Table of Contents
PERMISSION: Only the Account Owner or Administrators with Manage Subscription and Billing Information permission can access these areas.
If you have permission to manage your Fleetio subscription and update billing information, you will see a Billing & Subscriptions option in your Account Menu.
View Subscription
Primary Plan
The first section on the page is the Primary Plan section. It displays your current subscription, how close your account is to the maximum number of vehicles allowed on your plan, the next bill amount and when it's due, and the current payment method. You can also update your plan or edit your payment method.
Add-Ons
The Add-Ons section displays any add-ons to your subscription, such as the Tool Management add-on.
To enable an add-on for your account, click the Start Free Trial button and follow the prompts.
Update Plan
Essential, Professional & Premium
This section is for updating Essential, Professional, and Premium Plans.
NOTE: Billing cycles vary based on the Fleetio Plan you have. While the Essential Plan offers a monthly billing option, once you select Annual as the billing cycle for Essential, you will not be able to revert back to Monthly. The Professional and Premium plans only offer annual billing cycles.
To update your plan, navigate to your Account Menu and select Billing & Subscriptions.
Click the Update Plan button next to the plan you want to change.
On this page, you can explore various plans and the features of each.
- If you are on the Essential Fleetio Plan, you can upgrade to the Professional Plan by clicking the Purchase Professional button or to the Premium Plan by selecting the Contact Us button.
- If you are on the Professional Fleetio Plan and want to downgrade to the Essential Plan, click Update Plan (see Plan Downgrades below). If you would like to upgrade to the Premium Plan, click the Contact Us button, and a member of the Fleetio team will be in contact within 48 hours with next steps.
- If you are on the Premium Fleetio Plan and would like to downgrade to the Essential or Professional Plan, click the Contact Us button, and a member of the Fleetio team will contact you within 48 hours with next steps.
After selecting your plan, you will be prompted to the next screen to Review & Pay. In addition to your Fleetio Plan, it's important to indicate your Fleet Size for the number of vehicles that are needed in Fleetio.
NOTE: If you are on the Essential Plan, you may only have a maximum of 100 vehicles in Fleetio. If you need more than 100 vehicles, you must upgrade to the Professional or Premium plan.
Select the appropriate range for your Fleet Size.
TIP: This process will need to be completed again if your fleet size increases. See Changing Your Fleet Size for more information.
IMPORTANT: Once your fleet size is selected, you may not reduce the fleet size in Fleetio. The exception to this is if you currently have a trial account and are still within the trialing period. Please make your selection carefully!
Once the fleet size is selected, review the payment information on the right side of the screen. If you would like to proceed, click Confirm Plan Change.
You will now have access to the number of vehicles that you selected in the Fleet Size.
Once you've reached the limit of vehicles in your account, you will need to update the Fleet Size to allow for more capacity. To do so, come back to the Billing & Subscriptions page and click Update Plan on your current plan.
Then, update the Fleet Size and complete the process as outlined above.
TIP: Reference the Account Settings article for more information on tracking Account Usage.
Plan Downgrades
If you are currently on a Professional plan, you have the option to downgrade your plan to Essential.
IMPORTANT: Prerequisites for Plan downgrades:
- You can currently only downgrade your plan in the Fleetio web app from Professional to Essential. To downgrade from a Premium Plan, contact your Fleetio Account Manager.
- Your account cannot be actively using any features that are unavailable in the Fleetio Essential Plan (see the Fleetio Plan Comparison to learn about plan features).
If you downgrade your plan, you will lose access to some features and data associated with those features. We recommend Exporting your Account Data before you downgrade your plan.
To downgrade your plan, click the Update Plan button for the Essential Plan.
NOTE: If you are currently using features that are unavailable in the Essential Plan, you'll see a pop-up informing you that you have exceed the limits of the plan.
Before you can proceed, you must remove/resolve these limitations. In the example shown in the image above, you would need to reduce your Vehicle count to 100 or less and remove any Custom Fields, Subgroups, and Record Sets you have created.
