How we invoice, authorise and get paid.

1. Professional invoicing

Every service is documented. Work is invoiced on completion, as a formal digital or printed invoice — not a scrawled ticket and not a number over the phone. The invoice records the vehicle or unit, what was done, the parts fitted and what each line cost, which is what a fleet needs for its own maintenance record and what anybody needs for a warranty claim later. Fleet accounts can have invoices batched and reach ticket history by unit number through the customer portal.

2. Service authorization

High-value services and specific equipment repairs require a signed work order before the work starts, or an active signed Master Service Agreement covering it. This is protection in both directions: it is how a driver cannot authorise four tires the fleet manager did not agree to, and how nobody is billed for work they did not ask for. On an account with a Master Service Agreement in place, dispatch can proceed on the agreement without chasing a signature at the roadside — which is usually the point of having one.

3. Liability limitations

We are responsible for the work we perform. We are not responsible for pre-existing conditions, for aged or worn components that fail because they were already at the end of their life, or for unexpected mechanical failure during or after a service that was not caused by that service. A seized fastener that shears, a corroded line that fails when a wheel comes off, a component that was already cracked — these are the condition of the equipment, not the outcome of the visit. Where we can see a problem coming we say so before starting, and where we cannot proceed safely we stop and tell you why.

4. Terms and payment

Invoices are due on receipt unless prior credit arrangements exist. Accounts with approved credit are billed on their agreed terms — Fleet payment terms — Net 30 on approval? Credit application process? Failure to settle an invoice may result in scheduling being suspended and the balance being referred for collections. We would far rather have the conversation than take that step: if an invoice is disputed or an account is having a difficult month, call dispatch and say so.

Questions before you sign anything

None of the above replaces a Master Service Agreement or a signed work order — those are the documents that govern a specific job or a specific account, and where they say something different from this page, they win. If you want a copy of the agreement before opening an account, ask and we will send it rather than making you agree to something you have not read. Call (409) 791-3803 or use the request form.