Incidents | Report & Track Car Wash Damage Claims

What do the Red, Yellow, and Green statues mean for incidents?

Red = Under Review (Default for all newly created incident report forms), Yellow = In Progress (Incident report is currently in progress), Green = Resolved/Denied (Incident report was either Resolved or Denied)

What kind of details can I include in an incident report?

You can collect all the essential details, including customer contact information, vehicle details, and when and where the incident happened. Add damaged parts, damage type and severity, witnesses, notes, photos, videos, and files—all in one organized report.

Can we customize our incident report form?

Absolutely! You can make fields required, hide the ones your team doesn’t use, and preview your form before saving. Your settings apply across your company’s locations, and new reports use the updated form—existing reports keep their original settings.

Can I submit an incident report from my phone?

Yes! You can complete and submit incident forms from your phone, tablet, or computer. Capture details and upload photos right at your wash while the customer is there.

Can I scan a vehicle’s VIN to fill in its details?

Yes! Scan the VIN barcode with your phone’s camera or enter it manually, and WashUp will look up the vehicle’s year, make, and model—saving time and reducing errors. If any details aren’t available, you can enter them yourself.

Can we use our own legal disclosure and collect customer signatures?

Absolutely! You can customize your company’s legal disclosure and choose whether a customer signature is required. Customers can read, accept, and sign directly on your device, with the signed disclosure saved to the report and an option to receive an email confirmation.

How do incident statuses, priorities, and progress steps work?

Red means Under Review, Yellow means In Progress, and Green means Resolved or Denied. You can also assign a teammate, set a priority, and choose a progress step like Reviewing Footage or Awaiting Parts—so your team knows who’s handling the claim and where it stands.

Can we choose what’s required to resolve or deny a claim?

Absolutely! Admins can choose what your team must record before closing a claim, including notes, reasons, evidence relied on, and how the customer was notified. You can also require the damage amount and who absorbed the cost—helping your team follow a consistent close-out process.

Will I be notified when a new incident is reported or its status changes

Absolutely! You can customize your notification preferences to stay in the loop however you’d like—via email or push notification. Get notified when a new incident report is submitted, when the status changes, or when a claim is resolved.

Can I review past incidents or reopen a closed claim?

Absolutely! You can review past claims in Resolved/Denied History, see their details and activity timeline, and print or save a PDF report. If a claim needs another look, admins can reopen it and move it back to In Progress—with the previous close-out information retained.

Organize and resolve damage claims in one place

Simplify incident reporting from start to finish

Capture all the right details up front

Attach notes, photos, and videos with ease

Track progress and resolution in real time

Keep your customers in the loop

Make incident forms work for your team

Collect signatures on your own disclosure