Billing and payments · 1:58 video
Do the work.
Get paid.
Follow a week of money, from the card hold before the truck rolls to the paid invoice.
You fixed it on the shoulder. Now you chase it.
The job's done Tuesday and the invoice goes out Friday. Somebody types it all into QuickBooks again, and the office ends the day working out who owes what from a spreadsheet. MetaFleet takes the money from the card hold to the paid invoice, and shows you who still owes.
Hold the card before the truck rolls
For cash-on-delivery customers who pay by card: a hold from a text link, or entered on the call. Held, not charged. It comes off the invoice when it goes out, and they pay the rest from a pay link.
Your terms on every invoice
Net terms per customer, shown in the fleet's request before they send it and printed on every invoice with your disclaimer. One statement for many orders, and one payment across them.
The back office, without the retyping
Late fees wait for your review. Refunds, write-offs and credits get the right QuickBooks record, every order shows its QuickBooks side, and the nightly check leaves anything it isn't sure about for a person.
The short version
The play-by-play
- Ten at night on the shoulder, the truck is rolling again. The job's done Tuesday, and the invoice goes out Friday.
- Then somebody types it all into QuickBooks again, and at 9:47 PM the office is still working out who owes what from a spreadsheet.
- Run the same week back. Cash-on-delivery customers who pay by card get a card hold before the truck rolls, an amount the shop sets once. It's held, not charged.
- The customer adds the card from a link sent by text and email, or the office enters it on the call. The card isn't saved. It's used for that hold only.
- When the job's done, the invoice builds itself from the work items, and the hold comes off the top when it goes out: $820.00 less the $250.00 hold leaves $570.00 due. If the hold is more than the bill, the extra goes back to the card.
- The customer pays the rest from the link on their phone, and both payments show in the Payments list.
- Fleets on terms don't get a card hold. Terms are set per customer: due on receipt, Net 15, Net 30 or your own number of days.
- The fleet manager reads those terms in her request before she sends it. They're the same terms her invoice will carry.
- Write your terms and disclaimer once. The net terms, the due date and the late fee notice fill in on every invoice.
- Twelve orders go on one statement, and one check can be applied across all of them.
- Late fees follow your policy, a flat fee, a percent or interest. They wait in a review, and nothing goes out until somebody presses Apply fees.
- Money going the other way? Refund it, write it off or credit a line, and QuickBooks gets the right record: a refund receipt or a credit memo.
- Every order shows where it stands in QuickBooks: their total, their balance and the order's activity. If the nightly check isn't sure about a match, it waits for a person.
- The Billing Hub answers who owes what and for how long: current, 31 to 60, 61 to 90 and over 90 days.
- Five o'clock, and the office goes home on time. Do the work. Get paid.
See it on your own invoices.
On a demo we run your real jobs through MetaFleet, from the card hold to the paid invoice and the QuickBooks record. Already booked? Watch this first and bring your questions.
Demo data only. Coastline Mobile Diesel, Pacific Crest Logistics, Otay Ridge Construction, Jen Alvarez, Dana Whitfield and Marcus Reyes are made up for the video. A few screens are recreated from the product's own wording: the hold text message, Stripe's card field and pay page, the refund panel and the QuickBooks panel.