The Wraptor handbook

Fleets — one view of every multi-vehicle account

Who it's for

The owner or manager uses Fleets to see, at a glance, which of their customers run more than one vehicle and how much work each of those accounts has in flight. Front-desk staff use it as a quick lookup when a fleet customer calls — open their card and you can see every vehicle they own and the latest job on each. It's a reporting and navigation view, not a place where you create or edit records.

Where it fits

Fleets is the third tab of the Customers hub, beside Customers and Vehicles. It has no stage of its own in the job workflow — it pulls together the customers, vehicles and jobs you already have and presents the multi-vehicle ones as a single rollup. See workflow-map.md for the full lifecycle and personas.md for who works where.

Overview

A "fleet" in Wraptor is simply a customer who has two or more vehicles on file. You never create a fleet manually and there's no fleet record to fill out — the moment a customer's second vehicle is added (Add Vehicle on their profile or on the Vehicles tab, or New Vehicle inside the New Job form), that customer appears on the Fleets tab.

The tab is a collapsible list. Each row is one fleet account showing the company name, the main contact, phone and email, and three running totals: how many vehicles the account has, how many jobs are active, and how many are done. Expand a row and you get every vehicle on the account, each with its own job counts and a shortcut to its most recent job.

Two other things carry the word "fleet", and they are separate from this tab:

A commercial fleet you are actually producing runs as a parent job with a child job per vehicle, managed from the job's Fleet tab — see Jobs.
The fleet buyer's own view is the Portal link on their customer record — one page listing every vehicle and where it stands. See The customer portal below.

Fleets tab (/customers?tab=fleets) Click Customers in the sidebar — or in the bottom bar on a phone — then the Fleets tab (truck icon). The old /fleets address still works; it forwards here, and so does /customers?view=fleets.

The tab shows:

A summary line at the top — the number of fleet accounts and the combined vehicle count across all of them ("4 fleet accounts · 17 vehicles").
One collapsible card per fleet account, sorted alphabetically by company name.
An empty state — No fleet accounts yet, with the line "Customers with 2+ vehicles show up here automatically."

Fleet account card (collapsed) Each card shows:

Company name.
Contact name, phone and email — whichever are on file.
Vehicles — how many vehicles this account owns.
Active — jobs across all those vehicles that haven't been archived.
Done — archived jobs across all those vehicles.

The three counters sit on the right on a laptop and are hidden on a narrow phone screen; expand the card to read the per-vehicle numbers instead.

Fleet account card (expanded) Click a card to expand it and reveal the vehicle list, newest vehicle first. For each vehicle you see:

Year, make and model.
Vehicle type and color.
An active count when it has unarchived jobs, a check mark with a number when it has archived ones, and No jobs when it has none at all.
Its most recent job number on the right. Click it to open that job on the Jobs board.

Only one card is expanded at a time — opening a new one closes the previous.

Capabilities

Viewing fleet accounts

See every customer with two or more vehicles in one list.
Read each account's contact details without leaving the tab.
See combined active and archived job counts per account.

Drilling into a fleet

Expand any account to list all of its vehicles.
See per-vehicle active and archived job counts.
Jump to a vehicle's latest job via its job-number shortcut.

What you can't do here

There is no create, edit or delete on the Fleets tab — it's a read-only rollup. Add or change customers and vehicles on the Customers and Vehicles tabs; the Fleets list rebuilds the next time you open it.
There is no search or filter box on this tab. The list is short by nature (only multi-vehicle accounts) and sorted alphabetically.
There is no per-account export or print here.

Step-by-step tasks

Find a fleet customer and open their latest job
1. Click Customers in the sidebar, then the Fleets tab.
2. Scan the alphabetical list for the company name (or read the summary line to see how many fleet accounts you have).
3. Click the account card to expand it.
4. Find the vehicle you need in the expanded list.
5. Click the job number on that vehicle's row to open its most recent job.
Turn a regular customer into a fleet account
1. There's nothing to do on the Fleets tab itself — fleet accounts appear on their own.
2. Go to the customer's profile (or the New Job form) and add a second vehicle to that customer.
3. Re-open Customers → Fleets. The customer is now a fleet account with both vehicles listed.
Send a fleet buyer their account link
1. Open the customer's profile and click Portal link — or use Copy portal link in the three-dot menu on their card in the Customers list.
2. The link lands on your clipboard ("Portal link copied"). Paste it into an email or text.
3. They bookmark it. The page updates itself as your jobs move; you never send a new link.
Run a commercial fleet as one project
1. Multi-vehicle production and billing happens on the job, not here: create a job with Commercial Fleet as the Coverage, then add a child job per vehicle from the job's Fleet tab (Add a vehicle to this fleet… → Add). See Jobs.
2. Every vehicle you want to add must already be on the customer's record — the picker only offers vehicles on file.
3. Use the Fleets tab as the account-level overview and the parent job's Fleet tab to run the actual work.

