Fleet & business accounts
Fleet accounts on terms, without the spreadsheet.
Turn commercial customers into accounts with terms, credit limits, unit numbers and PM schedules. Invoice on terms, track aging, send statements, and give the fleet manager a live portal.
Opens Main Street Auto Service, a made-up sample shop, in your browser. No sign-up.
Sound familiar?
Where fleet billing stalls
Fleet work is steady work. The billing is where it slows down: a missing number, a spreadsheet of who owes what, and a fleet manager who has to call to find out.
- Invoices sent back for a missing PO.
- Aging kept in a spreadsheet.
- The fleet manager calling for status.
Account setup
Accounts set up the way fleets buy
Turn any business customer into an account. Set the rules once, and every visit, invoice and statement follows them.
Terms and limits
Terms from due on receipt to Net 7, 15, 30, 45 or 60, a credit limit, and a not-to-exceed amount per visit.
POs, tax and billing
Required PO numbers, tax exemption with the certificate number, a billing email and a note on every invoice.
Units
Units with a unit number and a driver or department, so each invoice says which truck it was.
Charge to account
Charge to account asks for the PO when it’s required and warns when the credit limit is exceeded. Invoices print the PO, unit, terms and due date.
- Charge it and the truck goes home. The invoice waits on the account, due on its terms.
- Over the limit? You can still charge it, or take a payment instead.
Preventive maintenance
PM plans that start the RO
Presets: oil & filter every 5,000 mi or 6 months, tire rotation every 7,500 mi, annual safety inspection. Each unit shows as up to date, due soon or overdue, and one click starts a PM repair order with the due jobs.
- Due by whichever comes first, the miles or the months.
- Due soon means within 30 days, or within 10% of the mileage interval (at least 500 mi).
- Done somewhere else? Record the date and miles by hand.
Receivables
Aging, statements and one check for many invoices
- Aging in current, 1–30, 31–60, 61–90 and 90+ days, per account and shop-wide.
- Receive payment applies one check or ACH across several invoices, oldest first.
- Printable or PDF statements with aging, open invoices and recent payments, or email them to the billing contact.
Past-due fleet invoices also show up in the Needs attention list on the Today screen, so nobody has to remember to look.
Fleet portal
A portal for the fleet manager
A private link with every unit’s maintenance status, what’s in the shop (with live status and estimate links), open invoices, the balance, and Pay and Book buttons. No costs, margins or notes. You can turn it off. It uses Shop Cloud.
- No login. Text or email the link to the fleet manager from the account.
- Your signed-in shop devices keep it current, and an open portal checks for changes every minute.
- Invoices show totals only, never line costs.
How it runs
How an account runs
Set the account up once. After that, every visit follows its terms, its PO rule and its PM plans.
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Set up the account
Terms, a credit limit, the PO rule, tax status and the billing email.
Account set up -
Add units and PM plans
Unit numbers and drivers, then the oil, rotation and inspection plans.
Units & PM plans -
Charge visits with the PO
Charge each finished repair order to the account with its PO. It’s due on the account’s terms.
Charged with PO -
Statement, then one payment
Send the statement, then apply one check across several invoices.
One check, 3 invoices
The invoice count is an example from the sample shop.
FAQ
Fleet questions
Can I require a PO?
Yes. Turn on PO number required for the account, and Charge to account won’t go through until a PO is entered.
Can one check pay several invoices?
Yes, oldest first. You can also pick just the invoices the remittance lists.
Does the fleet manager need a login?
No, a private link. You can turn it off from the account at any time.
What does the portal hide?
Costs, margins and notes. Invoices show their totals, not line costs.