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Fleet maintenance agreements priced vehicle by vehicle

Per-vehicle service plans shown as repeating charges, the vehicle list, your terms and an expiry date the fleet manager signs.

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Fleet maintenance providers use QuoteCloud to send agreements with each vehicle class on a monthly service plan as a repeating charge, the vehicle counts as quantities, the term, your terms and an expiry date. The fleet manager signs online. The charges are shown in the agreement only: you invoice them, QuoteCloud doesn't bill them or renew the agreement.

A sample fleet maintenance agreement from a fictional workshop, Kettlebrook Auto Service, for Bluewren Plumbing, shown as four sheets behind index tabs: the cover; the per-vehicle plans (14 vans at $89, 3 pickups at $109 and breakdown call-out cover at $120, $1,693 a month plus tax over 24 months); the terms from 1 Nov 2026 to an expiry on 31 Oct 2028; and the agreement signed by Grant Ellis, operations manager.

Read the fleet agreement the way the fleet manager does

Bluewren Plumbing's agreement for 14 vans and 3 pickups, part by part. Every part is a content block from the workshop's fleet agreement template.

  1. Advisor edits

    Open on their fleet, not your price list

    The cover names the business, the vehicles and what the agreement covers. It comes from your fleet template, so every agreement looks the same, whoever writes it. Start from the Fleet Servicing Proposal template or your own.

    Kettlebrook Auto ServiceFleet maintenance agreement KA-FL-0207 Sample · fictional business
    White work vans parked side by side

    Fleet maintenance agreement

    Bluewren Plumbing fleet maintenance

    Prepared for Grant Ellis, Bluewren Plumbing · Prepared Tue 20 Oct 2026 · Valid until Tue 3 Nov 2026

    Scheduled servicing for your 14 vans and 3 pickups, priced per vehicle each month, with priority bookings and one invoice a month from Kettlebrook.

  2. Vehicle counts

    A plan per vehicle class, as repeating charges

    Each class of vehicle is a repeating price item: the plan, the number of vehicles and the monthly price, with the term beside it. The monthly total and the first year show in the agreement. Kettlebrook invoices each month from its own accounts: QuoteCloud doesn't bill these charges.

    Price tables: Essentials and up

    Per-vehicle service plans

    ServiceVehiclesPer month
    Van service plan × 14 ($89 each)14 vans$1,246.00
    Pickup service plan × 3 ($109 each)3 pickups$327.00
    Priority breakdown call-out coverWhole fleet$120.00
    Monthly
    $1,693.00
    Term
    24 months · $40,632
    1. N
    2. D
    3. J
    4. F
    5. M
    6. A
    7. M
    8. J
    9. J
    10. A
    11. S
    12. O
  3. Locked block

    Your terms, with a start and an end

    How bookings are arranged, how repairs are quoted first, how vehicles are added by a signed variation, and the expiry date. Lock the terms block in your template so advisors can't change the wording (content locking, Business). The agreement ends on its date; nothing renews by itself.

    Agreement terms

    Starts1 Nov 2026
    Expires31 Oct 2028
    1. ServicesEach vehicle serviced to its maker's schedule; we contact your office to arrange each booking.
    2. RepairsQuoted to you first at the labour rate in this agreement, and only started once approved.
    3. ChargesThe monthly charges above, invoiced by Kettlebrook at the start of each month.
    4. Changes to the fleetVehicles added or removed by a signed variation to this agreement.
    5. ExpiryThis agreement ends on 31 Oct 2028. We'll send you a new agreement to review before then.
  4. Client signs

    Signed by the fleet manager, online

    Grant signs from his office with a legally binding eSignature, and the summary beside it states the vehicles, the monthly charge, the term and the expiry. Add a second signer from finance or procurement if they need to sign too.

    eSignatures: every plan

    Accept and sign

    Grant Ellis · Operations manager, Bluewren Plumbing

    Signed online · Wed 21 Oct, 2:10 pm

    Agreement summary

    Vehicles
    14 vans, 3 pickups
    Monthly
    $1,693.00 + tax
    Term
    24 months
    Expires
    31 Oct 2028

    Certificate of authenticity and audit trail attached

What a fleet agreement has to spell out

Procurement signs off on a document, not a phone call. These are the parts a fleet customer asks for, and where each one lives in QuoteCloud.

  • The vehicles

    Vehicle classes with the count of each as the quantity on a repeating price item. A change to the fleet goes into a signed variation.

  • Plan levels

    A monthly price per class, or a choice of plan levels as a single-choice group, with the term shown beside the charge.

  • Repairs outside the plan

    Your labour rate in writing and a line that repairs are quoted first, each one a service and repair quote of its own.

  • The term and the end date

    A start, a length and an expiry date on the document, so the end date is known from the day it's signed.

  • The right signatures

    The fleet manager, and finance or procurement if needed, each with their own signature block and a certificate of authenticity.

  • Your approval on big deals

    On Business, agreements above a total value can wait for the owner's approval before they are sent (approval workflow).

