How to Run a Fleet Wrap Job in Wraptor: One Account, One Link, a Job per Vehicle

To run a fleet wrap job, keep every vehicle on one customer record, open one parent job for the contract, and give each vehicle its own child job so it can be scheduled, installed and billed on its own timeline. In Wraptor that is a job with Commercial Fleet as its coverage type, a child job per vehicle added from the job's Fleet tab, and one Portal link the fleet manager bookmarks to see every vehicle and where it stands. It works on every Wraptor plan and during the free trial.

The short version

• •Put every vehicle on one customer. A customer with two or more vehicles shows up on Customers → Fleets by itself; there is no fleet record to create.
• •One parent job, one child job per vehicle. The parent's Fleet tab adds the children and shows progress across all of them.
• •Quote once, then reuse it. There is no fleet quote builder: put the count on a per-unit line, or copy one vehicle's quote to the rest.
• •Schedule in waves. Each child job gets its own install date, bay and crew, so drop-offs can follow the customer's routes.
• •Send one link, not twelve. The Portal link lists every vehicle on the account with its live stage.
• •Bill the way the contract reads. One approved quote becomes one invoice, so where the quotes sit decides whether you bill per vehicle, per wave, or once.

Why fleet work breaks ordinary job tracking

A fleet job is one sale and many installs. Say a plumbing company signs for 12 Transit vans in one design. They can't pull 12 vans off the road in one week, so the vans arrive a few at a time. The fleet manager wants each van's status without calling you, accounts payable wants invoices that match the purchase order, and your crew needs a card per vehicle, because van 3 can be in the bay while van 9 is still on a route.

Track the contract as one job and you lose per-vehicle status; track 12 unrelated jobs and you lose the shared scope and the combined view. The fix in any system is a parent record for the contract and a child record per vehicle, which is how Wraptor's fleet accounts are built. Pricing the contract is covered in fleet wrap pricing.

Bottom line: one parent for the deal, one child per vehicle, one link for the buyer.

Step 1: Set up the fleet account

In Wraptor a fleet account is simply a customer with two or more vehicles on file; the Fleets tab under Customers is a read-only rollup of them (Fleets).

1. 1.Open Customers and click New Customer. Put the company in Company Name and the fleet manager in Point of Contact. Switch on Tax Exempt for a nonprofit, fire or EMS fleet, and every new quote for them starts at 0% tax.
2. 2.On the profile, use Add Contact in the Contacts panel for the fleet manager, with Primary Contact on, and add the accounts-payable person as a second contact. Every customer email goes to one address, the primary contact's, with no CC list, so make that whoever approves and pays.
3. 3.Add the vehicles from Customers → Vehicles → Add Vehicle, the one form with Scan VIN barcode and Decode: point a phone at the door-jamb barcode and the year, make and model fill in from the federal NHTSA database. Put the full body configuration in Wheelbase (148" High Roof T-250, not just 148"); the quote estimator matches on it against 2,232 measured vehicles.
4. 4.For a long list, import a CSV with one row per vehicle and the company name on every row. Imported vehicles arrive typed as Car, so fix the type afterward (Vehicles lists every way in).

Once the second vehicle is saved, the customer appears on Customers → Fleets with Vehicles, Active and Done counters. Three places carry the word "fleet":

Step 2: Open the parent job and add a child per vehicle

Production runs on the job (Jobs). Set the parent up the way every vehicle should start: each child copies the parent's title prefix, description, coverage type, priority, due date, location, customer and current stage when you add it.

1. 1.On the customer's profile, click New Job. The form opens with the customer selected.
2. 2.Choose Vehicle Wrap, pick one of the fleet's vehicles, and set the coverage type to Commercial Fleet.
3. 3.Fill in what every vehicle shares: the description (design, film, coverage), priority, due date and location. Click Create Job.
4. 4.Open the job, go to the Work section and open the Fleet tab.
5. 5.Choose a vehicle from Add a vehicle to this fleet… and click Add. Wraptor creates a child job for it.
6. 6.Repeat for each vehicle. The parent's tab shows Fleet Progress ("4/12 complete") and a row per child you can click into; each child's tab links back to the parent.

Watch the stage: a child starts in the parent's current stage, not your board's first one, so add the children while the parent sits where the vehicles should begin.

Each child then runs on its own, with its own card, checklist, install booking and tracking link, and deleting one removes only that vehicle's job. The picker only offers vehicles already on the customer's record, so add a new truck under Vehicles first.

Fleet jobs aren't plan-gated: fleet accounts and parent and child jobs run on Wraptor Starter, Wraptor Shop and the trial. Department boards (Manage boards on the Jobs hub) are a Wraptor Fleet plan feature, but this workflow runs on the main job board.

Step 3: Quote repeat vehicles without retyping

Wraptor has no separate fleet quote builder; a quote covers one vehicle or none (Quotes). That leaves two shapes, and your pick also sets how you invoice in Step 6.

One quote for the whole contract

Build it on the parent job's Quotes tab with Build Quote, so the quote stays tied to the fleet job. On the quote page, click · change on the pricing line and switch to Per unit. Use Add a custom line for the vehicle, set the unit to each and the quantity to the vehicle count, and enter your per-vehicle price. A mixed fleet gets one line per vehicle type.

To find the per-vehicle number, price one vehicle on Estimate by area first: when the vehicle is in the measured dataset, the area fills in with a green badge naming the match, and film, labor and the material waste allowance price themselves from Money → Quote Settings.

