Contracts
Fleet accounts on monthly credit
Taxi firms, leasing companies and delivery fleets get an account with a credit limit and their own approvers. Every job card carries a purchase order number. Their job cards are delivered without an invoice. They are billed once a month in one invoice with a section per job card, with a printed statement.
PlansFrom Scale
The problem it solves
- A fleet's driver drops a car, nobody knows who at the fleet may approve the work, and the bill is disputed.
- The fleet wants one invoice a month with their PO numbers, and the accountant builds it by hand.
- A fleet owes far too much before anyone notices, and the shop keeps working on its cars.
How it works
- 01
A workshop manager opens Garage > Contracts > Fleet Accounts and clicks New, then chooses the fleet customer (a company).
- 02
Choose the billing: Each Job Card, or One Invoice a Month with the Invoice On Day and the payment terms.
- 03
Set the credit limit, tick Purchase Order Number Required if the fleet wants one, and add the fleet's people who may approve work.
- 04
On a job card of a fleet vehicle, the advisor fills in the PO number and who of the fleet's approvers agreed. The estimate message goes to the fleet's approvers too.
- 05
Fleet Check warns when something is missing or the credit limit is reached.
- 06
With monthly billing, cars are delivered without an invoice. On the invoice day, one invoice is made for the month's delivered job cards, a section each. Invoice Now does it at once; Statement prints the statement.
Everything it does
The account
- Fleet customer, approvers (the fleet's people), payment terms
- Billing: One Invoice a Month (the default) or Each Job Card
- Invoice On Day: 1 to start with
- Purchase Order Number Required: on to start with
- Credit Limit: unpaid invoices plus work not invoiced yet; 0 means no limit
- Unpaid and Not Invoiced Yet, vehicles and job cards
On the job card
- Fleet Account, Purchase Order and Approved by (Fleet)
- No work starts above the credit limit; a workshop manager can move it anyway with a reason
- A PO number is needed before invoicing when the account asks for one
Monthly invoice and statement
- A daily job makes the invoice on the invoice day for job cards delivered before it
- One invoice with a section per job card; storage charges join it
- Statement: the month's jobs and invoices, printed for the fleet
- The printed statement is built and checked with you before go-live
Who uses it
Where you use it
- Web: Garage > Contracts > Fleet Accounts; the fleet fields on the job card
- The SmartMy Garage app: the Fleet card on a job card with billed monthly, PO number, approver and credit. Built and in testing, not in the app stores yet.
What you control
Settings
- Per account: billing (One Invoice a Month), invoice day (1), payment terms, PO required (on), credit limit (0, no limit), approvers
Messages and alerts
- Estimate Ready: to the customer and to the fleet's approvers, by WhatsApp, else SMS, else email, and in-app with a login. It is transactional, so it goes at once and only a channel can be switched off
FAQ
Questions, answered.
Can a fleet get one invoice a month?
Yes. With One Invoice a Month, job cards are delivered without an invoice. On the invoice day, one invoice is made for all delivered job cards of the month, with a section per job card.
Who at the fleet approves the work?
The approvers you list on the account. The estimate goes to them, and the advisor records which one agreed on the job card.
What happens when the fleet reaches its credit limit?
Fleet Check warns, and work does not start until a workshop manager moves the job card anyway with a reason, or the fleet pays.
Is there a printed statement?
Yes. Statement on the fleet account prints the month's jobs and invoices. It is built and checked with you before go-live.
Related
Related features.
Annual maintenance contracts (AMC) for vehiclesFrom Scale
Sell an AMC for one or more vehicles with the services and parts it includes. Set how many of each, for how long, and any discount on other work. It is invoiced upfront or every month and used up on each job card by itself. The customer and the advisor are reminded before it ends.
Invoices from approved work, part invoices and deliver only when paidEvery plan
Bill exactly the work the customer approved, in one invoice or in parts, with the taxes already on each line. Invoiced lines are locked, and a branch can choose to hand cars back only once the bill is paid.
Estimates approved or declined line by lineEvery plan
Build the estimate from your services and parts, priced and taxed. The customer approves or declines each line in person, by phone, by message, or on their job page with a typed signature. Each line keeps how it was decided, when, and who recorded it.
Storage charges for cars left after the workEvery plan
A finished car that is not collected is charged by the night after free days, up to a maximum. A car kept with you for storage is charged by the day or the month. The charge grows by itself, the customer is told before it starts, and a manager can waive it.
Insurance claims with the insurer's and the customer's invoicesFrom Scale
Run accident repairs paid by an insurer from the job card: policy, claim number and surveyor visit. It also holds the insurer's approved amount, the policy excess and depreciation on parts and labour. At invoicing, two invoices are made: what the insurer pays and what the customer pays, worked out line by line.
Want to see it on your own job cards? Book a demo and we walk you through it with your workshop's work.