Fleet Central Billing

Central billing lets one Fleet subscription cover every active member in a fleet. Instead of each member managing their own Fleet subscription, a fleet admin starts billing once for the team.

Try Fleet before starting billing

Eligible fleet admins can start one 14-day Fleet trial for a fleet. The trial:

• Does not require a payment card.
• Includes the complete Fleet feature set.
• Supports up to five active members, including the admin.
• Does not charge automatically when it ends.

Create the fleet, then select Start free trial from the Fleet setup page. A trial starts only when an admin explicitly selects this action; creating a fleet does not start it automatically.

Pending invitations do not use trial seats. The seat limit is checked when an invitation is accepted. If five members are already active, start central billing or remove an active member before another invitation can be accepted.

Travel Logs sends fleet admins reminders before the trial ends. When the trial expires, Fleet data is retained but operational Fleet tools are locked. An admin can start monthly or yearly central billing to restore access.

Starting checkout does not end the trial. The trial is converted only after the subscription is confirmed, so canceling or abandoning checkout leaves the trial available until its original end date.

Who can set up central billing

Only a fleet admin can start central billing. The admin who starts billing becomes the fleet owner for that fleet.

Managers and drivers can belong to the fleet, but they cannot start or manage central billing unless their role is changed to admin.

Before you start

Create the fleet first, then add any initial members you want included from the beginning.

Billing is priced per active member. The setup screen shows the current seat count before checkout, so review the member list before starting billing.

Start central billing from the Fleet page

1. Open Fleet.
2. If prompted, create a fleet workspace first.
3. Review the Set up central Fleet billing card.
4. Check the displayed active member seat count.
5. Choose Start monthly billing or Start yearly billing.
6. Complete checkout.

After checkout is complete, Fleet tools unlock for active members in the fleet. If the fleet was using a free trial, its existing members, records, vehicles, and settings are preserved.

Start or manage billing from Fleet settings

Fleet admins can also review billing from Fleet > Settings.

The central billing panel shows:

• Billing status.
• Billing interval.
• Active seat count.
• Unused prepaid seats.
• Projected renewal amount.
• Renewal date.
• Fleet owner email.
• Monthly and yearly checkout actions when billing has not started.
• A billing portal action for the fleet owner when billing is active.
• A Transfer Ownership action for the fleet owner when billing is active.

Monthly and yearly billing

Monthly billing charges per active member each month.

Yearly billing charges per active member on an annual billing cycle and is presented as the best-value option when available.

Choose the interval that matches how your fleet wants to budget.

Seats and member invites

Central billing uses the number of active fleet members as the seat count.

When central billing is active, Travel Logs first checks for any unused prepaid seats that were already paid for in the current billing period.

• If an unused prepaid seat is available, the accepted member uses that seat and no immediate charge is added.
• If no prepaid seat is available, the accepted member increases the billed seat count immediately after the invitation is accepted.

Travel Logs shows a confirmation message before sending a fleet invitation, including whether the invite will use a prepaid seat or trigger an immediate charge.

If a member is removed mid-cycle, there is no prorated refund. Their Fleet access ends immediately, but the already-paid seat remains available to reuse until the next renewal.

Cancel pending invitations if they should not become billable seats later.

Transfer Ownership

Use Transfer Ownership when another active fleet admin should become the billing manager and payer for the fleet.

1. Open Fleet > Settings.
2. Find Transfer Ownership.
3. Choose the active fleet admin who should take over billing.
4. Confirm the transfer request.
5. The selected admin receives an email and can also accept from the Fleet settings page.
6. The new fleet owner completes payment setup.

When the transfer completes:

• The new fleet owner is charged immediately for the current seat count.
• The previous fleet owner does not receive a refund.
• Invoice history stays with the previous billing account.

Renewal notice emails

Travel Logs sends the current fleet owner an email 3 days before renewal with:

• The renewal date.
• The projected billed seat count for the next invoice.
• The projected renewal amount.
• The current occupied and unused prepaid seat counts used to calculate that preview.

Manage invoices and payment details

The fleet owner can manage central billing from the billing portal.

1. Open Fleet > Settings.
2. Find Central billing.
3. Select Manage billing.
4. Use the billing portal to manage invoices, payment details, or cancellation.

Only the fleet owner can open the billing portal for that fleet subscription.

If billing is not active

If a fleet has been created but billing is not active, Fleet may show a message asking a fleet admin to finish central billing before Fleet tools can be used.

Ask a fleet admin to start monthly or yearly billing, or confirm that checkout was completed successfully.

How central billing affects members

Active central billing grants Fleet access through the fleet membership. Members covered by central billing can use Fleet features without setting up an individual Fleet subscription for that team.

If a member belongs to multiple fleets, access depends on the billing or trial status and membership of the specific fleet they are using. Access from one fleet does not unlock a different fleet.

What does the fleets plan include?

The fleets plan includes all the features from the standard plan such as unlimited tracking for trips, expenses, maintenance records and the extra fleet features such as shared fleet vehicles, fleet reports, collection and validation tools.