Quotation Process – The Insurance Quotation

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Given we have inspected the vehicle, cleaned the vehicle and taken images, the quotation process can proceed. During the actual quotation process itself, ensure that the customers are aware of the dents and the procedures for calculating them. Currently, most entries are done on specifically designed dent matrix entry quotation sheets as suggested in the previous section.

There are arising software technologies specifically designed on Apps for the I-phone (such as PDR Quote) or similar for dent data entry and this may be used as a rapid form of entry and quote calculation. This is the way the industry is moving as it adopts new technologies. It is advisable that you have some form of hard copy as a backup even if it is a print out of the entered data completed hourly or perhaps daily. If only using computerised technologies for entry, backups of backups are essential and again print outs obtained.

In larger PDR companies, data entry are completed by data entry personnel. Management should have ensured appropriate training of at least a basic understanding of the process in PDR dents. This certainly helps filter obvious errors.

Probably the best idea is to work from top down ie noting the dent information on the roof, and then perhaps the bonnet and cowl/plenum, working around the guards, doors and cant rails, quarter panels, the rear – boot, tailgate, and finally the other guards, doors and cant rails, quarter panels. Develop an order you are comfortable with and design a matrix to suit. Then stick with that system. All the skills mastered in the Understanding the Dent Matrix section are critical here.

direction dent countAn example of the consistency required in following order of dent count and recording.

Dent Count

Working systematically on each panel, note down the number, size and intensity of the dents on the panels. In training, it is important to take your time and maintain accuracy. Recording the appropriate dent count and information in the correct panel location on the sheet – there are occasional errors writing dents on the incorrect doors left instead of right or simply enter on the incorrect panel or column depending on the quoting sheet you use.

Gradually with practice, this process of counting dents should be refined to take perhaps about 5 minutes at most.


Quote Sheet with Customer and Vehicle Details
Sample of Quote Sheet with Customer and Vehicle Details
Marking the Job Number and taking Images
Noting vehicle details
Contacting suppliers for parts pricing


As mentioned earlier in the lead up to this module, images have to be taken of the interior (manual/automatic verification), odometer, the compliance late, rear registration plate, zoomed images of badges, front/one side, rear/ other side as shown in the video. It is also a good practice to place stickers of the quotation job number attached the vehicle especially in car yard situations where there are mass number of cars often similar vehicles to avoid confusion.

Vehicle Details

There are requirements from insurance companies as well as for your company records to gather specific information about the vehicles.

Customer details

Given the quotation has progressed and the vehicle can be repaired using PDR techniques, if the customer wishes to proceed, ask them to complete their information on your quotation sheet. It is important to ensure that their full name, (or the name of the person attached to this vehicle), phone details, and their Claim Number is provided. Without the claim number, the whole process stops and there have been cases where a whole month goes past and the Claim Number has not been supplied.

Parts price check if required

In more severe hailstorms or in the case where weaker parts have been broken, parts may require replacing. In order to complete the quotation, it may be a good idea to contact a supplier for a pricing for that part just for quotation completion purposes.

As mentioned above, some sophisticated packages exist where pricing can be obtained from within the package itself saving ample time. Insurance companies have a parts pricing database that these companies have built in as a feature. These databases are updated once or twice a month. A neat feature of Auto-Quote (one of if not the top quoting package in the industry) for instance is that the price adjusts automatically on your quotation. So if a part was entered as $460 for instance for a bonnet in February and the car was repaired in April, the price may have gone up to $471. The parts price on your quotation will adjust automatically on the software to the new pricing consistent with the insurance companies making everyone happy once the updates filter through.

If parts are not available for order, this may be an issue in the booking for repair process. At least at this point, the pricing will validate the quotation.

A case study example

Quotation Real SampleA sample from an actual job in Whyalla South Australia, 2012 (minus the personal information due to privacy reasons). You can see the entered data shows a variation in the number of dents, also shows some parts that need to be replaced with pricing entered including delivery.

PDR Cost

This is the actual estimated cost directly associated with the dent removal process itself. So once each component of the costs on all panels are calculated based on the Dent Pricing Matrix, a subtotal cost for the PDR can be calculated quite easily. Remember to adjust any variations (luxury vehicles, vans, station wagons, etc) to the cost based on the type of vehicle as listed on the matrix. Just a reminder also to exclude panels not required 2 door coupe exclude rear doors (keep referring to Understanding the Dent Matrix).

Other costs

Information on the bottom left are allowable components of the quotation that add an agreeable time or difficultly factor based cost prior or during the PDR process including Remove and Replace, R + R Sunroof, R + R Roof Rack, Cut and Polish, glass damage, touch-up and rust proofing.

Sub-Total (Other) based on the design of this job sheet

This simply is the sub total of all the extra job components excluding the PDR itself.


This simply refers to the cost of an external workplace or contractor to work on a part of the job. (Sometimes this involved a mark-up of up to 20%. Insurance companies are frowning on this practice).


Once all costs have been calculated, GST of 10% is added to the subtotal giving the final cost of the quotation.