When your trip ends, we carry out a final review of your booking to make sure everything that happened during your rental has been accounted for and that your account is settled correctly. We call this the Account Closing Process (sometimes referred to as Account Settlement). This article explains what it involves, how your final balance is worked out, and what to expect regarding your deposit.
What is the Account Closing Process?
The Account Closing Process is the final step of your rental. During this stage we review all the events that took place during your trip, confirm their justification, and calculate any outstanding balance so that your account can be settled between you and Indie Campers.
In short, it is the moment where we bring together every charge and every refund related to your booking, arrive at a single final figure, and settle it.
When does it happen?
The Account Closing Process takes place after you have dropped off your vehicle and after the assessment and estimation of any damages has been completed, so that the value of all charges from your trip can be properly determined.
It usually takes place within 72 hours of your drop-off date. In some cases it may take a little longer - for example, when we need to gather additional evidence to fairly determine responsibility for a particular event. We are entitled to hold your deposit until the process is complete.
How we calculate your final balance
During the process we add up all the charges that apply to your booking, along with any refunds or credits you were granted before or during your trip. Together, these give us your Outstanding Balance - the difference between what you owe and what you are owed.
There are three possible outcomes:
1. The balance is in your favour
If the refunds and credits (reported on-trip) you are owed are greater than your charges, your deposit is released in full, and we transfer the difference back to the payment card you provided.
2. You owe an amount lower than your deposit
If you owe a balance that is smaller than your deposit, we charge that amount from your deposit and release the remainder back to you.
3. You owe an amount higher than your deposit
If the balance you owe is greater than your deposit, we charge the full deposit and then charge the remaining amount to your payment card. Your deposit is always used first to cover any amounts owed.
What about refunds or credits from during my trip?
Any refund or credit communicated to you before the Account Closing Process is indicative and not final. Before closing your account, we verify the supporting documentation and confirm that the reasons behind each refund still hold true. Refunds that cannot be confirmed are not included in your final balance.
Where you hold a credit, it is normally applied against any amounts you owe first, and only any remaining positive balance is refunded to you.
When will I get my deposit back?
We release your deposit on the day the Account Closing Process is concluded. From that point, it can take 5 to 7 business days for your bank or card provider to make the funds available in your account again.
This final step is handled entirely by your bank, and the timing is outside our control. If you have questions about when the funds will appear, please contact your bank directly.
Will I receive confirmation?
Yes. At the end of the process you will receive a summary of your account settlement, sent through our official channels - by email and/or in your Client Area - so you can see exactly how your final balance was reached.
What if an amount is still owed after closing?
If, after using your deposit and payment card, there is still an amount that could not be collected, it becomes an Outstanding Debt. You will be notified of the total owed and given a direct link to settle it through your Client Area.
You will have 14 days to pay the outstanding amount. If it is not settled within this period, further steps may be taken to recover it. If you ever have difficulty completing a payment, please get in touch with us so we can help you find a solution.