📋 Understand the Fleetwire Order Workflow!

Each order in Fleetwire represents a unique customer experience, and keeping track of its stage ensures your rental business runs smoothly! Fleetwire’s built-in order workflow helps you monitor every step—from creating a new order to archiving it when complete. Let’s break down the workflow stages and how to manage them to keep your operations organized and efficient.

🎯 Why Use the Order Workflow?

The Fleetwire order workflow helps you:

Stay Organized: Track the status of each order, from creation to completion.
Manage Inventory: Ensure listings are reserved and available at the right times.
Enhance Customer Experience: Keep customers informed by updating order statuses as they progress.

Note: Each stage of the workflow reflects where the order is in the rental process—let’s explore them!

🛠 The Fleetwire Order Workflow Stages

Here’s an overview of the order workflow stages in Fleetwire:

New Order: Create a draft order (not saved until moved forward).
Concept Order: Save a draft for future reference.
Reserved Order: Reserve a listing for a customer.
Picked Up Order: Mark when the vehicle is with the customer.
Returned Order: Indicate the vehicle is back in your stock.
Archived Order: Finalize the order to clean up your active list.

Let’s dive into each stage and how to manage them.

Step 1: Create a New Order

A New Order is a draft that hasn’t been saved yet and is only visible to the user or team seat that created it.

Where to Make a New Order

In your Fleetwire dashboard, go to Orders in the upper left-hand corner.
Click the + Order button on the top right to start a new order.
Add the customer profile, rental dates, and order details (e.g., select a listing).

Note: A New Order doesn’t have an order number and can be overwritten until saved—it’s a temporary draft.

Next Steps After a New Order

Once you’ve added a rental period, customer, and listing, you can:
- Save as a Concept: Save the order as a draft for later.
- Reserve: Move to a Reserved Order to lock in the listing.
- Pick Up Items: Mark as picked up if the rental period has started (requires a rental period and listing).



Pro Tip: Add all necessary details (customer, dates, listing) before saving to avoid losing your draft!

Step 2: Reserve the Order

A Reserved Order locks in the listing for the customer, ensuring it’s unavailable for others during the rental period.

- Orders from your online store (e.g., testcompany.fleetwire.io) come in as Pending by default.
- Reserved orders should be for future dates—if the start date has passed, it’ll appear in orange to indicate it’s late.
- Reserving a listing reduces its availability for those dates in your inventory.

Next Step After a Reserved Order

When the pickup or delivery time arrives:
Go to the order in Orders.
Mark the order as Pre-Pick Up or Picked Up to indicate the vehicle is with the customer.

Note: Use the “Picked Up” status even if you deliver the vehicle—it means the listing is now with the customer.

Step 3: Mark as Picked Up

A Picked Up Order indicates the vehicle is with the customer, whether picked up or delivered.

In the order details, update the status to Picked Up once the customer has the vehicle.
This status ensures the listing is marked as unavailable during the rental period.

Next Step After a Picked Up Order

When the customer returns the vehicle:
Update the order status to Returned to indicate the vehicle is back in your stock.
If the customer returns early, adjust the order’s end date to reflect the actual return date.

Note: If the listing has padding time (e.g., a buffer after the rental), it won’t be available until that time passes.

Step 4: Mark as Returned

A Returned Order means the vehicle is back in your possession and no longer with the customer.

Once the vehicle is returned, update the order status to Returned in Orders.
Ensure the vehicle is ready for the next rental (e.g., cleaned, inspected).

Next Step After a Returned Order

After completing all post-rental tasks (e.g., payments, deposit refunds, customer emails):
Mark the order as Archived to clear it from your active order list.
Archiving is optional—some businesses prefer to keep orders in the “Returned” state to view them alongside active orders.

Note: Archived orders are hidden from the main list but can be viewed by filtering for “Archived” in the sidebar.

Step 5: Archive the Order (Optional)

An Archived Order is the final stage, cleaning up your active order list.

Ensure all tasks are complete (e.g., vehicle checked, invoiced, customer communication finished).
Update the order status to Archived in Orders.
Filter by “Archived” in the sidebar to view these orders later.

Quick Tip: Archiving helps keep your order list focused on active and upcoming rentals—perfect for staying organized!

🔄 Reverting Order Statuses

Need to change an order’s status or adjust details after it’s progressed?

Open the order in Orders.
Click the More menu within the order.
Select Revert Status to move the order back to a previous stage (e.g., from Picked Up to Reserved).
Adjust dates or listings as needed and save.



Quick Tip: Reverting is handy for correcting mistakes, like if a vehicle wasn’t actually picked up yet.

🚫 Canceling an Order

If an order needs to be canceled entirely, you can do so from the same menu.

In the order’s More menu, select Cancel Order.
Confirm the cancellation—this action is permanent and cannot be undone.
Note: Canceling an order doesn’t nullify invoices—you’ll need to create a negative invoice in the order to offset any charges.



Warning: Once an order is canceled, it cannot be restored—double-check before proceeding!

🧪 Test the Order Workflow

Ensure the workflow stages work smoothly for your rental process.

Create a test order in Orders and move it through each stage: New → Reserved → Picked Up → Returned → Archived.
Test reverting a status (e.g., from Picked Up back to Reserved) to confirm flexibility.
Cancel a test order and verify the cancellation process, including creating a negative invoice if needed.

Quick Tip: Test with a future rental period to see how availability updates in your inventory!

🌟 Order Workflow Mastered, Rentals Organized!

You’ve now mastered the Fleetwire order workflow! From creating new orders to archiving completed ones, you can keep track of every rental with ease. Test the workflow today to ensure your process is seamless.

🚀 Next Steps

Enhance your order management with these guides:

Manage Listings: Set up your inventory with Creating and Managing Listings in Fleetwire.
Track Pickups and Returns: Update statuses with Registering Pickups and Returns in Fleetwire.
Send Payment Requests: Get paid with Sending Payment Requests to Customers.
Need Help? Contact us at hi@fleetwire.io or via the in-app chat.

Happy managing! 🌟

Updated on: 15/05/2025