Invoice the day the work ends, send fleets one statement listing every open invoice and unit, put late terms in writing before you do the work, and follow up on a fixed schedule. Late invoices cause much slow payment, because a fleet's payment clock usually starts when the invoice arrives.

What should a fleet statement show?

Each open invoice with its number, date, unit, PO if they use one, amount, and age, then a total. Accounts payable clerks pay what they can match to a truck and a PO, so missing PO numbers are a common reason an invoice sits.

How much can I charge as a late fee?

That depends on your state and your contract. Many businesses use a monthly percentage or a flat fee, but limits vary, so write the rate into your terms, get them agreed before the work, and have your attorney or accountant check them. This article is not legal advice.

What does WrenchPilot automate?

Sending statements to one customer or in bulk, with a saved opt-out for customers who should not get them
Late fees that apply on the schedule you set, after any grace period, on overdue invoices
An aging view of who owes what
Invoices sent by email or text with a payment link, for customers who will pay that way

When should I not charge a late fee?

A fee can cost you more than it earns if a good account has a real dispute, or your own invoice was wrong or late. Plenty of shops turn fees off for their best fleets and use them on repeat offenders.

What if a customer will not pay at all?

Stop extending credit first, then send a written demand. Lien rights on a repaired vehicle vary by state and have strict steps, so speak with an attorney before holding a truck.

For customers who can pay by card, see how text-to-pay works.

Want to see it on your own work?

Bring a real repair order to a WrenchPilot demo, and check current pricing first. Lite is $100 per month for one user. Pro is $300 per month with up to 10 technicians, no per-user fees, and no contract.

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