Separate technical capture from legal choice
Notional settlement is a legally defined settlement route in Germany. The repair business therefore needs a clear role: it may establish technical facts, prepare an estimate and structure the evidence. The injured party and authorised advisers decide which settlement route is chosen and what legal consequences follow.
The file begins with vehicle identification, the damage area, known previous damage and a coherent image sequence. Vehicle-registration OCR reduces transcription work but does not replace professional verification.
Make the repair path traceable
An estimate is understandable only when its technical basis is visible. The file should connect the damaged component, required work sequence, applicable manufacturer information and relevant measurements or diagnostic results. The repair business records what is technically intended and why; it does not state that an item must legally be reimbursed.
This role separation follows the logic of technical deduction management: record the facts, identify missing evidence and hand individual legal questions to the appropriate authorised professional.
Distinguish earlier and new damage
Visible earlier marks, repaired areas and customer statements should be recorded separately. The file should show whether information comes from the business's own finding, a customer statement or an existing document. Unclear areas remain labelled as open rather than being completed through assumptions.
Prepare a usable handover
Evidence preservation includes more than photographs and an estimate. Instructions, approvals, questions, supplements and transmission records must also remain assigned to the case. A central digital claim file combines those elements and makes open tasks and responsibilities visible.
Before handover, the business checks that the vehicle, damage area and documents are clearly identified, dates remain traceable and open points are named. This supports expert and legal review but replaces neither an expert report nor legal advice.
Frequently asked questions
What is a dealership's role in a notional settlement?
The dealership may record the vehicle condition, explain technical repair paths and provide reliable documents for further review. It does not decide the injured party's legal entitlement. The choice of settlement method and individual legal assessment belong with the injured party and an authorised legal professional.
Which photographs support technical evidence preservation?
Use overview and detail images with clear vehicle identification, a documented capture time and an identifiable component reference. Measurement images, diagnostic outputs and manufacturer information may also be necessary. Whether specific evidence is legally sufficient in a dispute is assessed by the authorised professional, not the repair business.
What does digital claim-file preparation cost?
The cost depends on user numbers, required functions, interfaces and project scope, so a fixed price without process discovery would not be reliable. The enquiry and initial discussion are free of charge. A transparent proposal is then provided before any paid engagement is agreed.
This page describes technical documentation and operational process preparation in the German context. It is not individual legal advice.