Dear Body Shop Owner: How to Charge a Research Fee Without Apologizing for It

So now you’re ready to charge a research fee. Good.

Let’s talk about how to build it into your process, how to explain it (without defensiveness), and how to push back when they push back.

Because they will.

Step 1: Set the Standard

Make this part of your repair philosophy:

“Our shop follows all manufacturer repair procedures and documents those steps for insurance approval and liability protection. We provide this documentation as part of the repair process. In cases requiring extended research or clarification, a research/documentation fee will be applied.”

Put it in your SOP. Put it on your invoice. Put it in your supplement note section.

Make it non-negotiable.

Step 2: Keep It Reasonable

We’re not gouging.We’re recovering time spent doing the job they’re supposed to know how to do.

Charge what’s fair for your region and time spent.Some shops charge a flat $50–$150 per claim when research exceeds a certain threshold. Others use an hourly model.

The point is: don’t work for free.

Step 3: Stop Justifying the Fee. Explain the Value.

If they ask:

“What’s this charge?”

You respond:

“That’s the time spent locating OEM-specific procedures, documenting required calibrations, and justifying procedures your system flagged as unnecessary. That time is part of what ensures the repair is safe — and billable.”

Simple. Professional. Unapologetic.

Step 4: Document That You Provided It

Include the time stamp.Include the system scanned.Attach the document you pulled.And note that the information was submitted per insurer request or dispute.

That way, when they say,

“We didn’t ask for this,”

you can say,

“You challenged the repair procedure. We supported it. That’s what the fee is for.”

Final Word: It’s Not About the Fee — It’s About Respecting the Process

You didn’t create this confusion.You didn’t design systems that require calibration. And you sure didn’t write procedures that insurers refuse to read.

But you’re the one expected to defend every single line — over and over again.

It’s time to get paid for that.

And if they don’t like it?

Well… they’re always welcome to call the manufacturer themselves and ask.Just let them know they’ll be on hold for a while.