Settings & permissions

Who can see Fleets

The Fleets tab appears for anyone holding the Fleet or the Customers permission, but the list itself is served only to the Fleet permission. The built-in Manager role holds Fleet, and the shop owner always does. Designer, Production and Installer do not — a Designer holds Customers, so the tab shows for them but fails to load. If a role needs it, turn on the Fleet row for that role in Shop → Team → Roles & Permissions → Permission Matrix — see Team.

Plan availability

The Fleets tab is open on every plan and during the 7-day free trial (no card required). There is no Fleets add-on and no paywall on the tab. There is no free plan; a shop without a plan lands on the plan picker, and canceling keeps its fleet data.

What the plan changes is what the customer's own page carries:

The account page's Balance due, Waiting on your approval and Warranty coverage sections need Wraptor Shop or above; every plan shows the vehicle list.

The customer portal

Every customer record carries one Portal link — the button on the customer's profile, or Copy portal link in the three-dot menu on their card in the Customers list. It is minted the first time you copy it and stays the same after that, so a link you sent last year still works.

The page it opens (/fleet/<token>) is titled Account status. It carries your shop's logo and name, the customer's name, and a line reading "3 vehicles in progress" (or "No vehicles in the shop right now"), then one row per vehicle showing:

Year, make and model, with the plate, the color and a count of completed jobs underneath.
A colored stage pill for the vehicle's live job, or Nothing in progress.
A link into that job's tracking page whenever a job is live on the vehicle.

Jobs booked without a vehicle on the record get their own row, so a fleet PO never disappears. With nothing on the account at all — no vehicles and no live jobs — the page reads "No vehicles on this account yet."

The stage pill uses the customer-facing name and color of a stage you've switched on in the Customer column of Settings → Workflow. If the job is sitting on a stage you've left switched off, the pill names the last switched-on stage it passed instead; if there isn't one, it reads In progress rather than leaking your internal column name — see Track.

On Wraptor Shop and above the same link also carries:

Balance due — each open invoice with its live balance, an Overdue flag when it's late, and a Pay button.
Waiting on your approval — each sent quote with its total and a Review link to the quote page.
Warranty coverage — each certificate with the film and coverage years, Through {date} while it runs or Expired {date} once it has, and a Certificate link. See Warranty.

Every plan, the trial included, hides the Powered by Wraptor line in the footer; only a shop with no plan shows it.

Tips & common pitfalls

A fleet is just "2+ vehicles." There's no button to "make a fleet." If a customer isn't showing up, check that they actually have at least two vehicles on their record.
"Active" and "Done" mean unarchived and archived — not the stage. A job sitting on your last stage still counts as Active here until someone archives it from the Jobs board. That's the same rule the Archive dock uses.
Only jobs attached to a vehicle are counted. A job created for the customer without a vehicle on it doesn't appear in these numbers, and it doesn't get a row in the expanded list. While it's live it still gets its own row on the customer's portal page.
Counts include every job on the vehicle. The active and done numbers are a lifetime rollup, not this month's.
The shortcut goes to the latest job only. The job number on each vehicle opens that vehicle's most recent job. For a vehicle's full history, open the vehicle or the customer's profile.
Fleets and fleet jobs are different things. "Fleets" (this tab) is an account-level view of multi-vehicle customers. A fleet job is one commercial project split into a parent job plus a child job per vehicle. You can have either without the other.
There is no fleet quote builder. A quote covers one vehicle, or none. For several vehicles, put the count on a per-unit line or quote each vehicle and use Duplicate for the next one — see Quotes.
It works on a phone. Customers is in the bottom bar (or the More sheet), and the Fleets tab travels with it. Only the three counters on a collapsed card are dropped on a narrow screen.

Customers — the source of every fleet account, and where the Portal link lives.
Vehicles — adding a second vehicle to a customer is what creates a fleet account.
Jobs — commercial fleet jobs (parent plus a child job per vehicle) run from the job's Fleet tab.
Track — the per-job page each in-progress vehicle links to.
Quotes — how multi-vehicle work is priced now that the fleet builder is gone.
Warranty — the certificates that show on the account page.
Workflow map — where fleet accounts sit in the bigger picture.
Personas — who uses the CRM views.