AutoHound • Shop workflow tool
Fleet Repair Intake and Billing Review
Identify the vehicle, authorized decision maker, repair scope, and billing requirements before work begins. Keep later scope and limit changes attached to the same RO.
Fleet organization / account / RO number
Unit number / VIN / year, make, model
Driver or delivery contact / contact details
Authorized decision maker / contact details
Authority source / written approval reference
Purchase order or authorization number
Approved scope / estimate version
Spending limit / included tax, fees, and sublet terms
Requested return date / confirmed schedule
Billing entity / submission channel / agreed terms
Identify the unit and intake condition
- Match the unit number and VIN to the fleet record and repair documents.
- Record condition, relevant photos, keys, equipment, and received documents.
- Confirm who receives repair updates and who can approve changes.
Confirm authority and limits
- Verify the decision maker has documented authority for this scope and amount.
- Confirm any required PO, authorization code, or fleet-specific submission process.
- Clarify what the spending limit includes and record any unresolved terms.
- Obtain required additional authorization before work exceeds the approved scope or limit.
Coordinate the repair
- Check parts, required procedures, sublets, and shop capacity before confirming a date.
- Record scope changes, supporting evidence, approval status, and schedule impact.
- Give each pending decision an owner and next follow-up date.
Review billing and delivery
- Match the final invoice to the approved scope, PO, limit, and documented changes.
- Reconcile fleet, driver, and insurer allocations to one invoice total where applicable.
- Verify required reports, QC completion, pickup authority, and delivery records.
- Submit to the confirmed billing channel and retain receipt or submission evidence.
| Scope change / open question | Authority / approval reference | Amount / limit / decision | Owner / next action / due date |
|---|---|---|---|
Intake and authority reviewed by / date
Final scope and billing reviewed by / date
Delivery or remaining hold reviewed by / date
A driver contact, unit number, or PO alone does not establish authority for every repair or later charge. Confirm the applicable agreement and documented approvals. This form supports coordination; vehicle-specific repair procedures and the shop's QC and release requirements still apply.
AutoHound | autohound.io/resources/fleet-collision-repair-management/ | October 18, 2026