What it usually covers
- Scope. PM services, inspections, road calls, repairs, or all of these. See PM service.
- Units. Which units are covered, by unit number and VIN.
- Pricing. Labor rate, per-service prices for PMs, parts markup, shop supplies, after-hours rates, travel and fees.
- Approval limits. The amount above which the shop must get approval before working. See estimate approval.
- Response times for road calls and scheduled work.
- Payment terms, such as Net 30, and invoicing rules such as purchase order numbers.
- Records. What the shop reports after each job.
- Length, renewal and termination.
Why records matter
Motor carriers must keep inspection, repair and maintenance records for vehicles they control under 49 CFR 396.3, and commercial motor vehicles need a periodic inspection at least once every 12 months under 49 CFR 396.17. A contract that spells out what the shop documents helps the fleet meet those duties. See annual inspection.
Pricing models
Contracts may price each job at set rates, set a fixed price for each PM service, or charge a fixed amount per unit per month for a defined scope. Each shifts risk differently between the shop and the fleet. See fleet maintenance contract pricing and how to win fleet maintenance contracts.
Running it day to day
Store contract rates, approval limits and terms on the customer record so every estimate and invoice follows them automatically. MetaFleet supports special rates for individual customers, preventive maintenance scheduling and a fleet customer portal for line-by-line approval. Get a walkthrough.