Convert a Customer to a Fleet Account
Fleet accounts are for customers with multiple vehicles and the corresponding business needs: separate billing terms, named billing contacts, a shared roster of service addresses, and a self-service portal so the fleet manager can request service without calling you.
A fleet account is the same Customer record as a consumer — just with extra metadata attached. You can convert any consumer customer to a fleet at any time, and convert back if it turns out the operator only had one vehicle after all.
When to convert
Use the fleet flag for customers who:
- Have 3+ vehicles under one billing entity.
- Need net-30 (or other delayed billing) instead of paying at the door.
- Want a named contact (Fleet Manager, Accounts Payable) to coordinate service.
- Plan to use the fleet portal to self-serve service requests.
Don't bother converting:
- A two-vehicle household — keep them as a consumer customer with two vehicles.
- A one-time commercial job (a contractor's truck, a moving company that hired you once) — keep them as consumer; you can always convert later.
Convert a customer
Open the customer
From Customers in the sidebar, click into the customer record.
Click "Convert to fleet"
The button lives in the customer's actions menu (top-right, three-dot icon). The conversion preview shows what's about to change.
Review what changes
- The customer's type flips from
consumertofleet. - A new FleetAccount row is created with default billing terms (net-30, no PO required, $2,500 credit limit). You can edit these from the fleet's detail page afterward.
- The portal is enabled by default with a freshly-generated token. The link gets copied to your clipboard so you can share it with the fleet manager. (You can disable the portal from the fleet detail page if the customer doesn't want it.)
- Existing vehicles, addresses, and service history stay attached. Nothing is lost.
- The customer's
firstName/lastNamefields stay populated; they're harmless on a fleet record but don't show up in fleet-specific surfaces.
Confirm
Hit Convert. The page reloads on the fleet's detail view (/fleet/<id> instead of /customers/<id>).
The conversion is reversible. From the fleet's detail page, the same actions menu has Convert back to consumer — it removes the FleetAccount row and disables the portal. The customer's history stays intact either way.
What's different on a fleet record
Once converted, the customer surfaces look slightly different:
| Surface | Consumer | Fleet |
|---|---|---|
| URL | /customers/<id> | /fleet/<id> |
| Sidebar entry | Customers list | Fleet Accounts list |
| Billing terms | At-time-of-service | Net-30 (configurable) |
| Contacts | Email + phone on the customer | Multiple named contacts (Fleet Manager, AP, etc.) |
| Portal | Not available | Tokenized URL, optional |
| Pricing | Standard rates | Optional negotiated per-fleet pricing |
You'll still find the customer in Customers when searching by name — the search covers both lists. But day-to-day, fleet customers are managed from the Fleet Accounts sidebar entry.
Set up billing terms
After converting, click Edit billing on the fleet detail page to configure:
- Payment terms — net-15, net-30, net-45, net-60, or custom.
- Credit limit — outstanding A/R cap before new jobs require approval.
- Requires PO — when on, every new job for this fleet needs a PO number before scheduling.
- Credit approval — when off, jobs get scheduled and serviced but won't auto-bill until you flip this on. Useful for new fleets you're vetting.
These defaults seed onto every new work order for this fleet, but each WO can override them at scheduling time if needed.