Fleet Approval and Billing

This flow starts with service center setup and ends with company service history and billing. Fleet Admin and Driver are external company users; staff arrange bookings, vehicle links and Driver assignments. Those setup tasks are not available for self-service in the external Fleet workspace.

Steps

1. Authorized service center staff create or select the Fleet account and link its vehicles.
2. Staff grant Fleet Admin and Driver access separately, assign Drivers, and configure approval rules. Each named approver needs active access to this account.
3. Staff arrange the appointment or walk-in and prepare the service estimate and approval request.
4. Fleet Admin confirms the company name, opens Approvals, and selects Review estimate. Use Previous and Next to reach requests beyond the overview preview.
5. Check the vehicle plate, Repair Order, estimate version, work descriptions, quantities, prices, discounts, tax and Additional work total for approval. Review the separate service package charge and Total if all work is approved, then account credit when a limit applies.
6. Select Approve estimate or Reject estimate. Review the confirmation and optional note, then choose Confirm approval or Confirm rejection. Go back records no decision.
7. Confirm Decision recorded. Approved work proceeds through the workshop’s service workflow once all required approvals and credit checks pass.
8. Follow the vehicle through In service and Service history. Drivers can follow only their currently assigned vehicles.
9. After a billing month ends, authorized staff prepare its consolidated statement.
10. Fleet Admin opens Billing statements, selects the statement, and reviews the included work and total. Ask the service center about any invoice or payment follow-up.

When an estimate needs review

The estimate decides additional work. The invoice can add the service package charge: LKR 2,500 of additional work and a LKR 2,500 package give a projected LKR 5,000 total. Rejecting additional work does not remove the package charge. If the full total is unavailable or currencies differ, ask the service center to confirm the price. The projection uses the current package price, and the final invoice confirms the bill.

Approval covers all additional work shown in the estimate. Motornauts checks that the displayed work matches the full total and that the version, amount and currency have not changed when you confirm. If approval is unavailable, ask the service center to correct or replace the request. Refresh and review the new estimate before confirming; an earlier decision does not approve a later version.

Only requests assigned to the signed-in Fleet Admin appear in the decision queue. If multiple approval levels apply, the highest required level must be approved before work can proceed. A pending or rejected higher level cannot be bypassed by a lower approval.

If an approver loses account access, authorized staff must restore the appropriate access or update the approval rule and prepare the current request. A rule left on the account does not make its former approver available. The Fleet account must also have owned the vehicle at check-in for that service to belong to its approval workflow.

Credit limits and exceptions

Approved work awaiting billing is approved service that has not yet entered a billing statement. When a credit limit applies, staff may need to resolve insufficient available credit before approval.

Authorized staff can record a request-specific credit exception. Maximum approval amount covered means the full approval-request estimate amount, not an extra amount above the credit limit. The separate service package charge is not part of this additional-work approval amount. For a total of LKR 1,250.50, enter at least 1250.50 in that request’s currency. The exception remains tied to the selected request and estimate version; it does not change the account’s credit limit.

Money fields accept normal currency amounts: LKR supports two decimal places, JPY whole amounts, and KWD three decimal places. Choose the correct currency and correct a precision error before saving.

History and monthly statements

Use All work or In service, then filter by vehicle, status and inclusive From/Through dates. Clear filters removes the filters and returns to All work. Correct a highlighted invalid range before expecting history results. History dates use the service center’s timezone.

Billing periods are calendar months in UTC and must have ended before staff prepare a statement. A statement includes eligible estimate work once, at its approved estimate amount and currency, after all required approval levels are complete. Empty or incomplete statements cannot be prepared. Repeating preparation for the same period returns the existing statement without billing the work twice. Prepared is a statement preparation date, not a payment confirmation. The separate service package charge is not part of the estimate amount represented in a Fleet statement.

Only one active Driver assignment is allowed per vehicle. Staff end the previous assignment before assigning the next Driver. Drivers do not keep access through an ended assignment.

Read Fleet Admin onboarding, Driver onboarding, the workspace guide, or Fleet questions.