Understanding Estimates
MASTER SPECIALISTS
What is an Estimate? An estimate (also called a quote) is a detailed cost breakdown for repair work on your fleet vehicles. Before any significant repair begins, we send you an estimate for approval to ensure transparency and control over your maintenance costs.
The Estimate Workflow
When Are Estimates Required?
Estimates are sent based on your account's approval requirements. This may include repairs exceeding a financial threshold set by your organization, or when your process requires written approval before any work begins. Contact us if you need to adjust your approval threshold.
Status Guide
| Status | What It Means | Action Required |
|---|---|---|
| Sent | Estimate has been emailed to you | Check your email and review the estimate |
| Awaiting Approval | We're waiting for your decision | Please approve, deny, or ask questions |
| Approved | You've approved the work | No action needed - work will proceed, each job will be updated as approved |
| Denied | You've declined the repair | No action needed - work will not proceed |
How to Respond to an Estimate
- Online (Preferred): Click the approval link in the email to approve, deny, or ask questions
- Email Reply: Reply using the format below (see Email Reply Format section)
- Phone: Call us at (704) 594-5301 to discuss or approve over the phone
- Partial Approval (Online Only): Deselect line items you don't want before approving - see updated cost immediately
What's Included in an Estimate?
- Vehicle identification (Unit #, VIN)
- Detailed description of needed repairs
- Itemized parts and labor costs
- Total estimated cost
- PDF attachment for your records
- Photos of damage or needed repairs (when applicable)
- Link to view current estimate status anytime
Email Reply Format (Auto-Processing)
Reply to the estimate email using this format. Our system will automatically process your response:
Required Fields:
ESTIMATE: Q-FLEET-120124-AB12
DECISION: APPROVE (or DENY, QUESTION)
NAME: Your Full Name
EMAIL: Your_Email_Address
LOCATION: Your Location/Facility Name
Optional Fields:
PO: Your Purchase Order Number
NOTES: Any comments or questions
Example approval with PO:
DECISION: APPROVE
NAME: John Smith
EMAIL: jsmith@company.com
LOCATION: Charlotte Depot
PO: 78901
NOTES: Please proceed with the repairs.
Note: For partial approvals (approving some line items but not others), please use the online approval link.
Purchase Orders
We have protections in place to help process estimates, invoices, and jobs if your company requires POs. Just let us know to add the account-level requirement. You can provide your PO by:
- Including it in the online approval form
- Adding PO: [your PO] in your email reply (can include letters, numbers, and spaces)
- Contacting us to add it after approval
Frequently Asked Questions
Q: How long do I have to respond?
A: We recommend responding as soon as you can or feel comfortable. We may send reminders if we don't hear back.
Q: Can I change my mind after approving?
A: Contact us immediately. If work hasn't started, we can usually accommodate changes.
Q: What if the actual cost differs from the estimate?
A: If we discover additional issues, we'll send a Revision for your approval before proceeding (based on your account's approval preferences). Minor adjustments like low-cost parts, hardware kits, or non-negotiable internal components may be added without a revision to keep your vehicles running.