# Managing extra fees in AutoManager

How dealers using the AutoManager integration can add, edit, and approve extra fees so payments post correctly to AutoManager.

February 5, 2026

## What are extra fees?

Extra fees are **non-standard or additional charges** assigned to a customer’s account, such as:

- CPI (Collateral Protection Insurance)
- Side note balances
- Late fees
- Service or recurring fees

These fees appear separately from the customer’s regular payment schedule and must be managed directly in AutoManager.

## Extra fees page layout and breakdown

The **Extra Fees** page displays all additional charges assigned to a customer.

|     |     |
| --- | --- |
| **Column** | **Description** |
| **#** | Sequence/order of fee entries. |
| **Due Date** | When the fee is scheduled to be billed. |
| **Fee Name** | The type of fee being charged (e.g., CPI). |
| **Total Fee Amount** | The total amount for that individual fee. |
| **Paid** | The amount already paid towards that fee. |
| **Remaining** | The balance that is still due. |
| **Status** | Indicates if the fee is **Scheduled**, **Past Due**, or **Paid**. |
| **Edit** | Pencil icon to modify the fee amount or due date. |
| **Delete** | Trash can icon to remove a specific fee from the schedule. |

## Adding an extra fee

To add an extra fee to a customer account:

1. Go to the **Customers** tab in AutoManager.
2. Open the customer’s account.
3. Select the **Extra Fees** tab.
4. Click the **Actions** button at the top-right of the table.
5. Choose an option such as **Build Recurring Fees**.
6. Enter:
   - Fee type (CPI, Late Fee, Service Fee, etc.)
   - Start date (these dates align with the customer’s scheduled payment dates)
   - Number of payments _or_ select **Continue until paid out**
   - Fee amount

Once saved, the fee schedule will appear in the Extra Fees table.

## Editing an extra fee

To modify an existing fee:

- Click the **pencil icon** in the Edit column
- Update the **amount** or **due date**
- Save your changes

Edits apply immediately to the fee schedule.

## Deleting an extra fee or fee schedule

You can remove fees in two ways:

- **Single fee**: Click the **trash can icon** next to the fee
- **Entire fee schedule**:
  1. Click **Actions**
  2. Select **Manage Fees**
  3. Click the trash can next to the fee schedule

## Actions needed tab — Dealer review required

The **Actions Needed** tab shows payments that include extra fees and **require dealer approval**.

Each row represents a customer payment submitted through the Carpay website or mobile app and includes:

- Customer name
- Account number and stock number
- Reference number and VIN
- Submission date
- Payment platform (Customer App or Carpay Website)
- Additional or late fees applied
- Regular amount vs. total amount paid
- Memo field for internal notes
- Action link to view details or issue a refund
- **Approve** button

Payments will **not post to AutoManager** until they are approved here.

## What dealers need to do with Actions Needed

Dealers are responsible for **reviewing payments that have an extra fee schedule added** and confirming that **fees have been properly allocated**. Here's how:

When reviewing payments in **Actions Needed**:
1. Review each line item carefully
   - Confirm amounts are correct
   - Validate extra or late fees
   - Verify account and vehicle details
2. Click **View** to see the full payment breakdown
   - Refunds can be processed from this screen if needed
3. Click **Approve** once everything looks correct
   - You can also use **Approve Selected** or **Approve All** after review

Only approved payments will post back to AutoManager.

## Important notes

- Payments with extra fees **require dealer approval**
- Payments are **not posted to AutoManager** until approved
- Reviewing these items regularly helps prevent posting delays and reconciliation issues