Table of Contents
This guide covers the process of manually approving your first transaction using Fleetio's Maintenance Shop Network. Once Maintenance Shop Network has been enabled in Fleetio and you have set up your Auto Integrate User Management, it's time to run your first transaction. Learn more about setup in this article: Maintenance Shop Network Overview and Onboarding Checklist.
IMPORTANT: Maintenance Shop Network is available for all Professional and Premium Plan customers.
If you haven't already, sign up for Maintenance Shop Network in Fleetio by clicking Shop Network in the Sidebar Navigation. Click Add Payment Method and follow the steps to get started. Watch the video below to see the Maintenance Shop Network process from start to finish:
Step 1: Find a Shop
IMPORTANT: Shop Network access is currently limited to one country (U.S. or Canada) per Fleetio account.
- Shop Network transactions are billed, paid for, and displayed in the Fleetio account holder's national currency.
- The Shop Directory only displays Service Providers/Shops available to one country per Fleetio account. Shops are paid in their national currency.
The Shop Directory is where you can check which shops provide certain services and which shops are verified. "Verified" means they are already registered with Auto Integrate, so all you have to do is have an Operator drop off the vehicle, explain what service needs to be done, and show the Vehicle ID card.
You can access the Shop Directory using either the Fleetio web app or Fleetio Go. However, the web app contains a few features not found in Fleetio Go.
Using Fleetio Go
Tap Browse on the bottom menu, then select Shop Directory. Browse the list of available shops in your area, or search for one you frequently use.
Using the Web App
Click Shop Network in the Sidebar Navigation, then click Shop Directory. Browse or search for a shop, then select a map marker or shop name to expand it and learn about their available services.
Unavailable shops
If you already work with a specific shop and the Shop Directory lists it as unavailable, there is a link in the web app to add a contact name and email to send them an invitation to join. As soon as the shop is registered with Auto Integrate and Fleetio, you'll receive an email that the shop can process transactions and it will show up as verified.
Step 2: Show the Shop Instructions to the Shop Technician
Once you have chosen a shop, it's time to drop off the vehicle. When the driver arrives, they need to show the technician the shop instructions provided in Fleetio, as well as identify the service that needs to be completed on the vehicle. The shop instructions are available in Fleetio Go in the Shop Details and the Vehicle Overview.
Shop Details
In Fleetio Go, tap Browse on the bottom menu and search for the shop. Tap the shop name, then tap Step-by-Step Instructions in the How to use Fleetio at shops section.
Vehicle Overview
Go to the vehicle in Fleetio Go and select View Shop Instructions. Selecting the shop instructions here also provides the option to view the basic vehicle information, such as the license plate, year, make, and model.
Once the driver drops off the vehicle for service, you'll get a notification when it's time to approve the work submitted by the shop.
TIP: You can print Vehicle ID Cards with driver and shop instructions in addition to accessing them on Fleetio Go.
Step 3: Approve or Reject Line Items in Auto Integrate or Approve All in Fleetio
The shop will enter parts and labor as line items in Auto Integrate. When it's ready for approval, you'll get an email notification that the shop is waiting for your response. By default, notifications will go to the Fleetio Account Owner unless a different Notification Policy has been set up.
- Select Approve All to view the Pending Service Entry in Fleetio and approve the Repair Order with one click.
- Select View in Auto Integrate in the email to go directly to the Repair Order in Auto Integrate.
- For each line item, select either Approve or Reject.
- When a response has been selected for all of the line items, select Submit.
If all of the line items are approved, the response is sent back to the shop, the shop completes the service, and nothing more needs to be done for now.
If any of the line items are rejected, the shop will make adjustments to the Repair Order and submit it for approval again. You will get a new email notification and need to follow the process again until all of the line items are approved.
TIP: You can also view the Service Entry in Fleetio by clicking Service in the Sidebar Navigation, then clicking Service History. Click the Pending tab at the top of the Service History page to view pending Service Entries. Click on a pending Service Entry and you'll be provided with the option to Approve All Repair Order items or a link to view the Repair Order in Auto Integrate.
Step 4: Payment
The driver will not need to provide payment at the shop. Once the Repair Order has been approved and the shop has completed the work, the transaction with the shop is complete and the vehicle can be picked up.
How Payment Works
Maintenance Shop Network services may be paid via two methods:
- Maintenance Billing Account (Line of Credit): Statements are sent once a month by Corporate Billing, A Division of SouthState Bank N.A. ("cbCharge") to the accounting contact that was listed when you signed up for Maintenance Shop Network. Statements are also available in your Fleetio Maintenance Shop Network dashboard (Shop Network > Shop Payments in the Sidebar Navigation), where you can download them in PDF or CSV format. Pay your bill by sending a check to the address listed on the statement, setting up direct deposit with Corporate Billing, or calling Corporate Billing to pay via credit card (U.S. only).
IMPORTANT: Statements are usually sent out by the fourth business day of each month. However, the exact day statements are sent can vary slightly. If you have any questions about statements, contact Corporate Billing support.
- Credit Card Payment: Completed Repair Orders are automatically charged to the added credit card assigned to the Vendor. Learn more here: Maintenance Shop Network: Adding a Credit Card as an Additional Payment Method.
What's Next?
Now that you have run your first transaction manually, enhance your experience with Maintenance Shop Network by Configuring Approval Policies for Auto Integrate to automatically approve items so you don't have to be bothered with the little stuff.
