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SAVi and Rate Cards

Introduction​

This document provides an overview of SaVI Rate Cards in ViSN, explaining how they are configured for each lease company and how they relate to overall network settings. It also outlines the impact of the selected Paybill method when using a rate card, including its effect on invoice PDFs and payment processes.

Definitions​

TermDefinition
SAViNetwork management (labour rates) and how the supplier gets paid. Definition will vary depending on whom you talk to and the context. To avoid any confusion, we should only use Savi in a broader sense.
Rate CardNetwork setting used for a given customer
PaybillDetermines how the supplier is paid.
InvoicerThe party issuing (sending) the invoice — the one owed money
InvoiceeThe party receiving the invoice — the one who must pay
Savi nameThis is the name given by Digital INNK to the lease company. This is required for invoicing purposes only.
Example: Digital INNK Ltd for New Fleet Services
Savi addressDigital INNK's address

Acronyms​

TermDefinition
Customer/Lease companyV-Customer who owns the vehicle
SupplierV-Supplier who manages the vehicle repair/service
GroupA group of suppliers

Rate Cards​

Rate cards are assigned to a customer. They determine Labour rates and/or Paybill at the lease company level.

Labour Rates​

Labour rates refer to the cost a supplier charges for the time spent by a technician or mechanic to perform a service or repair on a vehicle. This rate is typically calculated per hour.

Labour rates are negotiated by either lease company or Digital INNK. Labour rates are imported into ViSN as part of the network import file.

Paybill​

The Paybill determines how suppliers are paid for the job — either directly (Direct) or through ViSN.

  1. Direct – Suppliers are paid directly by the lease company. The invoice file will hold customer name as the Invoicee with their address.

  2. ViSN – Suppliers are paid by ViSN. This Paybill type benefits lease companies by eliminating accounting overhead as ViSN handles all payments processing and financial management.

The Paybill setting is configured at the Lease–Supplier level, specifically at the unit level. It cannot be modified directly within ViSN or DI Admin. This value is included in the network Import file and can be configured during the network import process into ViSN.

This value can be viewed in supplier config for each lease company.

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Note: Not all rate card types use Paybill value.

Invoicee name & address for Paybill​

When an invoice is generated for a Paybill customer, the invoicee name & address will depend on two config values in combination with the rate card type.

  1. V-Customer > Supplier Config > Paybill value

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  2. DI Admin > Group > "Use Direct Paybill Name" alt text

If the enquiry belongs to a supplier with Paybill of type “DIRECT” and “Use Direct Paybill Name” is set to ON, then “Customer Name for Direct Paybill” value will be used as Invoicee name.

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For the above customer, Direct Paybill name will be “Astra Vehicle Leasing 1”

Rate Card Types​

1. ViSN with Customer’s Network​

This is a customer-managed network with rates negotiated directly by the customer. The Paybill setting in supplier config does not affect payments, as it is made directly by the lease company to the supplier. This is managed outside of the ViSN system.

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2. ViSN with DI Network​

This network is completely managed by ViSN. Lease companies using this rate card will use the common DI network that is configured and managed by ViSN. This network is imported via the DI Admin -> SAVi > DI Network.

Note: The Paybill setting in supplier config does not affect payments for this rate card type.

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3. ViSN Hybrid – Customer’s Network and DI Network with Paybill​

This rate card is designed for customers who wish to use the DI Network while also incorporating their own supplier network into ViSN. It enables customers to benefit from the broader DI Network while including their own suppliers—such as internal garages—that may not be part of the standard DI Network.

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The ViSN Hybrid network offers full flexibility in configuring the Paybill value for each supplier. However, this flexibility comes at a cost — maintaining the network across multiple customers can be cumbersome and prone to errors, with incorrect Paybill values frequently being imported. To overcome multiple imports of the Hybrid network for multiple customers, a modification was made in May 2025 to the "ViSN with DI Network and Paybill" rate card type.

Note: The DI Network and the customer’s network are not combined dynamically; instead, all suppliers are imported together using the Network Import feature in DI Admin.

4. ViSN with DI Network and Paybill​

This is the same as “ViSN with DI Network” except for Paybill.

When this rate card was originally designed, it was assumed that all lease companies using this rate card would be paid through ViSN.

However, this approach was revised after identifying that some suppliers—particularly Kwik Fit—require direct payment from the lease company. As a result, the supplier config Paybill type setting is now used to determine how the supplier gets paid. For example, Kwik Fit would like to see the Direct customer name and address in the invoice for most lease companies, but there are exceptions for companies with a smaller fleet size where they would like to use ViSN Paybill.

Using ViSN with the DI Network and Paybill is the most efficient approach, as the network is centrally managed in DI Admin and does not require imports for each customer.

