What is the Accounts Assistant?

The Accounts Assistant allows you to automate different account processes and reduce the need for human interaction with account jobs.

This is useful when there is a lot of manual work involved in checking, pricing and processing your account dockets which may require office staff to check dockets against your company rules and regulations.

To access this screen:

1. In 365 Management, go to Accounts > Account Settings and click on Accounts Assistant from the dropdown menu.

How to Configure

You can configure Auto-approve dockets and Auto-post Dockets within Accounts Assistant.

To configure your system so that dockets that meet a specific recipe are automatically approved, work through the following steps:

Auto-approve Dockets

Creating an Auto-approving Recipe

To add recipes for automatically approving dockets:

1. Click on the Auto-approving Recipes button.
   
   
2. Press the +Add button to create a new recipe.
3. Enter a Name and Description for the recipe.
   
4. Click on the Add Condition button.
   
5. Filter the recipe rules by clicking on the available filters. 
   
6. Click Add Me on the rule you want to use. 
   
7. Configure the rule conditions.
   For example, our rule below will approve jobs if they are higher than £50.
   
8. Press Confirm to add the condition.

9. You can then add more conditions which work in conjunction with your first rule. To do this, you must add a Condition by clicking the button next to the 'And' text.
   
   Conditions separated by AND logic mean that jobs must fulfill all conditions set in the recipe, if a single condition is not met then the job/docket is not automatically approved.
    To add a condition that works in disjunction, add a Condition by clicking the button next to the 'Or' text.
   
   Conditions separated by OR logic mean that jobs only need to fulfill one of the conditions to be automatically approved.
   
   You can add as many conditions as necessary, for example:

   "If the value of the fare is higher than £50.00" AND "If it was NOT modified after dispatch by driver" OR "If the waiting time is higher than 10 minutes" AND "If it was modified after dispatch by the operator"

   Results in only automatically approving a job if the fare is more than £50 and the driver does not modify the job after dispatch AND/OR the waiting time is more than 10 minutes and the operator modifies the job after dispatch.
   If the fare is £65 and the driver does not modify the job, but the waiting time is only 3 minutes, the job is still automatically approved as it meets a condition of the recipe.

10. You can also toggle if drivers are queried when a job fails the rule checks by clicking on the icons next to the rule:
    

    : Send the driver a question if the rule check fails.
    : Require the driver to provide photo proof of the reason for failing the check.
    : Require the driver to provide a signature to approve the check.

    You can adjust the question and text that appears when a rule check fails by using the Driver Query button. For more information, see Driver Query.

11. Once you have added all necessary conditions, click +Add to save the new recipe.
12. Your new recipe then appears in the list of auto-approving recipes. 

At any point, you can disable any active recipes by double-clicking on a recipe in the list and unchecking the Enabled option. You can then make recipes inactive without needing to fully delete it from your system.

In the event you need to delete a recipe from your system, single-click the recipe in the list and press the Delete button at the bottom of the modal.

Driver Query

The driver query option allows you to set up questions and answers drivers must answer if a job fails certain checks or rules in a recipe. 

To add a new driver query:

1. Click on the Driver Query button.
   
2. Enter the Question to ask a driver if the job fails any checks.
   
   
3. Enter any Common Responses a driver may select to answer the question. 
   
   
4. The Signature Required Text and Photo Required Text fields are populated by default, however, you can customise what the text says.
   
   
5. Then click Save.

Once saved, a verification will show to drivers on Driver Companion if a job fails any checks or rules.

Auto-approve Jobs

The following settings will determine if certain job types are auto-approved by default, or if they require approval through a recipe. 

To set a job type to require approval through a recipe, toggle on the Use Recipe option and use the dropdown menu to select a pre-existing Auto-approving Recipe.

Use the two options at the bottom, Approve Cancelled Bookings and Approve No-Fare Bookings to toggle on or off whether jobs that are cancelled or no-fared and meet the requirements set by the job type, are auto-approved.

Auto-post Dockets

The toggles in this tab allow you to control whether approved dockets are automatically posted.

To toggle auto-posting on or off for each booking type:

1. Click on the (Tick) or (Cross) icon in each row:
   
    (Tick) Icon: Auto-posting will now be enabled.
   (Cross) Icon: Auto-posting will now be disabled.

Best Practices

When setting up your Processor Assistant, we recommend that you set up two different types of automation to streamline job processing and lighten your workload. These two types of automation include Cash Jobs and Account Jobs.

Cash Jobs Recipe

The first best practice use case is for Cash Jobs. You can configure your system to automate cash jobs so they have to go through three different conditions to be auto-processed. These conditions are:

• Fare is set to 'above min fare' to prevent drivers from calling in 0 value fares to bypass commissions or call in a 1p fare.
• The final price is within 10% of the estimated price.
• The job was not modified by the Driver as dispatch.

To configure this automation in your system:

1. Click on the Auto-approving Recipes button.
   
   
2. Enter a Name and Description for the recipe. 
3. Click on Add Condition.
4. Filter by Price and add 'If the value of the fair is higher than this amount'.
5. Configure the rule conditions by modifying the amount so it matches your minimum price.
   
6. Click Add Me to apply the rule.
7. To add another condition, click on the Add Condition next to 'And'.
   
8. Filter by Calc and add 'If it matches the estimated price within this % variation'.
9. Modify the condition to add '10%'.
   
10. Click Add Me to apply the rule.
11. Add another condition by clicking on Add Condition next to 'And'.
    
12. Filter by Edit and add 'If it was modified after dispatch by any of these'.
13. Modify the condition so it is the following: 'If it was not modified after dispatch by the driver'.
    
14. Click Add Me to apply the rule.
15. Finally, click the green +Add button to save the recipe.

Your system is now set up to auto-process Cash Jobs that meet the requirements stated above.

Account Jobs Recipe

Another best practice for the Processor Assistant is that we recommend is adding an auto-approving recipe that approves any Account job where is final price is within 10% of the estimated price.

To configure this automation in your system:

1. Click on the Auto-approving Recipes button.
   
   
2. Enter a Name and Description for the recipe.
3. Click on Add Condition.
4. Filter by Calc and add 'If it matches the estimated price within this % variation'.
5. Modify the condition to add '10%'.
   
6. Click Add Me to apply the rule.
7. Then click the green +Add button to save the recipe.

Going forward, this auto-approving recipe means any Account jobs that come through to be processed are automatically if the price of the job is within 10% of the estimated price.