🛡️ Adjust Security Deposit Settings in Fleetwire!

Security deposits (also known as damage deposits) are a key tool to ensure your vehicles are returned in good condition or to cover repair costs. Fleetwire makes it easy to set, charge, and manage security deposits, giving you flexibility to tailor deposits to your listings and orders. Let’s walk through how to configure and handle security deposits in your rental business!

🎯 Why Use Security Deposits?

Security deposits in Fleetwire help you:

Protect Your Assets: Ensure customers return vehicles in the same condition or cover repair costs.
Customize Deposits: Set different deposit amounts based on the listing or order total.
Streamline Payments: Charge deposits online or manually, with options to refund or keep them.
Reduce Risk: Use credit card holds to secure funds without incurring refund fees.

Note: Security deposits can be charged as a fixed amount, a percentage of the order, or based on the listing’s deposit value—choose the method that best fits your business.

🛠 How to Adjust Security Deposit Settings

Follow these steps to set up security deposit values, apply them to orders, charge deposits, and manage refunds in Fleetwire.

Step 1: Set Security Deposit Values for Listings

Assign different security deposit amounts to listings based on their repair costs.

In your Fleetwire dashboard, go to Listings and select the listing you want to update.
Click the Pricing tab.
Enter your desired security deposit value (e.g., $500 for a luxury vehicle).
- Optionally, set a higher deposit for debit card payments (e.g., $750).
Click Save to apply the deposit value.

Here’s what the security deposit settings look like on the listing pricing page.



Pro Tip: Set higher deposits for more expensive vehicles to cover potential damages, ensuring you’re protected.

Step 2: Choose a Security Deposit Method for Orders

Select how security deposits are calculated for orders, with flexible methods to suit your needs.

In Settings > Checkout, find the security deposit settings.
Choose one of the following methods:
- None: Don’t charge a security deposit.
- Order Amount: Charge a percentage of the total order amount (only rental items count—services, consumables, and custom lines are excluded).
- Product Damage Deposit Value: Charge a percentage of the total security deposit value of the listings in the order (uses the values set in Step 1).
- Fixed Amount: Charge a fixed price, regardless of the listings.
Click Save to apply your chosen method.

Quick Tip: Use the “Product Damage Deposit Value” method to charge deposits based on the specific listings in an order, giving you more control.

Step 3: Manually Add a Security Deposit to an Order

Add or adjust a security deposit directly on an order if needed.

Go to Orders and select the order you want to update.
In the Totals section, find the security deposit line.
Click the pencil icon next to the security deposit line.
Select the desired security deposit method (e.g., Fixed Amount) and enter a value (e.g., $300).
Click Apply to update the order.

Here’s what the security deposit line looks like in the order totals section.



Pro Tip: Manually adjust deposits for special cases, like high-risk rentals, to ensure adequate coverage.

Step 4: Charge a Security Deposit

Charge security deposits either through your online store or manually from your Fleetwire admin.

Manually Charge a Security Deposit

From Orders, select an order, or view an individual order and use the sidebar.
Click the Payment button.
Choose a payment method (e.g., Stripe).
Enter the amount in the Security Deposit field (e.g., $500).
Click Register Payment to charge the deposit.

Here’s what the payment interface looks like for charging a security deposit.



Tip: Use credit card holds (authorizations) for security deposits to avoid transaction fees on refunds, especially with Stripe.

Step 5: Refund or Keep a Security Deposit

Manage security deposits by refunding or keeping them after the rental period.

From the Payment Item

In the sidebar of an order, hover over the payment item for the security deposit.
Click Refund.
Enter the amount to refund (e.g., $400) or keep (e.g., $100 for damages) in the appropriate fields.
Click Confirm to process the refund or retain the funds.

Here’s what the refund interface looks like in the order sidebar.



Quick Tip: Keep a portion of the deposit to cover minor damages, and refund the rest to maintain customer satisfaction.

Step 6: Test Your Security Deposit Settings

Ensure your security deposit settings work as expected by testing an order.

Create a test order via your online store (e.g., testcompany.fleetwire.io) or manually in Orders.
Add a listing with a security deposit value (set in Step 1).
Verify that the correct deposit amount is applied based on your chosen method (set in Step 2).
Charge the deposit and test refunding or keeping a portion to confirm the process works smoothly.

Warning: If the security deposit isn’t applied or charged correctly, double-check your settings in Settings > Checkout and ensure the listing is configured properly. Incorrect settings can lead to financial discrepancies.

🌟 Security Deposits Configured, Ready to Protect!

You’ve successfully adjusted security deposit settings in Fleetwire! Your vehicles are now protected with tailored deposit amounts, and you can easily charge, refund, or keep deposits as needed. Test an order today to confirm everything works smoothly, keeping your rental business secure and efficient.

🚀 Next Steps

Enhance your payment and order management with these tips:

Configure Payments: Set up Stripe payments with Configuring Payment Settings at Checkout in Fleetwire.
Track Orders: Monitor returns with Registering Pickups and Returns in Fleetwire.
Charge Payments: Process manual payments with Charging Credit Cards in Fleetwire.
Need Help? Contact us at hi@fleetwire.io or via the in-app chat.

Happy renting! 🌟

Updated on: 15/05/2025