FAQ: Maintenance Shop Network

As you begin using Fleetio's Maintenance Shop Network, you may have questions on how the network works. Review the following FAQs to familiarize yourself with the process.

Efficiently manage external maintenance activities across your fleet, and get instant insight into service data. Fully automate your authorization and transactional workflows, while maintaining control and real-time visibility of all fleet maintenance activities. Watch the video below to see the Maintenance Shop Network process from start to finish:

General

Q: How much does it cost to use Maintenance Shop Network?
A: It is included in your Fleetio subscription for the following plans: Professional and Premium. 
Q: My FMC negotiates repairs on my behalf; is that something that Fleetio does?
A: We believe in giving you the control to approve Repair Orders (and the power to do so in seconds!). You can set certain parameters to automatically approve service based on price or type of service. Fleetio has pre-negotiated pricing with some national maintenance providers, but we do not negotiate services for individual repair orders for you.
Q: How do I sign in to Auto Integrate?
A: From Fleetio, select the Go to Auto Integrate quick link on the Shop Payments dashboard. Fleetio uses Single sign-on to automatically log you into Auto Integrate with your Fleetio credentials.
Q: How am I notified of repairs requiring my approval?
A: You can receive various Repair Order Notifications via email or SMS text message. These notifications will provide a link to an online portal where you can approve or reject the individual line items.
Q: How do auto-approvals work?
A: Create custom rules to auto approve or reject types of service based on cost, provider or by specific line items. For example, you can set up rules to approve any transaction under $75, or to always approve transactions at Bob’s Auto. You can also automatically reject items like wiper blades to ensure that shops don’t sneak these charges onto a Repair Order.
Q: Can I send Work Orders to an external shop? (instead of the shop creating a ticket for me, can I send it to them with all the service I want?)
A: No. While a customer can set up auto-approvals for service, they can’t proactively create Repair Orders for the shop.
Q: What does the shop see about the vehicle when it goes into the shop?
A: The service provider can see service history for a vehicle, but cannot see who did the work, or the pricing. This visibility ensures that the shop does not recommend services that have been recently completed. Shops do not have access to data in your Fleetio account.
Q: Will I see all invoices come through even though you've consolidated my bill?
A: Each individual invoice, including all line item detail, comes into Fleetio automatically as a Service Entry. You receive a single, consolidated statement to pay each month (instead of having to pay each individual invoices), which makes it easier for your administration. You approve each Repair Order, so you maintain full accounting control.
Q: I’m concerned that this will be difficult for my fleet to adopt. How does rolling this out work?
A: Once you’ve fine-tuned your settings, rolling it out to drivers and other fleet personnel is easy. We offer training resources for your drivers and finance administrators so that they always have reference information available, and we’re always here for support.

• Driver Training Resources
• Detailed Billing and Finance Information

The Maintenance Provider Network and Service

Q: How will my shops know I’m a Fleetio customer when my drivers go in for service?
A: Maintenance Shop Network provides an optional Vehicle ID that your drivers can present to the shop. The Fleetio Go mobile app includes an on screen Vehicle ID Card with additional Driver Support which may be customized via your Account Settings, or you may print hard copies of your Vehicle ID Cards for those operators who don't carry mobile devices.
Q: How can I see which of my shops are in the network?
A: Visit the Directory and enter the shop name and zip code.
Q: What is the difference between a verified shop, an unverified shop and an unavailable shop in the directory?
A: Verified shops are already connected to the network, use Auto Integrate and can immediately process service transactions. Unverified shops are Auto Integrate users, but have not signed a Fleetio shop agreement. Unavailable shops are not registered with Auto Integrate.
Q: How can I convince the shops I already work with to join the network?
A: Joining the network is a simple process that makes the shop visible and ready to transact with thousands of Fleetio-managed vehicles. There’s no obligation or cost to join, and it makes communicating with fleets on approvals fast and easy. We’ll just need to get some information from them to get them registered in our network. More of the benefits are summarized here.
Q: Who reaches out to my shop to get them set up?
A: Most likely, you’ll get a faster response when you invite them personally. You can invite shops via the Shop Directory or the Vendors index in you Fleetio dashboard. The Invite Shop button allows you to send an email invitation to an independent shop that is Unavailable. In some cases, an additional alert may display, indicating that the shop is Unverified, and just needs to complete additional forms for payment. You can proceed with service at these shops. Contact Fleetio support with any questions.
Q: Is there a cost to the shop?
A: Yes. The shop pays 4.35% on each transaction + .95 cents, very similar to fees they pay on credit card transactions.
Q: Will the shop pass along this fee to me?
A: Most shops do not pass along the processing fee, but in rare cases, the shop may decide to pass the fee on to you. If you already pay by credit card, there isn’t much difference between this and the transaction fee. It’s best to ask the individual shop how they will handle this.

Billing

Q: Can I use Maintenance Shop Network without creating a billing account?
A: Yes! You can set up a Maintenance Billing account with Corporate Billing, A Division of SouthState Bank N.A. ("cbCharge") or add a Credit Card as a payment method.
Q: How do I set up a Maintenance Billing Account?
A: Begin by completing the setup form in your Fleetio account as shown here.
Q: How does the Maintenance Billing Account work?
A: When an external maintenance shop processes a transaction through the Fleetio Maintenance Shop Network, the total dollar amount for approved work is applied to your Maintenance Billing Account due balance. You do not pay onsite at the time of service.
Q: Are there any fees or costs associated with using Maintenance Shop Network or setting up a Payment Method?
A: No fees or costs for transactions completed via a Corporate Billing account and does not have any late fees, interest or hidden charges. Payments made via Credit Cards carry a 1.5% fee charged to your fleet for each credit card transaction.