Fleet Wash Estimate Wizard

Fleet proposals are built for companies that need vehicle washing services -- delivery fleets, service vans, truck yards, and rental lots. The Fleet Wash Estimate Wizard has five steps: client, fleet inventory, schedule and site, pricing and options, and review and send.

Step 1 -- Client

Enter the client's contact information.

Client Fields

Search for an existing client or enter new details. Click Next to continue.

If you open the fleet wizard from a client shortcut or a lead shortcut that includes client_id or lead_id, the selected CRM customer now preloads into step 1 automatically instead of forcing a re-search or leaving the proposal blank. Native CRM customers from that lead flow now save correctly on the first fleet draft too, so the office does not need to swap them to a custom manual client just to continue. When the same office has older saved proposal contacts on file, the wizard now reuses the right saved contact safely instead of rewriting a different contact record that happens to share the same company email or phone.

If the fleet proposal starts from a lead record, the wizard now also preloads that lead's source into the Lead Source picker and carries it through the first draft save automatically. Offices no longer need to reselect the lead source by hand just to keep reporting, commission tracking, and the proposal detail workspace aligned with the original lead.

Step 2 -- Fleet Inventory

Define the vehicles that need service.

Fleet Size

Enter the total number of vehicles in the Fleet Size field. This sets the baseline for pricing calculations.

Vehicle Types Table

Build the fleet breakdown in the vehicle types table. Each row represents one category of vehicle. The wizard now pulls the same active fleet vehicle types configured in admin settings, so standard and specialty vehicle cards show up again when your org catalog is set up.

Click Add Row to add another vehicle type. Click the delete icon on any row to remove it. The total vehicle count across all rows should match the fleet size.

The shipped default fleet vehicle types now also carry ready-to-use scope descriptions behind the scenes in the shared price-book bridge. Stock rows like semis, box trucks, vans, buses, and specialty equipment no longer normalize into blank shared line-item notes when those defaults are reused downstream in the linked estimate workspace.

Each selected fleet row now includes a Customer Description field in the builder. New rows seed that text from the saved fleet vehicle-type notes when default scope copy exists, and reps can edit the description before the proposal is reviewed or sent.

Click Next to continue.

Step 3 -- Schedule & Site

Set the project timeline and location details.

Scheduling

Seasonal fleet schedules now stay intact after the first draft save. If you split a proposal into one cadence for part of the year and another cadence for the rest, the review screen, public proposal page, and exported PDF all keep the same saved month ranges and visit counts instead of falling back to generic full-year biweekly math.

The exported fleet PDF now separates the standard schedule and alternate schedule on the pricing page when a proposal is seasonal. The Scheduling & Service Plan page also lists each month in the split service calendar, so customers can see exactly which months run monthly versus biweekly.

Site Access Notes

Enter any details about getting to the vehicles. Examples: gate codes, hours of access, staging area, water hookup location, or contact person on site.

Click Next to continue.

Step 4 -- Pricing & Options

Configure pricing, add-ons, discounts, and multi-option quotes.

Base Pricing

• Base Price per Unit -- your rate per vehicle or per vehicle type.
• Total Fleet Price -- calculated automatically from the vehicle types table and base prices.

Add-ons

Check the boxes for extra services to include in the proposal:

• Detailed Interior Cleaning -- full interior wipe-down and vacuuming.
• Tire Treatment -- tire shine and wheel cleaning.
• Window Service -- interior and exterior glass cleaning.

Each add-on increases the per-vehicle or per-wash total.

Selected add-ons now also include a Customer Description editor. Default fleet add-ons start with their built-in scope copy, and any edits you make there now stay visible in Review & Send, the customer proposal page, and the exported PDF.

Optional fleet add-ons that are not marked included and still price at $0.00 no longer show up as fake line items in the shared quote-core estimate breakdown. If an add-on is only meant to appear when it is actually billed, it now stays hidden until it carries a real price or is explicitly flagged as included.

Discount

Apply a discount as a percentage or a flat dollar amount. Enter the value and select the type.