A quote per vehicle

Quote the first vehicle and get it approved. Then open the next child job's Quotes tab and click Copy previous to pull that quote in as a fresh, priced draft with the same lines, pricing mode, deposit setup, terms and notes. Check that Details → Vehicle points at the right truck, then send it. Duplicate in a quote's Actions menu does the same on the quote's own job.

Either way, set the deposit in the quote's Details card (Deposit required to schedule, then Percent or Fixed amount).

Bottom line: price one vehicle carefully, then copy it. Never rebuild the same van twelve times.

Step 4: Schedule vehicles in waves

Fleet customers can rarely give up every vehicle at once, so book the work in waves of two or three, around what the customer can spare. Every child is its own job, so each gets its own install date, bay and crew.

1. 1.Open Scheduling → Calendar. Child jobs in a stage that's ready to schedule appear in the Unscheduled panel.
2. 2.Click Schedule on a child job, pick the bay, date and start time, a length (4h, 8h or 2 days), and tick the Crew.
3. 3.Move to the next child. The bay, date, time and length stay picked, so a wave takes a few clicks per vehicle.
4. 4.For other lengths, click New Event and use the Duration buttons (1d to 5d).

Booking an install doesn't move a job's stage, and a clash with a booked bay or installer stops with Couldn't schedule job and the reason. Children inherit the parent's due date, which the customer's tracking page shows as Expected completion, so give each wave its own due date, or switch off Show the due date on their page on the job's Customer tab. On Wraptor Shop, Scheduling → Capacity shows whether a week can take another wave.

Two habits pay off on fleets. Run a check-in inspection on each vehicle at drop-off from the job's Inspection tab (photos, a graded checklist, damage notes and a signature), so existing dents are on record before film goes on. And for unit numbers, WrapStudio Design's Export → Data merge (CSV)… turns one design and a spreadsheet into one vector print PDF per vehicle.

Step 5: Give the fleet manager one link

On the customer's profile, click Portal link (or Copy portal link in the three-dot menu on their card). The link is created the first time you copy it and never changes, so the fleet manager bookmarks it once. It opens a no-login page titled Account status with your logo, a line such as "3 vehicles in progress", and a row per vehicle: year, make and model, plate and color, a stage pill for its live job, and a link to that job's tracking page.

Two settings make the page worth sending:

• •Name the stages. The pill uses the customer-facing stage names you switch on in Settings → Workflow (the Customer column, or one click on the Customer view row). Until you do, every vehicle reads In progress.
• •Decide on emails. The milestone emails (Scheduled, Work started and Ready for pickup under Settings → Customer messages) start off and send per job. On a 12-van fleet that can mean an email per van per milestone to one inbox, so ask the fleet manager whether they'd rather just check the page.

On Wraptor Shop and above, the same page also shows Balance due (each open invoice with a Pay button), Waiting on your approval (each sent quote with Review) and Warranty coverage; on Starter it shows the vehicle list. A site manager who only cares about one truck can get that job's own tracking link from its Customer tab.

Step 6: Invoice per vehicle, per wave, or once

Two rules from Invoicing & billing decide the shape: an invoice belongs to one job, and an approved quote backs one live invoice. So the quotes you built in Step 3 are your billing plan.

To bill, open the approved quote and choose Actions → Request deposit / payment: Wraptor creates the invoice, marks it sent and copies the pay link. Create Invoice makes a Draft instead, so you can use Edit to add the PO number to the notes before you send it.

Fleet accounts often pay by check. When one arrives, click Record Payment, set Method to Check, choose what to Apply to, and put the check number in Reference #; the receipt goes out on its own. Card and bank (ACH) payments through the pay link record themselves, and a QuickBooks or Xero connection under Settings → Accounting & Billing syncs invoices and payments to your books.

Bottom line: decide the billing shape when you build the quote, not when the first van rolls out.

Set up your next fleet in Wraptor

The quickest test is one real account: add the vehicles, open the parent job, add a child per vehicle, and send the fleet manager the portal link. Start a 7-day free trial, no card required, or book a demo and walk through it with your own fleet list. If you're still chasing the account itself, start with how to get fleet wrap clients.

FAQ

What is the best way to manage a fleet wrap project? Treat it as one parent job for the contract with a child job for each vehicle. The parent holds the shared scope and shows combined progress, while each child moves through design, print and install on its own schedule. Give the buyer one account link, not one per vehicle.

Which Wraptor plan do I need to run fleet jobs? Any plan, including the free trial. Fleet accounts, parent and child jobs, and the account page's vehicle list work on Wraptor Starter and Wraptor Shop. The account page's balance, approval and warranty sections and the weekly capacity planner need Wraptor Shop or above.

How do I quote a fleet of identical vehicles? Either put the vehicle count on a per-unit line in one quote on the parent job, or quote one vehicle and copy that quote onto each child job with Copy previous. Wraptor has no separate fleet quote builder, and a quote covers one vehicle or none.

Can I invoice each fleet vehicle separately? Yes. Put a quote on each child job, and each approved quote becomes its own invoice with its own pay link. If the contract is billed once or by wave, put one quote per billing event on the parent job instead, because each approved quote backs one invoice.

Do child jobs move when the parent job moves? No. A child job copies the parent's stage, due date, coverage type, priority, location and description when you add it, then runs on its own. The parent's Fleet tab shows how many of the children are complete.

How do I add a whole fleet's vehicles quickly? Import a CSV through the customer importer with one row per vehicle and the company name on each row, or scan each VIN barcode from the Add Vehicle form. Imported vehicles arrive typed as Car, and vans need their full body configuration in the Wheelbase field before the estimator can match them.

Manual: Fleets · Jobs · Customers · Vehicles · Quotes · Calendar · Track · Invoicing & billing · Imports