Maintenance Shop Network: Using a Card as a Payment Method

Overview

If you would like to use Fleetio's Maintenance Shop Network without opening a line of credit, you can now add credit or debit cards as a payment method for your fleet. This feature allows you to pay vendors directly with different payment cards or apply for a Corporate Billing (cbCharge) account if preferred.

Benefits

• Payment flexibility: Choose between payment cards or cbCharge (account approval required) on a vendor-by-vendor basis. 
• Streamlined workflows: Manage all your payment methods within Fleetio, with the ability to add multiple payment cards and assign specific cards to different vendors.
• More vendor options: Get access to shops that prefer card payments.
• Simplified accounting: Keep track of all transactions in one place.
• Credit card rewards: Continue to earn any reward points or cash back from your card issuer. (These rewards are handled outside of Fleetio and are based on your specific agreement with your card issuer.)

Fees

When using a credit card as your payment method, be aware of the following fees that cover payment processing costs and enable the payment functionality:

• Fleet fee: A 1.5% fee will be charged to your fleet for each credit card transaction, and a 0% fee for debit card transactions.
• Vendor fee: Vendors will be short paid 4.35% + $0.95 per transaction.
• No interchange fees: Vendors do not incur interchange fees when receiving payments through this method.

Prerequisites

Vendors must be registered for Auto Integrate and have the ability to process card transactions. We recommend vendors set up a Stripe account for seamless transactions. If your preferred vendors have yet to set up their accounts, you can share our Connecting Your Bank Account in the Vendor Portal guide with them.

Finding and Adding Vendors

Shops must be on your vendor's list before you can assign a payment card to a vendor. Follow these steps to add new vendors:

1. Click on Vendors in the left sidebar navigation.

2. Click the Find Shops button in the top right corner of the Vendors page.

3. Enter an address, city, or ZIP code in the search field.

4. Click Let's Go to display shops in that area.
5. To refine results, you can filter by shop type using the search field at the top right.
6. Browse the list of shops displayed on the left side of the screen.

7. Select the checkbox next to the shop(s) you wish to add.
8. Click Add Vendor at the bottom of the screen.
9. On the success screen, click View Vendors to see your newly added vendors.

10. After adding vendors to your list, you can proceed with assigning payment methods as described in the Assigning Payment Methods to Vendors section.

Adding a Payment Card

1. Log in to your Fleetio account.
2. Click on Shop Network in the left navigation menu.
3. Select Shop Payments:
   • If you are new to Shop Network, select Add Payment Method.
   • Existing Shop Network customers can click the Payment Methods dropdown menu within Shop Payments and select Add Payment Method.

4. On the Payment Methods page, select Save a card.

7. Enter your card information:
   • Card number (as it appears on the card)
   • Expiration date (MM/YY)
   • Security code (CVC)
   • Full name (as it appears on the card)
   • Billing address.

1. Click Save Details.
2. Wait for the verification process to complete (this may take a few seconds).
3. After successfully adding your card, you'll be redirected to the Shop Payments page, where you'll see your new card selected in the dropdown.

Using your New Payment Method

After adding a payment card, you can set it as the Primary Payment Method for all vendors, or manually assign this Payment Method to specific vendors.

Set Primary Payment Method:

1. Select the desired Primary Account from the Payment Methods dropdown menu.
2. Click Make Primary in the Actions Menu on the right.
3. Confirm if you would like this to apply to All Vendors, or New Vendors only.
4. Once confirmed, the Primary Account is identified as such next the the Payment Method.

Assign Vendor Payment Type:

1. Click on Vendors in the left sidebar navigation.
2. Locate and click on the vendor you wish to update.
3. In the vendor details page, find the Payment Type field.
4. Click the dropdown and select your preferred payment method:
   • Your newly added payment card
   • Maintenance Billing Account (cbCharge), if applicable
     
5. The changes are saved automatically.
6. Repeat for each vendor you wish to update.

Once you assign a payment method to a vendor, all future transactions with that vendor will use the selected payment method. You can change a vendor's payment method at any time by following the steps above, subject to the 24-hour waiting period after all repair orders are complete.

Managing Multiple Payment Methods

• Add multiple payment cards by repeating the Adding a Payment Card process for each card.
• Switch between payment methods using the dropdown at the top of the Shop Payments page.
• Each payment method displays its own transaction history and spending summary.
• The payment method selected in the Shop Payments dropdown controls which summary you're viewing, not which payment method is used with vendors.

Manage Your Shop Payment Settings

• To modify your Auto Approval Limit or Repair Order Notifications, navigate to Account Settings and select Marketplace.
• To manage your Auto Integrate Users and Driver Support settings, navigate to the Shop Network menu, select Shop Payments, and choose the Auto Integrate User Management or Driver Support tab.
• To export a list of payment card transactions, navigate to Shop Payments, select a payment card from the Payment Method dropdown menu, and click on the Transactions tab. Click the More Actions button to export Shop Payment transaction data as either a CSV or an XLSX file:

Removing a Payment Card

Payment cards may be removed as a payment method, if needed.

1. Select the Account to be removed from the Payment Methods dropdown menu.
2. Click Remove Payment Method in the Actions Menu on the right.
3. Confirm if you would like this payment method to be removed or if the card is currently in use, confirm a new payment method.

4. Once confirmed, all new Repair Orders will be processed using your Primary Payment Method.

Troubleshooting

I've added a payment card, but don't see any transactions

Remember to assign the card to specific vendors using the steps in the Assigning Payment Methods to Vendors section above.

I need to update my payment card information

To add a new card, follow the same process, then update your vendor payment preferences to the new card.

How will credit card fees appear on my statement?

The 1.5% fleet fee is included in the total charge amount and will not appear as a separate line item on your statement. However, you can view a detailed breakdown of all fees in your Service History by Vehicle report and within each service entry.

Will vendors know about the processing fee?

Yes, vendors who accept card payments through the Vendor Portal are informed about the 4.35% + $0.95 processing fee deducted from their payments.

I just completed a repair order but can't change the payment method

You cannot update a vendor's payment method until 24 hours after a repair order is marked as complete. This waiting period ensures proper processing of all transactions.