Multi-Option Builder

Create multiple service tiers so the client can choose their preferred level.

Click Add Option to create a new tier. Each option has its own name, description, included services, and total price. Common setups:

• Basic -- exterior wash only.
• Standard -- exterior wash plus windows and tires.
• Premium -- full detail including interior.

The client sees all options side by side when they view the proposal.

Vehicle-by-Vehicle Pricing Preview

Below the options, a preview table shows the price breakdown per vehicle type. This includes the base price, add-ons, discount, and tax for each category.

Click Next to continue.

Step 5 -- Review & Send

Review the full proposal and send it to the client.

Proposal Summary

The review screen shows:

• Client and company details
• Fleet inventory breakdown
• Vehicle and add-on customer descriptions exactly as the client will read them
• Schedule and site information
• Pricing options (if multi-option) or single price
• Add-ons, discounts, and tax
• Grand Total

The fleet review margin summary now uses the quote's saved fleet pricing, wash-time assumptions, visit schedule, and fleet cost settings. That means the Pricing & Options step, the Review & Send margin summary, and the AI review all read from the same quote-level net-margin math instead of showing different results from a hardcoded preview calculator or only one season's pricing.

Actions

Sending the Proposal

Click Send to Client to open the shared review-and-send modal. That screen now shows the same two-part delivery review used elsewhere in the product: one editable email preview and one editable SMS preview side by side before anything goes out.

When you confirm the send, CleanEstimate Pro emails the PDF proposal and also texts the client in the same send action. If the client does not have a phone number on file, or if SMS delivery is unavailable, the proposal email still sends and the office sees a warning explaining why the text message was skipped.

Fleet proposal sends now also refresh the linked shared estimate workspace before the send flow finishes. That keeps the online proposal link and the shared estimate send history aligned with the latest fleet proposal details instead of treating the linked estimate sync as a background afterthought.

Behind the office-side draft edit and send routes, more of that fleet proposal lifecycle now runs through the shared quote-core services directly too. Status-field bookkeeping, linked-estimate send-link preparation, and linked estimate refresh now live in the shared fleet/commercial quote services instead of staying split across the route handlers.

The first public fleet proposal open now follows the same shared quote-core viewed-event path too. When the customer opens a sent fleet proposal for the first time, CE Pro records the source proposal view, advances the commercial pipeline, updates the linked estimate workspace to Viewed, and writes the shared quote event from one helper instead of firing a best-effort linked-estimate sync after the page already rendered.

When the customer signs the public fleet proposal, CE Pro now validates and stores the drawn signature image before the proposal flips to accepted. The assigned rep, plus owners and managers, also get an immediate admin-bell alert that the fleet proposal was signed, and the bell itself refreshes live instead of waiting for the older 30-second poll cycle.

If later follow-up steps like activity logging, pipeline history, or linked-estimate automation hit a temporary issue after the customer signs, the signature still sticks and the proposal stays accepted instead of bouncing back with a false failed-sign result.

Fleet and commercial building proposal signatures now run through the same shared acceptance flow behind the scenes, so signature uploads, accepted-alert writes, pipeline movement, linked-estimate sync, and accepted-estimate follow-up automation stay aligned across both commercial proposal types.

That same quote-core follow-up path now also runs when the office manually moves a fleet proposal to a won stage in the commercial pipeline. CE Pro no longer treats those office-side accepted moves as a separate bookkeeping branch, so the linked estimate workspace, accepted automations, and downstream follow-up stay aligned whether acceptance came from the customer signature flow or an internal pipeline action.

Fleet proposal review now auto-prepares the draft only when the form data is valid, and the review actions stay available even if the legacy Workiz lookup is offline. Native CRM results still appear first, and duplicate client matches are filtered before they render.

If you choose a native CRM contact or enter a fleet client manually, the proposal flow now creates the proposal-side contact record behind the scenes instead of passing a synthetic client id into the save API. That keeps new fleet proposals from failing on contact selection edge cases.

