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For Fleetio account holders who work with outside vendors for preventative maintenance and repair services, Fleetio's Maintenance Shop Network provides a streamlined workflow process.
With customizable policies on the Auto Integrate platform, you may establish authorization thresholds to determine when service providers should proceed automatically and when they should escalate requests for your approval. This enables you to maximize efficiency for routine maintenance and flags your attention to services that fall outside of expected parameters. Designate Client Policies based on dollar limits, by service code, or on a per-vendor basis. In Fleetio, designate auto-approval dollar limits at which Repair Orders are automatically approved.
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 Limits
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 Code.
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.
