About Fuelman Maintenance
What are the benefits of using Fuelman Maintenance?
Fuelman Maintenance is a total fleet management solution that lets you manage your fleet maintenance and repairs in one place. Our all-in-one tool can help your company save the time you spent communicating with the shop, negotiating prices, and reviewing recommended shop services, allowing you to focus your time on your business. Our robust reporting gives you insight on how much you’re spending on maintenance, while also ensuring your drivers are properly maintaining their vehicles to avoid costly repairs down the road.
Plus, maintenance and repair services you approve will be billed directly to your Fuelman line of credit, so that all maintenance and fuel expenses are visible in one place.
How much could this save me on maintenance?
*Based on a nationwide survey conducted in 2021 by CarAdvise. Discounts vary by location and services provided.
How much does Fuelman Maintenance cost?
INCLUDED in packages: Plus, Premium, Pro & Enterprise.
ADD-ON for $2.99 per card per month: Customers on Regular package. Customers not on a package.
ADD-ON for $4.99 per enrolled vehicle per month: Customers on the Basic Package.
Who do I contact for support or to learn more?
For Fuelman Maintenance support, call 888-353-3899 or email us at [email protected].
How do I access my Fuelman Maintenance account?
You can access Fuelman Maintenance via a mobile device or computer. Log into Driven For Fuelman and after logging in, select Fuelman Maintenance on the top of the page, or from the “Services” dropdown menu. You can also access the Fuelman Maintenance mobile app, but you must have logged into Fuelman Maintenance through Driven, at least once before.
If you’re having an issue logging into your Driven For Fuelman account, contact Fuelman Customer Service at 800-877-0800, option 1 in the phone tree.
For assistance getting into the Fuelman Maintenance mobile app, contact Fuelman Maintenance Support at 888-353-3899 or email us at [email protected].
What shops can I take my vehicle to, how do I search for them?
We work with over 25,000 shops including national brands like Firestone, Pep Boys, Goodyear, Monro, Meineke, and more! Navigate to the “Shops“ tab 
. There you can input your zip code or local city name and see a list of shops in that area.
I’m not seeing the shop I normally work with; can it be added?
What are “Saved Shops”?
You can designate shops you frequent often as “favorites“ by selecting the ★ icon next to the shop logo. To save you time, these will be saved in your “Saved Shops“ tab.
How do I enroll vehicles into Fuelman Maintenance?
Navigate to the “Vehicle“ icon 
, entering in your VIN or license plate, and connect it with the card number attached to the vehicle. For more than 10 vehicles, enrolling your fleet is simple with our bulk upload feature. Your onboarding agent will provide you the VIN & Driver form to fill out and they’ll take it from there to upload your vehicles quickly.
How do I add and update vehicle information?
Navigate to Fuelman Maintenance from your mobile device or computer. Click the “Vehicle“ icon , select the vehicle and click “Edit“. Here you can adjust the Department Number, Update the License plate, Registered state, and Registration expiration date.
Mileage is updated each time the vehicle is refueled (entered at pump), but is adjustable in the platform. Mileage is also updated by the shop when the vehicle is at one of our in-network shops for service.
What is the Glovebox and what does it do?
The Glovebox allows you to save important information for the specific vehicle, such as Vehicle Insurance, Registration and Extra Documents. Our system will alert you when these documents are nearing their expiration, allowing you to be proactive about keeping your fleet documentation up to date.
To access the Glovebox, navigate to the “Vehicle“ icon , select the vehicle you wish to view, and select the document you wish to upload, completing the required fields.
How do I add new users and assign them to vehicles?
Go to “Settings” 
and select “Users“. Complete the appropriate fields [first & last name, email, phone, role – Driver], and assign them their vehicle(s), then select “Next“. From here, set up notification preferences. This step is VERY important if the Driver will have approval permissions. We recommend having text notifications enabled for at least “Approvals Required“ and “Appointment Confirmed“. Once completed, select “Save“.
To add another Fleet Manager, they must be set up as an Admin within your Driven For Fuelman account. For additional assistance, contact Fuelman Customer Service at 800-877-0800, option 1 in the phone tree.
How do I schedule service?
Navigate to Fuelman Maintenance from your mobile device or computer. Click the “Vehicle“ icon and select the vehicle you’re looking to book services for. Select “Schedule Service“, choose a shop and service(s) you wish to have performed. Choose “Schedule Appointment“ to select a future date and time. Then select “Submit Service Request“ to schedule your requested services.
What does my driver need to do at the shop?
Your driver will present their Membership Card when they arrive at the shop, and the shop will process the order as a “CarAdvise National Fleet Account“ through Auto Integrate. At appointment check-in, if the shop needs assistance processing the order you can have them call CarAdvise at 312-779-1549.
- Driver arrives at an in-network shop of ours and presents their Membership Card when checking in
- Shop submits the work order as a “CarAdvise National Fleet Account” through Auto Integrate, then waits for your electronic approval through the program to begin the service(s) you’ve reviewed and approved
- Driver patiently waits as the shop completes the work
How do I view membership cards?
