Why it matters
Approval protects both sides. The customer knows the price before committing, and the shop has proof that the work was authorized if a charge is questioned later. For fleets, approval is usually part of an accounts payable process: an invoice without a recorded approval or purchase order number may be held until someone confirms it.
What the rules can require
California's Bureau of Automotive Repair publishes Write It Right requirements for automotive repair dealers. They require a written estimate before work, and authorization recorded before work begins. Authorization may be written, oral or electronic, and each method has required details, such as the name of the person authorizing, the date and time, and the amount. If extra work is needed, a revised authorization is required before it is done. Other states have their own rules, so check where you operate.
Approval and downtime
Waiting for approval is a common cause of truck downtime. Sending estimates the fleet can approve quickly, with photos, shortens that wait.
Good practice
- Send a clear estimate with complaint, cause and correction, parts and labor.
- Attach photos of the problem.
- Record the approver's name, the method, date and time, and the approved amount.
- Get a new approval before going beyond the approved amount.
- Show the approval on the work order and invoice.
For fleets, agree on approval limits in advance so routine repairs below a set amount can proceed without delay. See how to invoice fleet customers.
Related: work order, repair order.
MetaFleet supports estimates customers can approve and a fleet customer portal. Get a walkthrough.