Fleet accounts
One truck or fifty. Same plain terms.
A fleet account is a billing and scheduling setup, not a contract. You set the rules for approvals and POs; we keep every unit on schedule and every invoice clean.
How a fleet account works
Four steps, and the first one is a five-minute call.
-
Tell us about the fleet
Number of units, what they are, where they run and who approves repairs. Five minutes on the phone or the quote form.
-
Set your rules
Your approval limit, PO requirements, billing contact and which repairs we can just do without a call.
-
We load the units
Unit numbers, VINs, mileage and last service dates go into our system, with a PM and inspection schedule for each.
-
The due list arrives monthly
Your contact gets a list of what is due and overdue. Book bay time or a yard visit straight from the email.
The terms, in plain words
No fine print. If a term isn't on this list, it isn't part of the deal.
- No contract
- An account is a billing and scheduling setup, not a commitment. No minimum spend and no minimum fleet size. One truck is a fleet if you want it to be.
- Billing
- Net 30 after a short credit application is approved. Until then, or if you'd rather, a card on file is charged when the work is done.
- Approval limit
- You set a dollar amount. Anything above it, we call or text the approver before we start. No surprises over the limit.
- Purchase orders
- If you use PO numbers, every invoice carries one. No PO, no work past the diagnostic.
- Same posted rates
- Account trucks pay the same posted labour rates. For 10 or more units, we talk about parts pricing and set it in writing.
- Unscheduled repairs
- Account trucks go ahead of walk-ins for the next open bay. We can't promise a bay is open, but you won't wait behind someone who called after you.
The due list
On the first of every month your fleet contact gets a list like this: what is due, what is overdue, and when each unit's annual inspection comes up. Reply with the bay times or yard day that work.
- Mileage, engine hours or months, whichever comes first
- Annual inspection month for every truck and trailer
- Overdue units flagged at the top
- Unit 214 Tractor PM-B Due in 1,200 mi DOT due Mar Due soon PM-B · Due in 1,200 mi · DOT due Mar
- Unit 219 Tractor PM-A Due in 6,800 mi DOT due Aug OK PM-A · Due in 6,800 mi · DOT due Aug
- Unit 231 Box truck PM-A Overdue 400 mi DOT due Jan Overdue PM-A · Overdue 400 mi · DOT due Jan
- Trailer 5507 Reefer trailer Inspection Due in 18 days DOT due Nov Due soon Inspection · Due in 18 days · DOT due Nov
- Unit 240 Tractor PM-A Due in 9,100 mi DOT due Jun OK PM-A · Due in 9,100 mi · DOT due Jun
Walk-in or account?
| Item | Walk-in | Fleet account |
|---|---|---|
| Posted labour rates | Yes | Yes, same rates |
| Written estimate before work | Yes | Yes, plus your approval limit |
| Billing | Card at pickup | Net 30 after approval |
| PO numbers on invoices | On request | Every invoice |
| Monthly PM and inspection due list | No | Yes |
| Unit history by unit number and VIN | By VIN | Yes, both |
| Place in line for unscheduled repairs | First come | Ahead of walk-ins |
Fleet questions
How many trucks do I need for a fleet account?
One. Owner-operators can have an account too. It is a billing and scheduling setup, not a contract.
Can we set a spending limit?
Yes. You set an approval limit, and anything above it waits for a call or text from your approver.
Can drivers drop trucks after hours?
Yes. The drop lot is lit and fenced, with a key box by the office door. A text with the unit number and the complaint gets it on the morning board.
Fleet desk
Jenna Pruitt, fleet coordinator
Owns the PM calendar, the due lists and the yard visits. Weekdays 7 a.m. to 4 p.m.
Put the fleet on one schedule
Tell us how many units, what they are and where they run. Jenna sets up the account and usually sends your first due list within a week.