Policy No.: VXS/FIN/032 | Version: 1.0 | Effective Date: 20/09/2026
This Policy establishes a standard framework for estimates, billing, invoices, Customer payments, refunds, adjustments, insurance-related billing and financial records across all garages, workshops and service locations operated or managed by VahanXpert Services. The objective is to maintain transparent, accurate and consistent billing practices across multiple locations.
This Policy applies to all VahanXpert Services garages, workshops, service centres, branches and other operating locations, and to employees or authorised personnel involved in estimation, billing, invoicing, payment collection, refunds, insurance claim billing or financial reconciliation.
Where applicable, an estimate should be prepared before chargeable repair or service work begins. The estimate may include labour, parts, consumables, taxes and other applicable charges. Estimates are indicative unless specifically stated otherwise and may change when additional damage or requirements are identified.
Each service transaction should have an appropriate job card, repair order or service reference. Billing should be traceable to the relevant vehicle, Customer, garage/location and authorised services or parts.
Parts and labour should be billed based on the authorised repair/service record. Part descriptions, quantities and labour charges should be reasonably accurate and should not knowingly include work or parts that were not supplied or performed.
Applicable taxes and statutory charges shall be reflected in invoices in accordance with the tax registration and applicable requirements of VahanXpert Services. Tax treatment may differ depending on the nature of the transaction, Customer and service.
A payment should be treated as received only after appropriate verification through the authorised payment/banking system or other approved evidence. Screenshots or Customer-provided messages alone should not be treated as conclusive proof where independent verification is reasonably available.
VahanXpert Services may collect an advance or part payment where appropriate, particularly for special-order parts, major repairs, Customer-requested work or other approved circumstances. The amount received should be recorded and adjusted against the final invoice.
For insurance or cashless repairs, billing shall be handled in accordance with the applicable insurer/network arrangement and the Insurance / Cashless Claim Coordination Policy. Customer- payable amounts such as applicable deductibles, non-payable items or other approved charges should be separately identified where appropriate.
Where a Customer presents a valid VahanXpert coupon, membership or offer, the applicable benefit should be verified before billing. The discount or benefit should be reflected or documented appropriately, including any applicable validity, usage limitation or exclusions.
If an invoice contains an error, correction, cancellation, credit note, debit note or other adjustment should be processed through an authorised accounting process. Employees should not delete or manipulate issued invoices without appropriate authority and audit trail.
Where a digital payment is failed, reversed, duplicated or disputed, the transaction status should be verified before determining whether the Customer remains payable or is entitled to a refund/adjustment.
If a Customer makes a duplicate or excess payment, the transaction should be verified and the amount appropriately adjusted or refunded according to the applicable process.
Customers may raise questions or disputes regarding charges, parts, labour, taxes, discounts or payments. Staff should review the relevant job card, estimate, approval, invoice and payment record and escalate unresolved matters to authorised management.
Each garage/location should periodically reconcile job cards, invoices, collections, digital payments, cash, refunds, credit adjustments and other relevant transactions. Material discrepancies should be investigated and escalated.
Where VahanXpert uses central finance/accounting operations, branch records should be reconciled with central records at appropriate intervals. Differences should be documented and resolved through authorised accounting procedures.
Customers should be provided with appropriate estimates, invoices and payment confirmations. Staff should explain material charges in a clear manner and avoid guaranteeing amounts that remain subject to insurance approval, additional inspection or other external determination.
Customer financial information, invoices, payment references, bank details and related records shall be handled confidentially and accessed only for legitimate business purposes.
This Policy shall be reviewed periodically and may be updated based on the number of operating locations, accounting systems, payment methods, customer requirements, insurer arrangements and applicable legal or business requirements.
VahanXpert Services
D-29, Vibhuti Khand, Gomti Nagar, Lucknow, Uttar Pradesh – 226010
Email: info.vahanxpert@gmail.com
Mobile: +91 8930293896
| Document Name | Payment, Billing & Invoice Policy |
| Organisation | VahanXpert Services |
| Policy Number | VXS/FIN/032 |
| Version / Effective Date | 1.0 / 20/09/2026 |
| Review Frequency | At least annually or whenever billing/payment processes materially change |
