Fleet accounts

What this does

A fleet account is the company that pays when the person dropping off the vehicle isn't the one who gets the bill: a delivery company with six vans and four drivers, a municipal pool, a landscaping crew. The fleet holds the billing details and terms; the drivers and vehicles stay as ordinary customers linked to it.

Before you start

fleet.manage is held by Owner, General Manager, and Service Manager. Every counter role can view fleets.

Steps

Create the account. Customers & Assets → Fleets → New. Company Name is required. Add Contact Name, Contact Email, Contact Phone, Website, the Billing Address, and Notes (internal). Then the terms:

• Payment Terms — Due on Receipt, Net 15, Net 30, Net 60, or Net 90. Recorded on the account. Invoice terms default from the shop's setting and are set per invoice; check them against the fleet's terms when billing.
• Fleet Discount (%) — recorded on the account for reference. It is not applied to lines automatically today; enter it as a discount line on the estimate.
• Credit Limit ($) — recorded for reference; leave blank for no limit. The app does not block work at the limit today.

Link customers. On the fleet page, search by name under Linked Customers and link each driver or vehicle-owner record. A customer's own page shows which fleet they belong to. Unlink from either side.

Recent Invoices on the fleet page lists what's been billed to it.

Delete. Deleting a fleet unlinks its customers and invoices; it doesn't delete them.

Common problems

A driver's invoice went to the driver, not the fleet. The customer wasn't linked to the fleet when the invoice was created. Link them and re-issue, or fix the bill-to on the invoice.

The discount didn't apply. See above; it's a reference field. Add the discount line.