IMPORTANT: Maintenance Shop Network is available for all Professional and Premium Plan customers.
A Maintenance Billing Account enables you to take advantage of Fleetio's Maintenance Shop Network with consolidated monthly billing and easy account reconciliation with your Fleetio cost data.
The account is free, and there is no cost to you: no fees, no interest, and no hidden charges. Standard terms are Net 15 from statement date, with negotiated terms available upon request.
Fleetio Maintenance Billing Accounts are issued by Corporate Billing, A Division of SouthState Bank N.A. ("cbCharge").
To get started, create your cbCharge account as shown in the Create your Maintenance Billing Account section of the Maintenance Billing Account and Auto Integrate Setup for Fleetio Customers article.
IMPORTANT: Shop Network access is currently limited to one country (U.S. or Canada) per Fleetio account.
- Shop Network transactions are billed, paid for, and displayed in the Fleetio account holder's national currency.
- The Shop Directory only displays Service Providers/Shops available in one country per Fleetio account. Shops are paid in their national currency.
As you begin working with the Fleetio system, receiving invoices, and making payments, the answers below will address many of your frequently asked questions!
Q: How does the Maintenance Billing Account work?
A: When an external maintenance shop processes a transaction through Fleetio's Maintenance Shop Network, the total dollar amount for approved work is applied to your Maintenance Billing Account due balance. You do not pay onsite at the time of service.
Q: Are there any fees or costs associated with using or setting up a Maintenance Billing Account?
A: No fees or costs! A Maintenance Billing Account is free to use, and there are no additional costs passed on by Fleetio for using this feature. The Maintenance Billing Account does not have any late fees, interest, or hidden charges.
Q: Is there a limit on my account?
A: The Maintenance Billing Account has a dollar limit amount for each statement period, determined by Corporate Billing.
Q: What happens if our fleet exceeds the dollar limit amount on the account?
A: Your account will be temporarily frozen. You can pay down the account at any time to free up an available balance. You can also apply for a higher limit to prevent future freezes. Contact us at shoppayments@corpbill.com or 256-584-3681 for assistance.
Q: Can I get a higher limit on my account?
A: Most likely, yes. Click the "Request Credit Limit Increase" link on the Shop Payments Overview page inside your Fleetio account to request a limit increase, or contact us at shoppayments@corpbill.com or 256-584-3681 for assistance.
Q: What is the difference between an invoice and a statement?
A: An invoice includes repair information and total charges for each individual repair. A statement is a monthly summary of all charges. The statement lists the shop location, invoice number, date of invoice, and amount of invoice.
Q: How are repair history and associated transactions entered into Fleetio?
A: Each individual Repair Order (transaction) corresponds to an Invoice and is automatically recorded in Fleetio. These are called Service Entries in Fleetio, and they include Repair Order service tasks and line items, both approved and rejected. You can view pending and completed work in your Fleetio Service History.
Q: How do repairs get approved?
A: The designated approver (usually fleet or operations personnel) is notified via email or SMS text message at the time of service. Auto-approval and rejection policies can be set up based on your fleet preferences, and you can manually approve or reject line items that are not handled automatically.
Q: Can I print the invoice for a specific Repair Order transaction?
A: Yes, instructions are available in our View Maintenance Shop Network Service Entries article.
Q: Who will receive invoices and statements?
A: By default, invoices and statements are sent to the email address provided on the digital application. To change a contact or add more contacts, email shoppayments@corpbill.com or call 256-584-3681.
Q: Can I opt out of emailed invoices?
A: Yes! If you prefer not to receive the invoices by email, you can (1) enroll for email statements, (2) switch to mailed statements, and/or (3) enroll for online access.
Q: When are invoices sent?
A: Invoices are sent to the delivery email address on file each night they are received. You may opt out of emailed invoices. Email shoppayments@corpbill.com or call 256-584-3681 for assistance.
Q: When are statements sent?
A: Statements are typically sent out and made available in your Fleetio account by the fourth business day of each month.
Q: How do I reconcile my monthly statement?
A: There are links to your monthly statements, and corresponding Fleetio reports in the Statements section of the Shop Payments screen. These can be exported to sort your transactions and match them side-by-side. They can also be emailed to you, so you don't have to log in to Fleetio.
Q: Do I have to login to Fleetio to pull my outsourced maintenance transactions report each month?
A: No. You can subscribe and schedule a PDF or CSV report to be sent to anyone on your team via email so that it's in their inbox when they need it.
Q: Can I receive a monthly statement for each of my cost centers?
A: Yes! If you use departments, locations, etc., to distinguish costs on your GL, you can mirror that structure with Subaccounts of your Maintenance Billing Account. You will receive a monthly statement for each and can reconcile the same way as above, filtering the report by group. Reach out to help@fleetio.com for assistance setting up Subaccounts.
Q: Can I add GL codes to the data to make it easy to code these expenses in my accounting system?
A: Yes! Using custom fields, you can associate your GL codes with each Vehicle in Fleetio. This data can then be added to your monthly report using filters, and you'll see it alongside the service data, amounts, vendors, and external transaction IDs when you use this report to reconcile.
Q: How do I pay my cbCharge account balance if I am a U.S. Fleetio customer?
A: There are three payment options:
- ACH
Corporate Billing, A Division of SouthState Bank N.A.
National Bank of Commerce, 5 Inverness Center Parkway, Birmingham, AL 35242
ABA Routing # 062206486
Account # 110105087
Payment Advice to remit@corpbill.com - Check, by regular mail
payable to Corporate Billing, A Division of SouthState Bank N.A.
Dept. 100 P.O. Box 830604
Birmingham, AL 35283 - ACH/Check, by phone
Call 256-584-3681, Option 4 to pay by phone.
Note: There is a $1.00 fee for each payment by phone. There is also an additional convenience fee for credit card payments, and only Visa and Mastercard are accepted.
Q: How do I pay my cbCharge account balance if I am a Canadian Fleetio customer?
A: There are three payment options:
- ACH
Corporate Billing, A Division of SouthState Bank N.A.
Scotia Bank, 20 Queen Street West, 4th Floor, Toronto, ON M5H3R3
Account # 80002-1210610
Institution # 002
Transit # 47696
Swift Code: NOSCCATT
Payment Advice to remittance@corpbill.com - Check, by regular mail
payable to Corporate Billing, A Division of SouthState Bank N.A.
P.O. Box 1726
Decatur, AL 35602 - Check, by overnight mail service
payable to Corporate Billing, A Division of SouthState Bank N.A.
239 Johnston Street SE
Decatur, AL 35601
Q: Who do I contact for questions related to payment status on my Fleetio Maintenance Billing Account?
A: Email shoppayments@corpbill.com or call 256-584-3681