Paybill Configuration​

Applies to

  • ViSN with DI Network and Paybill
  • ViSN Hybrid – Customer’s Network and DI Network with Paybill

To handle complex scenarios, the dependency on Supplier Config > Paybill value has been removed for the “ViSN with DI Network and Paybill” and “ViSN Hybrid – Customer’s Network and DI Network with Paybill” rate cards. This avoids misconfigurations from incorrect imports. This value is no longer used for these rate cards.

Paybill settings are now managed at the Group level in DI Admin. In the "Invoice Config" section for a Group, a “Paybill configuration” area is available. This contains two lists:

  • Customers with Direct Paybill
  • Customers with ViSN Paybill

By default, all customers are placed in the “Customers with ViSN Paybill” list.

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If a group (e.g., for Kwik Fit) requires Direct Paybill for certain customers, those customers can be moved to the “Customers with Direct Paybill” list. This ensures that future enquiries reflect the correct Paybill in the invoice details.

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Flow diagram illustrating the Paybill process

Use cases​

Use case 1​

A group requires all invoicee named as SAVi and SAVi address.

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This will serve as the standard setup, requiring no manual configuration, as all customers will be included in the "Customers with ViSN Paybill" list by default.

Use case 2​

A group requires all invoices with customer's name and address. They don't want ViSN to be the invoicee.

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Identify the customers group who need Direct invoicing and move all the customers to "Customers with Direct Paybill" list.

Use case 3​

The group requires all invoices to show the customer's name and address, with ViSN excluded as the invoicee. They also expect the invoicee's name to match the original lease company's legal name.

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Identify the customers who need Direct invoicing and move all the customers to "Customers with Direct Paybill" list.

"Use Direct Paybill name" toggle to ON status

Use case 4​

The group requires all invoices to display the customer's name and address, excluding ViSN as the invoicee. They also expect the invoicee's name to match the legal name of the original lease company. However, as an exception, they prefer Paybill for smaller fleet customers to be managed by ViSN.

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Identify the customers who need Direct invoicing and move all the customers to "Customers with Direct Paybill" list.

Identify the customers who need ViSN invoicing and move all the customers to "Customers with ViSN Paybill" list.

"Use Direct Paybill name" toggle to ON status

Impact of Group Paybill Settings on Exported Data​

This section documents how the Group Paybill logic affects the behaviour of Invoice, SAVi, and QuickBooks Export when using the rate card type "ViSN with DI Network and Paybill" and "ViSN Hybrid – Customer’s Network and DI Network with Paybill".

Invoice Export Behaviour​

In the invoice export, the LC line (invoicee section) contains the customer's name and address. The logic for this output is based on Group Paybill configuration for "ViSN with DI Network" and the "Use Direct Paybill Name" toggle:

  • When the Group Paybill configuration is set to ViSN:

    • Export the SAVi name (SAVi prefix + customer name)
    • Export the SAVi address

  • When the Group Paybill configuration is set to Direct:

    • If the "Use Direct Paybill Name" toggle is enabled:
      • Export the custom customer's name
      • Export the customer address
    • If the "Use Direct Paybill Name" toggle is disabled:
      • Export the customer's name
      • Export the customer address
ConfigurationInvoicee NameInvoicee Address
Group Paybill = ViSNSAVi name (SAVi prefix + customer name)SAVi address
Group Paybill = Direct
Toggle = ON		Custom customer nameCustomer address
Group Paybill = Direct
Toggle = OFF		Customer nameCustomer address

Note: The “Use Direct Paybill Name” toggle only affects the Direct paybill type.

Behaviour of Job Line Export to QuickBooks Paybill Screen​

The visibility and export of job lines in the QuickBooks Paybill screen are determined by the Group Paybill configuration.

  • When the Group Paybill configuration is set to ViSN:

    • Job lines are displayed in the QuickBooks Paybill screen.
    • Users can review and export these lines to QuickBooks for processing.
    • This setup supports streamlined reconciliation and a centralised payment flow via ViSN.

  • When the Group Paybill configuration is set to Direct:

    • Job lines are not displayed in the Paybill screen.
    • These records are excluded from QuickBooks export, as payment is handled directly between the lease company and supplier.
    • This supports direct settlement workflows and bypasses the ViSN intermediary logic.

Note: The "Use Direct Paybill Name" toggle has no effect on this behaviour.

SAVi Export Behaviour​

The inclusion of job lines in the SAVi export is also governed by the Group Paybill configuration.

  • When the Group Paybill configuration is set to ViSN:

    • Job lines are included in the SAVi export.
    • These lines are available for downstream reporting, financial processing, or audit purposes via the central ViSN platform.

  • When the Group Paybill configuration is set to Direct:

    • Job lines are excluded from the SAVi export.
    • This is because direct-pay customers manage their own reconciliation outside of SAVi.

Note: The "Use Direct Paybill Name" toggle does not impact this export logic.

Status: Accepted
Category: Protected
Authored By: Gladson on July 30, 2025
Revisions
4th August, 2025 - Corrected with right content, VN-20380 by Gladson.