurance, Fleet Company, or Customer Pay).
2. If the Payer field is empty, add the payer's name.
3. When finished, click Send.
If successful, a confirmation message will display in the upper right-hand corner.
Your order will move to the Jobs tab, where you can track its progress and view response and deliver information from the dealer. (Learn more about reviewing dealer responses).