Managing fleet accounts

Overview

Fleet accounts let you group multiple units or vehicles under one commercial billing relationship. They work best when the billing contact, terms, and statement cadence are clear before jobs start accumulating.

Before you begin

• Identify the billing contact, approval contact, and statement delivery expectation for the fleet customer.
• Know how your team wants to separate units, departments, or cost centers if the customer requires that detail.

Steps

1. Create or review the fleet account and confirm the main billing profile is accurate.
2. Add units, vehicles, or identifying records so work can be attached consistently.
3. Set the billing terms and review how statements or consolidated invoices should be generated.
4. Regularly review open work, unbilled charges, and aging balances before statement time.

Tips

• Standardize how advisors reference unit numbers so reporting and statement detail stay readable.
• Review aging before month-end so statement disputes do not surface after invoices are already out.

Troubleshooting

• If charges are missing from a statement, verify they were attached to the correct fleet account and not a retail customer record.
• If the customer disputes a balance, compare the billed units and dates to the work order history before editing invoices.
• If multiple contacts receive different versions of billing detail, clarify one official statement workflow.

Related articles

• Creating and sending an invoice
• Managing customers and vehicles

Need more help

If fleet billing behavior looks inconsistent, include whether the issue is unit assignment, billing terms, statement generation, or payment follow-up.