Seasonal annual totals in review now use the saved cadence for each season, so splits like monthly April-October plus biweekly November-March keep the expected 7 and 10 visit counts all the way through the client view and PDF export.

Fleet draft saves now finish their linked estimate sync before the save request returns. If the shared estimate workspace cannot be updated, the proposal draft save fails and rolls back cleanly instead of leaving the proposal and linked estimate out of step.

Those fleet draft create/edit saves now also write the shared quote-core created and saved events on the linked estimate workspace as soon as the sync succeeds, so downstream reporting and timeline surfaces can treat fleet drafts like the other migrated quote wizards instead of leaving that activity invisible until send time.

That linked-estimate write now happens inside the fleet draft-save service itself instead of a later projection-style follow-up helper. In practice that means the saved fleet proposal and the shared estimate workspace now commit or fail together more consistently during draft create/edit work.

If the proposal-level terms box is blank, the fleet PDF now falls back to the workspace default fleet wash terms from Admin > Commercial > Settings instead of using a hidden hardcoded paragraph set.

The main Settings workspace now includes direct shortcuts to both Commercial and Commercial Settings, so the commercial dashboard and proposal-defaults screen are easier to reach from the UI.

Fleet vehicle-type settings now bridge through the shared quote-core price-book layer too. The Fleet Settings screens and fleet wizard picker still show the same vehicle-type rows, but those reads now come from the shared price_book_items bridge when it is available, with the legacy fleet table only acting as the fallback source during the migration window.

Those fleet vehicle-type admin saves now also treat the shared price-book update as part of the save itself. If CE Pro cannot write the matching shared catalog row, the vehicle-type create, update, or delete rolls back instead of leaving the legacy fleet table and the shared quote-core catalog out of sync.

The dedicated Admin > Fleet > Settings screen still handles vehicle types, cost assumptions, and discount references for fleet teams, and it now includes a direct Edit Proposal Terms shortcut into the shared commercial-settings defaults editor.

Working the Proposal After It Is Sent

Once a fleet proposal is open in the detail view, the action bar now matches the unified estimate workspace flow more closely:

• Open Estimate Workspace jumps into the shared estimate record tied to the fleet proposal.
• Convert to Job books the proposal directly into the jobs calendar without leaving the proposal page.
• View Job replaces the convert button after the first job is created.
• Create Recurring Template appears for accepted fleet work that should repeat on a route.

That recurring-template shortcut now prefers the canonical shared quote-core line items from the linked estimate workspace when they are available, and the created template keeps a source-estimate link so recurring automation can trace it back to the accepted fleet quote later.

Behind that workspace jump, fleet linked estimates now carry canonical shared quote-core line items too instead of only the older JSON line-item snapshot. Those canonical rows also keep the real shared price_book_item_id link for bridged fleet vehicle types, so downstream pricing, analytics, and future wizard reuse can follow the same catalog item instead of relying only on copied vehicle metadata. The fleet proposal routes still own the main proposal tables for now, but the shared estimate record now keeps a structured fleet service/add-on breakdown that matches the quote-core direction used by generic and residential work.

Fleet detail pages also include a shared Tags card for the linked commercial contact. Those tags now feed the unified Estimates list filters, so fleet and commercial proposal records can be segmented with the same tag workflow the residential CRM already uses. Older proposal-side contacts now load in that card reliably too, even on workspaces where the proposal_clients table never had an updated_at column.

Tips

• Break the fleet into vehicle types even if prices are the same. This gives the client a clear picture of what they are paying for.
• Use the multi-option builder to upsell. Most clients choose the middle tier when presented with three options.
• For recurring contracts, set the frequency in Step 3. The proposal shows the per-wash and annual totals.
• Double-check the vehicle count. The total across all rows in the vehicle types table should match the fleet size number.
• If a fleet vehicle-type save fails in the admin setup flow, the workspace now shows a plain-language error instead of a raw system message, which makes permission or setup problems easier to correct.
• If another admin deletes a saved vehicle type while you still have it open, updates now return a clean not-found message instead of a generic server failure, so refreshing the fleet setup view gets you back in sync faster.