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Repair Order approvals can occur in one of three ways: auto-approved below a certain dollar threshold, manual approval by reviewing each line item, or selecting Approve All within Fleetio.
IMPORTANT: Maintenance Shop Network is available for all Professional and Premium Plan customers.
Reference the steps below to walk through the process:
IMPORTANT: Fleetio is unable to approve or deny Repair Orders. A designated User must approve or deny repair orders. If a Repair Order needs to be modified, the shop must modify the Repair Order and resubmit it for approval.
After you have set up Auto Approval Rules and Notification Policies, you will receive email notifications for Auto Integrate Repair Orders according to Approval Status:
- Auto Approved
- Needs Approval
- Resubmitted for Approval
- Approved
- Canceled
If the Status is Needs Approval or Resubmitted for Approval, further action is required in order for the shop to proceed with the service.
- The Repair Order email notification includes two quick link options:
- Select Approve All to view the Pending Service Entry in Fleetio and approve the Repair Order with one click.
- Select View in Auto Integrate to approve, reject or add notes to each line item in Auto Integrate.
- TIP: Be sure your Auto Integrate User has the appropriate Role and Permissions for manual approval.
- Click on Service History in the Service Tab, then select the Pending tab to view Repair Orders in progress that require approval.
TIP: Get help evaluating Repair Orders by using Fleetio’s AI maintenance tool, Service Advisor Smart Assessments.
- Click Approve All to approve the entire Repair Order. If you would only like to review individual line items, go to the next section.
IMPORTANT: Checking Do not show this message again will approve all future Repair Orders with one click via selection of Approve All. This action is exclusive to each user that checks this box.
Approving Individual Line Items
There are two ways to approve individual line items on the Repair Order on the web app, through the Service Entry in Fleetio or through the Repair Order in Auto Integrate. Either method will sync with both systems, so you only need to approve in one location based on preference.
Approving in Fleetio
NOTE: A user must have RO approver access to approve line items in Fleetio. Note that limit thresholds also apply to what a user can/cannot approve in Fleetio.
- From the Service History index, select the pending Service Entry you'd like to review.
- In the Line Items section, approve by clicking the checkmark, or reject by clicking the x next to each separate line item.
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- If rejecting a line item, you will be prompted to enter a Rejection Reason and add a Rejection Note. Then, click Save Note.
- When done approving or rejecting line items, click Submit.
IMPORTANT: Once a Repair Order line item is approved or rejected and submitted in Fleetio, you will not be able to change the status.
Approving in Auto Integrate
- In the pending Service Entry in Fleetio, click View RO in Auto Integrate on the top banner, or View Repair Order in the Auto Integrate RO Status section.
- On the Auto Integrate Repair Order detail page, click Approve or Reject for each individual Line Item (a), or scroll to the bottom to Approve Remaining or Reject Remaining all at once (b).
- The approval is not complete until you click Submit in the lower right corner beneath the cost totals.
Repair Orders Needing Approval in Fleetio Go
If your Fleetio account uses Maintenance Shop Network, and you've been granted access to approve Repair Orders, you'll see them on the Fleetio Go Home Screen as shown below.
Tap View to view the Repair Order.
Auto Integrate Repair Order Guide
If you or your users need additional clarification on the Repair Order approval process, see the Repair Order Guide below.
