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On the Auto Integrate platform, you can customize authorization thresholds to determine when service providers should proceed automatically or when they should escalate requests for your approval. This enables you to maximize efficiency for routine maintenance and flag services that fall outside expected parameters.
Set Auto Approval limits by dollar amount in Fleetio, or create additional approval Policies that exclude specific Service Codes, or set per-Shop dollar limits in Auto Integrate.
TIP: If you need to manually approve Repair Orders, reference the Repair Order Approval Process article.
IMPORTANT: Maintenance Shop Network is available for all Professional and Premium Plan customers.
Auto Approval - Dollar Limit
Auto Approval dollar limits allow for adding or adjusting the dollar amount at which Repair Orders are automatically approved. This is a one-way sync with Auto Integrate; if the amount is updated in Auto Integrate, it will be overwritten by the amount in Fleetio. Once enabled, you should ONLY update this amount in Fleetio to prevent the amount from being overwritten.
NOTE: The account must have an active maintenance billing account to use Maintenance Shop Network and utilize the Auto-Approval - Dollar Limits feature.
- Click on your Account Menu and select Settings.
- In the Settings sidebar, click Auto Approval Limits in the Marketplace section.
- Click Manage to edit the Auto Approval dollar amount.
NOTE: If you have Subaccounts enabled, you will have an additional account selection dropdown menu within each Marketplace section in Account Settings. Toggle between each account to add or edit Repair Order Notifications, Billing Account Notifications, and Auto Approval Limits.
- Enter the applicable dollar amount that will allow auto-approval of a Repair Order if the total (excluding tax) is below that amount.
- Click the Save button.
NOTE: The dollar amount can be edited but not deleted. Setting the value to $0 disables auto-approval since a Repair Order will never be below $0 and will, therefore, never be automatically approved.
Exclude by Service Code
Auto Integrate also offers the option to either prevent auto approval or automatically reject any service based on Service Codes.
PERMISSIONS: You must have the Admin or User Admin role in Shop Payments to access the Administration Tab in Auto Integrate. Learn more about Auto Integrate User Access.
- Click Go to Auto Integrate.
- Navigate to Administration > Policies, then click the Service Codes icon in the policy row.
- Toggle Override and click Add.
- Click Select Service Code (a) to search for a service or browse all items.
- Once the item is selected, include a required Note (b), check the optional boxes to Prevent Auto Approval or Auto Reject (c), then click Save.
- The new entry appears in the table below (d), with options to Edit or Remove.
Shop Auto Approval Limits
Auto Integrate allows configuring auto-approval limits per shop or National provider via Driver Cards.
- Click Go to Auto Integrate.
- Navigate to Administration > Policies, then click the Driver Cards icon under Policy Tabs.
- Toggle Override in the National Driver Card or Shop Driver Card section to add shop limits.
National Driver Card sets an Auto Approval limit for all locations for the selected National service providers.
NOTE: The National Driver Card amount overrides the Auto Approval limit in your Fleetio Shop Payments settings.
- Select the National Shop from the drop-down menu.
- Add an Auto Approval Amount.
- Click Save to set the policy for future transactions.
Shop Driver Card sets an Auto Approval limit for individually selected shops.
NOTE: The Shop Driver Card amount overrides both the Auto Approval limit in your Fleetio Shop Payments settings and the National Driver Card amount.
- Click Find Shop. Enter the criteria and click Search to find the desired shop.
- Add an Auto Approval Amount.
- Click Save to set the policy for future transactions.
