Auto-Extend: Automatic Rental Extensions (Beta)

Auto-Extend keeps a rental rolling automatically. Instead of manually extending a booking, sending a new rental
agreement, and sending a payment link every day, week, or month, Fleetwire does the whole loop for you — on a schedule
you choose — until the vehicle comes back or you stop the plan.

It's built for open-ended rentals: gig drivers, long-term renters, and anyone who extends the same booking over and
over.

Beta: Auto-Extend is new. It's fully functional, but we're refining it based on your feedback — tell us what
you'd change at hi@fleetwire.io.

What you need

• A Standard or Premium subscription. Standard includes 3 running plans at a time; Premium is unlimited.
• A direct Fleetwire booking (Turo trips are managed by Turo and can't use Auto-Extend).
• To send an agreement each cycle, an e-sign document template set up for the listing.

Setting up a plan

1. Open the booking (Orders → the reservation).
2. In the Auto-Extend card, click Set Up Auto-Extend. The box at the top of the dialog describes, in plain

words, what the plan you're building will do.

3. Choose your options:
4. • Schedule — extend every N days, weeks, or months. For a monthly schedule, pick Calendar month (Jan 15 →

Feb 15; short months clamp, so Jan 31 → Feb 28) or 30-day blocks.

• Hold the calendar ahead — how far past the return date to keep the vehicle blocked for this renter (see

"Holding the calendar" below). One cycle is the default.

• Billing — Send a payment request each cycle, or I invoice this renter outside Fleetwire if you collect

through another system.

• Price per cycle — leave empty to use the booked rate, or set a fixed amount.
• Auto-resume once a late payment is settled — on by default (see "When payments are late" below).
• Send a new agreement each cycle — on by default. Turn it off if you use one master agreement.

4. Click Start Auto-Extend.

What happens each cycle

About 24 hours before the current return time, Fleetwire automatically:

1. Extends the booking by one period (dates, days, and mileage allowance all update).
2. Creates a payment request for the cycle amount and emails it to your customer, unless you invoice this renter

outside Fleetwire.

3. Sends a new rental agreement to e-sign (if enabled for the plan).
4. Notifies you so you always know a cycle ran.

Every cycle appears in the Auto-Extend card's cycle history with its amount and payment status, and in the
booking's Extensions list.

Holding the calendar

A running plan blocks the dates it is about to extend into, so nobody else can book the vehicle out from under your
renter. With the default setting, the block runs from the current return time through the next cycle.

• On your store, those dates show as unavailable.
• On the listing calendar, the block is labeled Held by an auto-extend plan and names the booking it belongs

to. It can't be dragged or removed there.

• The Auto-Extend card shows Calendar held through with the date.

The hold follows the booking. Each cycle moves it forward, and so does a manual extension or one your renter requests.
Pausing keeps the hold; canceling the plan releases it, and so does marking the vehicle returned or canceling
the booking.

To hold further out, choose 2, 3, or 4 cycles under Hold the calendar ahead when you set the plan up.

If you invoice outside Fleetwire

Choose I invoice this renter outside Fleetwire and the plan still extends the booking and sends the agreement each
cycle, but it never asks your renter for money and never pauses over a payment. The cycle amount is still recorded on
the order.

You can switch a running plan either way from its card: Invoice outside Fleetwire or Bill through Fleetwire.
Switching a plan that is paused for a late payment to outside invoicing starts it running again.

When payments are late

This applies to plans that send a payment request each cycle. If a cycle's payment is still unpaid after 3 days,
the plan pauses — Fleetwire never keeps extending an unpaid rental — and you're notified.

• With auto-resume on (default): as soon as the customer pays the outstanding request, the plan reactivates by

itself and you get a heads-up.

• With auto-resume off: when the payment comes in, you're notified that it's safe to resume — the plan waits for

you to click Resume.

When another reservation is in the way

Because a plan holds its next dates, this is rare. It can still happen when a reservation for those dates already
existed before the plan was set up. In that case the cycle does not run: the plan pauses and you're alerted so you
can decide — Auto-Extend never bumps another booking.

When the rental ends

Mark the vehicle returned, or cancel the booking, and the plan ends by itself and its hold is released. You don't need
to cancel the plan first, and an ended plan doesn't count toward your Standard plan limit.

Finding your Auto-Extend bookings

• Your dashboard shows a banner when a plan has been paused for you — a late payment, a conflicting reservation,

or a payment that came in and is waiting for you to resume. Each plan links to its booking. Plans you paused
yourself aren't listed.

• On the Orders list, bookings with a plan show a circular-arrows icon next to their status — green when the plan

is active, orange when paused.

• In the Orders sidebar, the Auto-Extend filter shows only bookings with a running plan.

Pausing, resuming, or stopping

Open the booking's Auto-Extend card:

• Pause stops future cycles without losing the plan's settings. The calendar hold stays in place.
• Resume picks the schedule back up from the booking's current return time.
• Cancel Plan ends the automation permanently and releases the calendar hold (the booking itself is unaffected).

Canceled plans don't count toward your Standard plan limit.

FAQ

Does the customer get charged automatically?
No. Each cycle sends a payment request, and your customer pays it like any other Fleetwire payment. If you collect
elsewhere, choose to invoice outside Fleetwire and no request is sent.

What rate is used for each cycle?
The booking's existing rate by default (the same per-day price on the order). You can override it with a fixed price
per cycle when creating the plan.

Which invoice does each cycle go on?
The extra time is added to the booking's open invoice, which shows the new balance due until the cycle's payment
request is paid. Charges you add by hand after the renter has paid, like a toll or a damage fee, go on a separate
Additional charges invoice instead (you can change this in Settings → Checkout & documents → Invoices under Charges added after an
invoice is paid).

Do extensions show in the agreement?
When "Send a new agreement each cycle" is on, every cycle sends a fresh agreement covering the extended period,
pre-filled from the previous signed agreement where possible.

What if I already extend manually sometimes?
Manual extensions still work exactly as before — the next auto cycle simply continues from the booking's latest return
time, and the calendar hold moves with it.

Why does my calendar show the vehicle blocked after the return date?
That's the plan holding the next cycle for your renter. Click the block on the listing calendar to see which booking
it belongs to. Cancel that plan if you want the dates back.

I had plans running before the calendar hold existed. Do I need to do anything?
No. Existing plans pick up their hold automatically.

Updated on: 29/10/2026