Fleet portal for corporate car service clients: how it works

What the fleet portal changes for your shop

The fleet portal gives your corporate clients a defined route for bookings, extra-work approvals and invoice handling, rather than leaving each task in a separate email conversation. For your shop, the practical benefit is a clearer distinction between a request and a confirmed action. A company can request visits, but your staff still confirm appointments. An accountant can report a bank transfer, but your staff still confirm the payment. Those distinctions matter when several people represent the same customer.

Use the portal as the agreed working channel for company vehicle servicing, while keeping phone conversations for questions that need discussion. Before you introduce it, explain which company contact handles each task and which decisions remain with your shop. A fleet manager should know that a requested visit is not yet an appointment, and an accountant should know that marking a transfer does not itself record a confirmed payment. This helps you avoid misunderstandings without promising that every conversation will disappear.

How company access and the three roles work

Company access separates fleet coordination, financial work and driver visibility, so you can explain the portal according to each person's responsibilities. Company users sign in at <shop>.junto.ge/fleet with a phone number and an SMS code; there is no password. When introducing the portal, give your corporate contact that exact shop-specific address and explain the SMS sign-in process. This is the company-facing route, not the staff address your team uses to manage corporate clients.

Roles: fleet manager (vehicles, booking, approval of extra work), accountant (invoices and payment), driver (only their own vehicle's status). Walk through these boundaries with the company before its first booking request. In particular, do not describe the driver role as a way to manage the whole fleet or approve additional work. Agree who will act as fleet manager and who will handle invoices, so your service advisor knows which business responsibility a question concerns.

• Fleet manager: explain the vehicle, booking and extra-work approval workflow.
• Accountant: explain invoices, transfer claims and staff confirmation.
• Driver: explain that visibility is limited to their own vehicle's status.

How staff turn batch requests into appointments

Your staff turn company batch requests into appointments, keeping booking confirmation on the shop side of the process. Batch booking requests are confirmed by staff into appointments; the company gets an SMS when confirmed or declined. Ask the fleet manager to treat the request as a proposal until that response arrives. This is particularly useful when a company is coordinating several vehicles and must decide which drivers can bring them in without disrupting its own work.

On the staff side, handle confirmation alongside your shop's booking and calendar work in Junto. Review the requested visits against the work your team can actually take on, then confirm or decline rather than making a separate promise by email. For a shop in Tbilisi, you can also discuss arrival arrangements with the company so drivers plan around traffic. Keep that practical conversation separate from the booking decision: the company's confirmation SMS is what tells it that a request has become an appointment.

How extra-work approvals connect to the repair

Extra-work approval belongs with the fleet manager, while your shop documents the repair through its normal work-order process. Junto supports car check-in with photos and a signature, followed by work orders with labour and part lines. These are useful foundations for explaining what your team has found and what you propose to do next. Keep the proposed work clear enough that the company can distinguish the original visit from additional work requiring a decision.

Junto also supports customer approval of extra work by SMS link, with each proposed line and its price visible before work starts. Explain the approval route to your corporate contact rather than assuming that a driver at reception is the right decision-maker. Your mechanics can use their phone view for their work, while the driver role in the company portal is limited to that driver's own vehicle status. This keeps workshop execution, company approval and driver visibility distinct.

How transfer claims and overdue invoices work

A transfer claim is the accountant's report of payment, not a confirmed payment in your shop's records. Accountants mark invoices as paid by transfer; staff confirm the claim into a payment. Overdue invoices are highlighted. Make this distinction part of your handover to whoever checks incoming transfers. Before confirming a claim, have that person check the relevant bank receipt information through your normal financial process, rather than treating the company's portal action as proof that funds have arrived.

Use the invoice workflow to keep financial follow-up separate from repair approval. Junto supports invoices and payments by cash, card, bank transfer and online payment, but the corporate transfer-claim process has its own explicit staff confirmation step. Agree internally who reviews claims and who follows up on highlighted overdue invoices. That responsibility should be clear even if your service advisor, manager and payment-handling colleague are different people; do not leave it dependent on someone noticing an email.

What to check before you introduce the portal

Before rollout, check the staff address, discount handling and billing limitations against what you intend to promise corporate clients. Staff manage corporate clients at app.junto.ge/fleet; a company discount is shown in the portal but not applied to order lines automatically. Your team therefore needs to check order lines rather than assuming that a displayed discount has changed them. Contract price lists and consolidated monthly invoices are not built yet. Do not present either as part of the current corporate workflow.

Plan availability needs a separate check before you commit to a company rollout. Some features are modules; the pricing page shows which plan includes them, and an owner can request a module that is not in the plan from inside the app. Check that page rather than assuming fleet access is included in a particular plan. Then walk through one company's responsibilities with your team: who manages bookings, who seeks approval, who checks order lines and who confirms transfer claims.

Questions and answers