Billing Overview


All payments within the platform are managed in the Billing section. Numerous ways to pay and get paid within the platform are available. To setup payment options, go to the Payments section of Settings.

To get to the Billing section, tap the Billing option on the navigation menu.

Repair Order Billing


NOTE: This option is available to Customer, Customer Admin, Manager, Vendor, Vendor Admin, Supervisor, ReadOnly (read-only), and Analyst (read-only) users.

When a repair order is invoiced, it is added to the current week's statement (statements are grouped Sunday-Saturday). To view and/or pay invoices:

  1. Invoices from Fleetrock (for Fleetrock-managed units) can be paid via credit/debit card and/or ACH at the statement level, or individually at the repair order level. ACH payments can take up to 5 business days to process, during which the invoice/statement will have a Pending status.
  2. Invoices from Vendors (for self-managed units) can be paid directly to the vendor, by whichever payment method the vendor accepts.
  3. Manager users will only have visibility/access to the invoices they have group access to.
  4. If a statement is past 30 days, you will receive a notification on your dashboard.

Receiving Payments


NOTE: This option is available to Vendor, Vendor Admin, Supervisor users.

Vendor users have the option to accept credit/debit cards and ACH payments directly within the platform. To set up direct card/ACH payments:

  1. Within Billing, tap the Set Up Payments option (this is only visible to Vendors).
  2. Provide the requested information, and specify the debit card or bank account you would like to receive your payments to.
  3. Once setup is complete, your customers will be able to pay you directly via credit/debit card and/or bank transfer (ACH), and you will be able to view upcoming/past payouts by tapping the newly visible Payout Dashboard option.
  4. After initial setup, the option to accept credit/debit cards and ACH can be toggled on/off in the Payments section of Settings.
  5. Once you start processing credit/debit cards and bank transfers (ACH), your first payout is made 7-10 days after your first successful payment is received. Subsequent payouts are then processed daily. This allows us to mitigate some of the risks inherent in providing credit services.

Invoices can manually be marked as Paid when payment is received via check (or other manual method):

  1. To manually mark as paid at the statement level, tap the unpaid amount listed next to the icon within the statement box. Marking paid at the statement level will mark all accessible repair orders within the statement as paid. When marking a statement paid, you can include a Check # and/or Notes.
  2. To manually mark as paid at the invoice level, expand the statement and tap the amount listed next to the icon on the line item.
  3. When marking as paid at the invoice level, there are two tabs: Edit and Edit History. The Edit section allows you to adjust the Amount Paid, and add a Check # and/or Notes. You can view the manual edit history within the Edit History tab.
  4. If you'd like to make a change or undo the amount that was manually marked as paid, adjust the Search filters to return All or Paid (under Paid Status) and then tap on the icon on the repair order line item. A statement will only show as paid if all repair orders within the statement are paid.

Invoices can manually be marked as uncollectible by Vendor and Vendor Admin users:

  1. To manually mark an invoice as uncollectible, expand the statement and tap the checkbox at the beginning of the line item.
  2. After a line item(s) is selected, the Update option will become available.
  3. Tap the Mark Uncollectible option.
  4. When an invoice is marked as uncollectible, it will hide the invoice from your unpaid totals (the invoice will continue to appear to the customer as unpaid). Marking an invoice as uncollectible is useful for keeping track of bad debts that can be written off for accounting purposes.

Monthly Asset Subscriptions


NOTE: This option is available to Customer, Customer Admin, Manager, Vendor, and Vendor Admin users.

A subscription is required to activate units within the platform. When you activate a unit a new subscription will be started (or an existing subscription will be updated). Typically, the Customer user activates units in the platform, but this option is available to Vendor users as well. To view your current subscription(s) in Billing, select the Subscriptions tab.

Subscriptions auto-renew each month, and use the default Payments information provided in Settings. Subscriptions can be canceled at any time by tapping the Active button and then tapping the Cancel Subscription button. If canceled, all units in that subscription will be deactivated at the end of the billing period. You can re-activate a canceled subscription by selecting the Canceled button and then tapping the Re-Activate Subscription button.


Subscription Types

  • Fleetrock-Managed: User has access to all platform functionality, and Fleetrock manages the entire maintenance/repair process.

  • Self-Managed: User has access to all platform functionality, and self-manages the maintenance/repair process.

  • Self-Managed (Basic): User has access to all platform functionality except Repair Orders, and self-manages the maintenance/repair process.