In a fleet shop, the person who knows what part a truck needs is the tech under it. The person who can spend money is the shop manager, the fleet manager or a purchasing office somewhere else. That gap is why parts orders get stuck in email chains, or bypass purchasing completely and land on a company card.
The app lets techs order while managers keep control.
Managers approve, budgets hold
Each user on an account can be set up with the right level of control:
- A user can be a manager on the account.
- The account can have a monthly budget, or none if left blank.
- With approval required on, every order goes to the manager first.
- With it off, only orders that push the calendar month past the budget are held.
- Held orders go to the manager by email and text with approve and decline buttons.
So a night-shift tech can scan the bin label for a brake chamber and place the order. If it fits the month's budget, it goes straight through. If not, the shop manager gets a text and approves it from his phone. Nobody has to wake anyone up for a PO number.
You can also choose what each account can do. Quotes-only mode works for a municipal fleet where the shop can ask for prices but a central purchasing office places the orders.
Master accounts for fleets with many locations
A fleet with terminals in five towns does not want five separate setups. A master account holds the price file, the fleet's stock numbers and the terms for every location. No orders are placed on the master itself. Each terminal inherits its price file, discount and part-number cross references, and anything set on the terminal itself overrides the master.
That fits how fleets work. Fleet managers standardize: one brand of brake parts, one oil spec, one lamp line. Set the rules on the master and they apply everywhere. You can block an item on the master and name what they should order instead; the buyer is told at checkout, and every terminal underneath follows it. That is handy when the fleet switches to a new filter brand and wants every shop to stop buying the old one.
Bins work the same way. Load every bin on the master and tag each with the terminal's account number. Each terminal sees only its own bins, while the fleet manager sees them all.
Why it matters to you
Approval chains are often the reason big fleets stay on the phone or keep buying from whoever is closest. Once a fleet trusts that budgets and approvals hold, it lets more people order directly, and more of its spend goes through your store. A master account setup across many terminals is also hard for a competitor to unpick.
For a large enough fleet or a dealer group, private label gives them the app under their own name and logo, while they keep ordering from you. Their techs see their company's store; you see the orders.
Set up approvals with the customer, not for them. Sit down with the fleet manager and agree who approves what and at what budget. Once he approves his first held order from a text, the rest of his team usually follows.
Want to walk through it with your own shop and fleet customers? Book a demo.