PressureWashingBossPro Blog — Billing & Payments

Billing Fleet Washing: Per-Vehicle Line Items and Monthly Pressure Washing Statements

Fleet washing is commercial work with a twist: the thing being washed moves. A plumbing company's vans, a landscaper's trucks and trailers, a delivery company's box trucks all sit in a yard at night and leave in the morning. The count changes from visit to visit. Billing has to handle that without turning every visit into a negotiation.

Another Kind of Recurring Work

From Approved Estimate to Paid Invoice: Keeping Pressure Washing Prices Consistent was about matching the invoice to the quote. With fleets, the quote is usually a per-vehicle price, and the invoice has to match the number of vehicles actually washed.

Price Per Vehicle

Most fleet work is priced per vehicle, often with different prices for different types: pickups, vans, box trucks, trailers, larger trucks. Put each type on your service list in PressureWashingBossPro with your price. On the estimate for a fleet customer, list the vehicle types and the price for each.

On the invoice, each type is its own line with a count:

• Fleet — Service Vans × 12
• Fleet — Box Trucks × 4
• Fleet — Utility Trailers × 6

The customer can match that against their own vehicle list in seconds. If two vans were out on a job when the crew came, the count shows ten instead of twelve and nobody has to argue about it.

Recording the Count

The count needs to come from the crew, because only the crew knows how many vehicles were in the yard. A simple routine:

1. The crew washes what is in the yard and notes the count by type on the job in the crew app.
2. Before-and-after photos of the yard or a few vehicles go on the job.
3. The office updates the line counts to match before the invoice or statement goes out.

For fleets where the count is always the same, set the job up with the standard count and only adjust when the crew notes a difference. That keeps the office work to a minimum.

Fleet Yards as Addresses

Many fleet customers have more than one yard. Set the company up as one client with each yard as its own address. Each address has its own job details and access notes: gate code, where to hook up water, which vehicles are off-limits, what time the yard empties out.

Each address also gets its own schedule. Fleet washes are often weekly, every two weeks or monthly. Set the minimum days between visits for each yard, and visits come due on the Waiting List on their own. Fleet work is often done early in the morning before vehicles leave or in the evening after they return, so it fits naturally on a commercial rig's route.

One Statement for the Company

Set the fleet client to Monthly. Every visit to every yard during the month rolls onto one statement, each line labeled with the address. The company's office sees every wash at every yard on one page and pays once. If they track costs by location or department, the address on each line makes that easy.

This is the same monthly billing used for shopping centers and restaurant groups; see One Monthly Statement, Every Storefront: Pressure Washing Billing for Shopping Centers.

Smaller Fleets

Not every fleet customer is a big company. A small contractor with three trucks may be happier with a card on file and a charge after each wash. That works the same as residential: the crew taps Complete, the invoice is created with the vehicle lines and the card is charged. Pick whichever setup suits the customer.

Extras on Fleet Jobs

Fleet customers sometimes ask for extras: a trailer that needs more than a rinse, a truck with grease buildup, the yard pad itself. Put those on your service list too, and add them as lines when they happen, with a note from the crew and photos. Commercial extras should be approved by whoever pays before the work. See Adding On-Site Extras to the Invoice: Gutter Brightening, Rust and Gum Removal on Pressure Washing Jobs.

Keep washing advice to the customer general. Vehicle finishes, decals and equipment differ, so check the manufacturer's guidance on anything you are unsure about.

Count It, Line It, Bill It Monthly

Fleet washing bills cleanly when each vehicle type has a price, the crew records the count, and multi-yard companies get one monthly statement. PressureWashingBossPro handles per-vehicle lines, yards as addresses and monthly statements. For the rest of the billing tools, visit the pressure washing invoicing software page.