Prepare a fleet bill and record payment

Fleet billing consolidates eligible workshop invoice activity for a fleet account over a selected period. It is connected to the underlying workshop invoices; it is not another unrelated sale.

Prepare the billing period

1. Open Workshop → Fleet, select the account and open Billing.
2. Select Generate Fleet Invoice.
3. Enter Period Start, Period End, PO Reference, Credit Days and notes as appropriate.
4. Select Preview billable jobs.
5. Compare the listed vehicles, work orders, amounts and tax with the underlying workshop records.
6. Use Generate Invoice only once the preview is correct.

The end date cannot precede the start date. The available credit terms are 15, 30, 45 or 60 days. Check the displayed due date on the saved bill; it is calculated from the billing period end in this workflow.

Record a fleet receipt

1. Open the fleet invoice using View.
2. Review its balance and Payments Received.
3. Use Record Payment, enter the actual amount, method, date and reference, then submit.
4. Check the new payment and remaining balance. Use Bulk Payment from the account when one receipt covers several fleet invoices.

Amounts must be positive and cannot exceed the relevant balance. Do not separately record the same money on each underlying workshop invoice after using fleet settlement without checking its allocation.

What happens next

The consolidated document and its payment history remain available from the account. PDF provides a downloadable document. A paid state should be supported by recorded payment, not only a manual status change.

Troubleshooting

If the preview is empty, check the account, period and whether the work was already included. Where Reverse is available, it requires separate permission and a reason; review linked or bulk-payment information before confirming. Check both fleet and underlying balances after any correction.

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