You can request physical Membership Cards to be sent via mail.
Drivers will have access to a digital Membership Card of their assigned vehicle(s) in their Fuelman Maintenance app. Have them log into the app, click the person icon 
in the lower right of the screen. They’ll see “Membership Card” in the list. Drivers will only see the membership card of the vehicle(s) assigned to them, Fleet Managers will see all vehicles in the list. Select the vehicle to view the Membership Card.
How do I adjust my notification preferences?
To adjust your alert settings, go to “Settings“ and on the “Users“ tab. Select “Edit User” and select new notification preferences then select “Save“. We recommend having your text notifications enabled for at least “Approvals Required“ and “Appointment Confirmed“ and email notifications enabled for “Payment Received“ and “Approvals Required“.
How do I electronically approve work?
Fleet Managers will receive an email and/or text about vehicles that are awaiting approval. Approvers will navigate to their Fuelman Maintenance dashboard. On the dashboard, select “Needs Approval“ then click “Review“ on the order awaiting approval. A new screen will open, allowing you to review recommended services and pricing. You will have the option to approve all services or to approve selected items line by line. Once you select “Approve“ for the work you wish to authorize, click “Continue to payment“, select the “Fuelman Fuel Card“ option, then select “Submit Approvals“ to send your approval to the shop.
How will I be charged for services?
Once you log in, review and approve, we charge your Fuelman account at the time you approve. All maintenance and fuel expenses are consolidated in one place and billed on one invoice.
What happens when I decline work the shop recommends?
When services are declined, the shop is notified and will not perform the declined service(s). You will not be charged for any services you declined. The declined items are saved in your maintenance history as a recommendation, which you can reschedule at any time.
Can the drivers approve work on their phones?
Yes, the Fleet Manager can set up Policies that allow Drivers the ability to approve on their phone, but they do not have the permission to approve by default. The Fleet Manager sets the policies so they can decide who is authorized to approve, for what services, and for how much.
What is a policy, where to set policies, who can add policies?
A policy on the Fuelman Maintenance platform allows you to auto-approve services, or enable users to approve services based on your selections. In “Settings“ , select Policies, and select “Add New Policy“. Your Fuelman Maintenance account manager and Fleet Manager(s) can set policies for your team. The policies you set for your team determine the extent of services and/or total cost they can approve. Auto-approvals only approve if the total requested is below the set policy and/or the items requested are in the approved list of services.
How do I deactivate users, and can I view them/ reactivate after they are deactivated?
Yes, you can deactivate users, and view who is inactive, and reinstate them. To deactivate a driver, navigate to the “Users“ tab in “Settings“ , find the driver you wish to deactivate, and click the deactivate button on the right. If you wish to reinstate or accidentally deactivate the wrong driver, you can view them when filtering by selecting the checkbox “Show Inactive Users“. This will filter deactivated drivers, and allow you to reactivate them with a click of the “Activate“ button.
How do I deactivate vehicles?
Click the “Vehicle” icon , then select the checkbox to the left of the vehicle(s) you wish to deactivate. You will see a pop-up at the bottom of the screen, and after you click “Deactivate” the vehicle(s) will be removed from your list of active vehicles. You can verify your success by filtering by “Show Inactive Vehicles“.
Deactivating vehicles does not completely remove it from your account. It will still be included in history and financial search functions. We suggest also cancelling the vehicle-specific fuel card to avoid any issues.
How do I view deactivated vehicles and reactivate them if needed?
Click the “Vehicle” icon , then filter for inactive vehicles by clicking the “Show Inactive Vehicles“ checkbox. Once you’ve located the vehicle needing reactivation, click the checkbox and select “Activate“ from the popup. The vehicle will now be active and you can schedule services again.
How do I view upcoming, past, and active services?
Navigate to “Shop Orders” 
, you can review all past and upcoming orders. You can also schedule new services and add maintenance history for past orders not completed through the Fuelman Maintenance program.
How to manually add maintenance?
Our system will automatically record when you have service performed through the Fuelman Maintenance program, therefore adding maintenance is only needed when services are not through the program. Add maintenance manually by navigating to the “Shop Orders” . In the upper right area of the screen find and select “Add Maintenance History“. On the new page complete the form, keeping in mind that required info is marked with an asterisk. Uploading an image of your invoice isn’t required, but is recommended. The items on the shop’s invoice may not exactly match the line items in the Dropdown, and that’s OK. If you need help translating an item, the customer service agents at CarAdvise can help with that. Lastly, add any comments you may have and press “Save“.
How do I view the maintenance history of a specific vehicle?
Click the “Vehicle” icon . To view the history of the vehicle you want, select the vehicle and select the “Maintenance History“ tab.
How do I cancel Fuelman Maintenance?
Contact us at 888-353-3899 or email us at [email protected] to cancel.
