Fleets are treated much like customers in Shopmonkey but with some added features. Like with customers, you can choose a fleet as the customer when creating an estimate and can add a fleet as an owner to any vehicle(s).
Creating a new Fleet
You can add a new fleet in two different ways. The first way is to go to Lists > Fleets and click on + Create New
Then you can fill out the various fields for the new fleet by starting with the Company Name and other optional fields like Phone, Email and Website. Check out our other article for more information on Payment Terms:
The other way to create a new fleet is by clicking the + button at the top and clicking Fleet:
Click on different tabs to view and edit a fleet's Info, Orders, Owners, Vehicles, Appointments, Messages, as well as select the appropriate customer from QuickBooks.
Adding Vehicles to a Fleet:
Once you have created your fleet, you can add vehicles and owners to the fleet by clicking on the fleet > Vehicles > Add New:
You can also add existing vehicles to the fleet by clicking on the ellipses at the top right corner, then by clicking Assign Vehicle:
Search for the existing vehicle you would like to assign in this fleet and click Assign:
Adding Owners to a fleet:
Similarly, you can add a new customer to the fleet by clicking on the fleet > Owners > Add New:
You can also go to a current customer's profile and add the fleet by going to Lists > Customers > click on customer > Customer Info > Edit. Then click on Fleet to add them to a new or existing fleet:
When you’re ready to collect payment for fleet invoices you’ll be able to generate statements for multiple invoices at once.
To create a statement, go to the fleet and click Create Statement. A new window will appear listing invoices from the last month. Use the filter by date or by payment status at the top to change which invoices will show. Select which invoices you would like included in the statement by clicking the check box next to it, or click the check box at the top of the column to select all invoices in the list.
Once you have all of the invoices selected for the statement you can click the Create button at the bottom.
With the statement created you can send it to the customer digitally, print it out, or record a payment.
From the fleets page, you can go to the statements tab to view all of the created statements. From there you can review past statements, print, resend, edit, or delete them.
Once your customer has sent the payment for their statement you can record payment for multiple invoices at once.
You can record payments from the Statements tab. From the Statements tab, find the statement you would like to record payment for then click Record Payment. Then select some or all of the invoices, and add the amount of the received payment in the field in the upper right. Then below that add the details of the payment method like type, numbers, notes, and date. Then click Record. The payment will be recorded and each of the invoices will be updated with the paid status.
You can also record payment from the fleet’s page. From the fleet’s page, click the Record Payment button at the top. A new window will open with a list of all invoices on all statements. Filter the list by date and/or statement at the top. Select which invoices you want to record payment for by clicking the check box for that invoice. When you have all of the invoices you want selected, enter the amount in the upper right and fill out the payment method information below that. Then click Record.
All fully paid invoices will be recorded and partially paid invoices will be indicated. For example, if the statement is for $13,000 but you receive a payment of $10,500, when recording the payment the invoices will be paid in sort order from top to bottom of what's on the statement. The invoices at the top will be fully paid leaving the ones at the bottom partially paid, or unpaid until full payment is received.
You can view the recorded payment in reports. Just go to Reports and All Payments. You’ll notice the payments for multiple invoices won’t have First Name, Last Name, Vehicle, or Order number, but in the Order Name, you’ll see the number of invoices and the bulk payment label. If you click on that link a new window will open with the paid invoices displayed. From there you can review invoice details and the amount for the bulk payment.
Please chat in if you have any further questions about fleets!