Re-sign the fleet before the agreement ends

A way to work your fleet agreements in QuoteCloud. You set the timing; QuoteCloud gives you the dates, the documents and the signatures.

  1. 90 days

    See what ends next

    Every signed agreement carries its expiry date. The Expiring Soon filter lists the fleets whose agreements end first.

    Expiring Soon filter
  2. 60 days

    Check the vehicle list

    Ask the fleet manager which vehicles are coming or going, and which classes need a different plan.

    Their vehicle list
  3. 45 days

    Send the new agreement

    Start from your fleet template with this year's plans and counts, and send it for review and signature.

    Fleet template
  4. 30 days

    Follow up the ones that are open

    Tracking shows whether the new agreement has been opened, so you know who to call and what to talk about.

    Document tracking
  5. Expiry

    Signed on the new term

    The fleet manager signs online before the old agreement ends. The old one simply expires.

    eSignature

Your team's own process, drawn by us. QuoteCloud doesn't renew agreements, send reminders or bill the monthly charges.

Put your next fleet agreement in QuoteCloud

Free for 14 days, no credit card required. Send us your current fleet agreement and we'll convert it into a template during the trial.

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Every fleet agreement's end date in one list

Put an expiry date on each agreement and QuoteCloud's Expiring Soon filter lists the ones that end next, with the days to go. Ones ending within two weeks stand out.

Open one to see what was signed, then start the new agreement from your fleet template. Nothing renews or is sent by itself: the follow-up is your team's.

  • An expiry date on every agreement
  • Expiring Soon as a built-in filter, plus your own saved filters
  • Signed copies with the certificate of authenticity, kept in one place

Expiry dates and filters: Essentials and up

Renewal quotes in QuoteCloud
DocumentsKettlebrook Auto Service Sample data
  • All
  • Awaiting signature
  • Accepted
  • Expiring soon

3 fleet agreements expire in the next 60 days

  • Fleet maintenance, 9 pickupsSaltgrass Landscapes · KA-FL-0112 Expires 6 Novin 15 days Accepted
  • Fleet maintenance, 22 vansNorthline Couriers · KA-FL-0131 Expires 30 Novin 39 days Accepted
  • Fleet maintenance, 5 busesHollyridge School · KA-FL-0140 Expires 18 Decin 57 days Accepted

Bluewren Plumbing · 17 vehicles

One monthly figure the fleet manager can budget for

Fourteen vans, three pickups and call-out cover, priced per vehicle and signed for 24 months. Kettlebrook invoices it each month from its own accounts.

$1,693 /mo plus tax, shown in the signed agreement (sample)

From the fleet list to a signed agreement

How a fleet maintenance provider sends an agreement with QuoteCloud.

  1. Get the list

    Ask for the vehicles by class: vans, pickups, trucks or buses, and how many of each.

  2. Price each class

    Add a repeating price item per class from your price book, with the count as the quantity.

  3. Set the term

    Choose the term, add your locked terms block and put an expiry date on the agreement.

  4. Send for signature

    The fleet manager reviews it, asks questions in the comments and signs online.

  5. Invoice from your accounts

    Bill the monthly charges from your accounting system; Xero or QuickBooks can start from the signed agreement.

Fleet agreement questions

Can a fleet agreement price servicing per vehicle?

Yes. Put each vehicle class on a repeating price item, such as a van service plan at $89 a month, with the number of vehicles as the quantity. The agreement shows each class, the monthly total and the term. Price tables are on Essentials and above.

Does QuoteCloud bill the monthly fleet charges?

No. The monthly charges are shown in the signed agreement only. You invoice them from your accounting system each month. QuoteCloud can take a payment when the agreement is signed, but it doesn't run recurring billing, instalments or payment reminders.

Do fleet agreements renew automatically?

No. Each agreement can carry an expiry date, and the Expiring Soon filter lists the agreements ending next so your team can prepare and send a new agreement in time. Nothing renews, reminds or sends by itself: the old agreement simply ends on its date, and the new one is a fresh document the fleet manager signs.

How do we add or remove vehicles during the term?

Send a variation to the agreement: a new document with the changed vehicle counts and the new monthly total that the fleet manager signs. Before an agreement is signed, Revise Last Version lets you change it and send the new version.

Can finance or procurement sign as well as the fleet manager?

Yes. Add several signers to the agreement, each with their own signature block, such as the fleet manager and someone from finance or procurement. Each signs online without needing an account, and the signed agreement carries a certificate of authenticity and an audit trail. eSignatures are included on every QuoteCloud plan, including Free.

Does QuoteCloud track services done, odometers or telematics?

No. QuoteCloud sends and signs the agreement. Service history, odometer readings and telematics stay in your workshop system or the fleet's own tools. Signed agreements can update your workshop system through Zapier, Make or the API where it has a connector.

Is there a fleet agreement template?

Yes. The Fleet Servicing Proposal template in the QuoteCloud library covers plan tiers, maintenance schedules, per-vehicle detail and acceptance. Make it your own with your plans, terms and branding, or send us your current agreement to convert during the trial.

More questions from workshops

More for automotive businesses

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