Every local fleet customer has its own account page. It puts what the fleet owes, what is booked and what it has paid on one screen. Contracts that HQ assigns to your shop are a separate list. See Managing B2B fleets: Local Fleets and HQ Contracts.
Open it
In the left sidebar, under Customer flow, click Fleets. The page opens on the Local fleets tab. Each row shows the fleet's name and contact, then four columns: Open balance (with "N overdue" when something is late), Next job, Jobs this month and Last payment. Click a row to open its account page.
A customer appears under Local fleets once it is flagged as a fleet. On an empty list, Add fleet customer opens the new-customer page set up for a fleet.
The top of the page
The header shows the fleet's name with a Fleet badge. If any open invoice is past its due date, an Overdue badge shows too. Under the name you see "Customer since" and "Last activity" dates.
Three buttons sit on the right: Customer profile, Send statement and Export open invoices. The last two are covered below.
Four tiles sum it up:
- Balance owed: the open invoices and how many there are.
- Past due: what is past its due date.
- Total spent: what the fleet has paid, with the number of payments received.
- Next job: the date of the next booking, with the number of upcoming jobs and vehicles.
Balance aging
The Balance aging card counts open invoices by how long ago they were issued. Open means Sent or Partial with a balance left. The four boxes are Current, 31–60 days, 61–90 days and 90+ days. Each shows an amount and a number of invoices. These are the same buckets as the AR aging report. See Seeing unpaid invoices by age.
The card counts every open invoice the fleet has. That is true even when the fleet has more than 100 invoices and the Invoices card below only lists the newest 100. The Balance owed and Past due tiles and the Overdue badge use the same count.
The cards below
- Upcoming jobs and Past jobs: up to 25 of each, with the status of each job.
- Open quotes & fleet visits: open quotes, and fleet batches with their quote and invoice counts.
- Payments received: date, method, invoice number and amount. Shows up to 50.
- Invoices: number, created date, how old an open one is, due date, a "past due" badge, status, and the amount due. Shows the newest 100.
- Vehicles: year, make and model, with unit number, plate and color.
- Contract pricing: how many fleet price overrides are in effect, each with its flat price or percent off. Manage opens fleet pricing. See Setting up fleet pricing.
- Contact: name, phone, email, address, payment terms and a tax-exempt note, plus the customer's notes.
Rows for jobs, quotes, payments and invoices open the record when you click them. An empty card says so, for example "No upcoming jobs booked." or "No payments yet."
Send statement
Send statement only shows while the fleet has at least one open invoice. It sends the fleet its customer-portal link: by email if the account has an email address, otherwise by text. The portal link shows the fleet its open invoices. The button briefly reads "Statement emailed" or "Statement texted". If it can't send, the button shows the error. It sends a link, not a PDF. See Sending a customer their portal link.
Export open invoices
Export open invoices downloads a CSV of the fleet's open invoices. The columns are Invoice, Status, Created, Due, Age (days), Days past due, Total and Balance. The file name starts with "fleet-" and the fleet's name. The button shows only when there is at least one open invoice and you can see financial figures.
Who sees the money
People without the View financial reports permission see counts instead of amounts. Money cells show a dash, and the tiles show a number such as "3 open". Owner, Admin and Manager have the permission by default.
Frequently asked questions
Q: Where do I find a fleet's account page?
A: Click Fleets in the left sidebar. The page opens on the Local fleets tab, so click the fleet's row.
Q: Why is there no Send statement button?
A: It only shows while the fleet has at least one open invoice.
Q: Does Send statement attach a PDF?
A: No. It sends the customer-portal link by email, or by text if the account has no email. The portal shows the fleet its open invoices.
Q: Why do I see counts instead of dollar amounts?
A: Dollar amounts need the View financial reports permission. Without it you see counts, and money cells show a dash.