If you have not exceeded any plan limits or have resolved them, you'll be shown a confirmation that the downgrade will occur at the end of your current contract period.
Click Continue to review changes to your account.
On the Review Changes page, you must click the checkbox to acknowledge that you will lose access to the features shown before clicking the Continue to Payment button to proceed to Payment Details.
After reviewing the changes, you'll land on the Payment Details page.
Here, you'll need to select your Fleet Size (a), Billing Cycle (b), and Payment Method (c).
On the right you'll see a breakdown of the plan as well as an Estimated Cost.
- The cost here is estimated, as any credits cannot be calculated until your plan change occurs.
When you're finished, click Confirm Plan Change to complete your plan update.
Pending Plan Changes
If you updated your Fleetio plan and the updates do not occur until the next billing cycle, your plan will be in a Pending Plan Change state.
On your Billing & Subscriptions page you'll see the callout that your Plan Change is Pending.
At any time before the date shown, you can click the Cancel button to remove your pending change and select a new plan.
Limits Exceeded
As noted above, if you are downgrading your plan from Professional to Essential, you cannot use any features that are unavailable in the Essential plan.
If you make use of these features while your plan change is pending (for example, by creating a new Subgroup, Record Set, or Custom Field), you will see a callout on your Billing & Subscriptions page indicating that your account exceeds the limits of your pending plan:
Click View Issues to view and resolve the exceeded limits.
In the example shown in the image above, you would need to reduce your Vehicle count to 100 or less and remove any Custom Fields, Subgroups, and Record Sets you have created.
IMPORTANT: If you do not resolve the exceeded limits, your plan update will be canceled, and your account will be renewed with your current plan. In the example above, you would need to reduce your Vehicle count to 100 or less and remove any Custom Fields, Subgroups, and Record Sets you have created.
Plan Proration
If you are upgrading to a higher plan, you will receive a prorated credit for the unused days remaining in your billing cycle. This will be applied to the new plan.
Add or Update Credit Cards
To add a new card for your payments, select + Add Credit Card under the Payment Methods column of your plan. If you already have a card on file, you will not see the link.
To edit the card used for your payments, select the More Actions menu, then select Edit.
IMPORTANT: We do not store any credit card information in the Fleetio databases.
All credit card information is securely stored with our credit card processor, Stripe. This adheres to the comprehensive requirements of the Payment Card Industry Data Security Standard (PCI DSS), developed by the major credit card brands to facilitate the adoption of consistent data security measures. Stripe is PCI compliant.
Invoices
In the Invoices section, you can click the statement Date to view details or Load More for history. You must click the drop-down to view additional invoices (such as for add-ons); only one invoice type can be viewed at a time.
ACH Payments
Learn more about ACH payment options by reaching out to billing@fleetio.com
Pay by Annual Invoice
We can issue invoices for annual plans (prepay for a year in advance).
NOTE: At this time, we can only accept check payments from customers in the U.S. International customers must pay with a credit card.
Invoiced customers are not able to manually Add Vehicles beyond their plan limit, or Remove these records for an account credit.
To Add or Remove Vehicles, please contact help@fleetio.com.
Billing Profile
In the Billing Profile section lists your organization's current billing contact. Select Edit to change it. Add any additional recipients to the CC Emails field if you would like them to receive billing communications, separating all addresses with a comma.
The Profile is also where you enter your mailing address for billing purposes.
Change Account Owner
The current Account Owner is listed in General Settings. The current Account Owner can transfer ownership to any active account user with a valid and confirmed email address by selecting the Change Owner link.
TIP: Learn more in the Account Ownership Policy article.
Cancel Subscription
It's unfortunate, but we do understand sometimes great things must end. To cancel your subscription and close your account, contact help@fleetio.com or reach out to your Customer Success Manager. Cancellation requests must come from the Account Owner or an Administrator with "Manage Billing" permissions.
IMPORTANT: Prior to canceling your account, you may want to Export your Data.
NOTE: Administrators and Account Owners can cancel Tools subscriptions directly through the Billing and Subscriptions page by clicking the Disable Add-on button in the Tools Management tile.
