When a fleet customer drops off several vehicles in one visit, you can group them together. Each vehicle still gets its own quote and invoice, but SalesThumb links them as one fleet visit, so you can see every vehicle in the batch and a combined total in one place.
Starting a fleet visit
- In the sidebar, click Sales, then click New Quote.
- Pick the customer and the first vehicle.
- Turn on Fleet visit (multiple vehicles), just below the vehicle picker.
- Build the quote for this vehicle as usual. If you want to book it now, you can also use Schedule an Appointment on the same page. That appointment joins the fleet visit too.
- Click Create Quote.
Adding the next vehicle
Open the quote you just saved. A Fleet visit card shows how many vehicles are in the batch and the combined total, and lists each quote in the batch with its number, vehicle, status, and price. The quote you're looking at is highlighted.
- On the Fleet visit card, click Add another vehicle.
- A new quote opens with the same customer already picked and Fleet visit (multiple vehicles) already on.
- Pick the next vehicle, build the quote, and click Create Quote.
Repeat for each vehicle. Every quote you add this way joins the same fleet visit.
A fleet visit is for one customer only. If you try to add a quote for a different customer to the same batch, SalesThumb stops you with a message that the batch already has a different customer's vehicle in it.
Seeing the whole visit
On any quote in the batch, click View full batch on the Fleet visit card. The Fleet visit page groups everything from that visit:
- Quotes: how many there are and their combined total. Click a quote to open it.
- Appointments: each appointment booked for the visit, with its vehicle, status, and date.
- Invoices: how many there are, their combined total, and their combined balance (what's still owed across all of them). Click an invoice to open it.
Each section only appears once there's something in it.
Invoicing the batch
Each vehicle is invoiced on its own. When a quote is approved, open it and click Convert to Invoice, the same as any other quote. The new invoice stays part of the fleet visit, so it shows up in the Invoices section of the Fleet visit page.
There's no single merged invoice for the whole fleet. The combined total and combined balance are just there so you can see the full picture. You still send and collect payment on each vehicle's invoice. See how to create and send an invoice and collecting payment on an invoice (card, cash, check, or pay link).
Fleet visits vs. fleet accounts
A fleet visit just groups one drop-off. It doesn't set special pricing or contracts. For ongoing business fleet accounts, see managing B2B fleets: Local Fleets and HQ Contracts.
Related
Frequently asked questions
Q: Does a fleet visit create one big invoice?
A: No. Each vehicle keeps its own quote and invoice. The Fleet visit page adds them up so you can see a combined total and combined balance.
Q: Can I put two different customers in one fleet visit?
A: No. A fleet visit belongs to one customer. SalesThumb blocks a quote for a different customer from joining the batch.
Q: How do I get back to the fleet visit later?
A: Open any quote in the batch and click View full batch on its Fleet visit card.
Q: Are appointments included?
A: Yes, if you booked them with Schedule an Appointment on the new quote page while Fleet visit was on. They show in the Appointments section of the Fleet visit page.