Order to rental workflow

Fleet Sales Order Intake & Rental Agreement Control

Import 1-1000 vehicle orders, split location-based sub-orders, generate rental agreements, collect client signatures, countersign, notify the vehicle company, and track receipt per vehicle.

Order

SO-QTA-26001

Vehicles

1,000

Vendor

Young Fleet Sales

Status Pipeline

Every step generates a full-detail admin email from orders@utefleet.com.

Admins + Fleet Admins notified

ORDER IMPORTED

AGREEMENT DRAFTED

CLIENT SIGNED

COUNTERSIGNED

DELIVERY NOTICE SENT

PARTIALLY RECEIVED

ACTIVE RENTAL

Approved Roles

Users may hold roles across multiple client organizations.

SUPER_ADMIN

Global tenant, user, and system governance

ADMIN

Receives every detailed status email

FLEET_MANAGER

Imports orders, creates agreements, resolves work queue items

FLEET_ADMIN

Countersigns client-signed rental agreements

CLIENT_ADMIN

Manages client users across organizations

CLIENT_APPROVER

Reviews agreements and requests changes

CLIENT_SIGNER

Signs agreements in full

CLIENT_VIEWER

Views orders, agreements, delivery, and receipts

FLEET_VENDOR_CONTACT

Sales manager receiving delivery notices

DELIVERY_COORDINATOR

Coordinates ship-to addresses and delivery notice execution

Imported Sales Order

CSV import by Jenny Doe at 2026-08-16 09:12 MST

Sales manager: Jordan Sales <jordan.sales@youngfleet.example>
Client: Quanta Services Corporate
Original order: SO-QTA-26001
Vehicle count: 1,000

Common sales order fields

Order / PO numberSales manager contactYear, make, model, trimVIN when assignedDealer invoice amountMSRPFactory optionsUpfit detailsExpected delivery dateShip-to address

Sub-Order Split

Location groups preserve the original order with incrementing suffixes.

Sub-order	Vehicles	Delivery address	Agreement	Status
SO-QTA-26001-1	250	100 Utility Yard Rd, St. George, UT 84770	RA-SO-QTA-26001-1	CLIENT SIGNED
SO-QTA-26001-2	250	220 North Yard Rd, Cedar City, UT 84720	RA-SO-QTA-26001-2	COUNTERSIGNED
SO-QTA-26001-3	300	44 Substation Loop, Moab, UT 84532	RA-SO-QTA-26001-3	DELIVERY NOTICE SENT
SO-QTA-26001-4	200	712 Field Ops Pkwy, Vernal, UT 84078	RA-SO-QTA-26001-4	CLIENT REVIEWING

Rental Agreement Signature Control

Client signs in full; Fleet Admin countersigns; active rental begins at signature.

Complete

Agreement

RA-SO-QTA-26001-2

Complete

Insurance gate

Verified before signing

Complete

Client signature

Alex Client - signed with typed-name test e-signature

Complete

Fleet Admin

Frank Admin - countersigned

Monthly rent

$1,850 / vehicle

Term

36 months

Signed PDF

/generated/agreements/RA-SO-QTA-26001-2.pdf

Delivery Notice

Sent to the order sales manager after countersignature.

From: orders@utefleet.com
To: jordan.sales@youngfleet.example
Channels: Email + Portal + PDF
Status: DELIVERY NOTICE SENT

Per-Vehicle Receipt Confirmation

Each receipt requires vehicle photo, VIN photo, and timestamp.

SO-QTA-26001-2-VEH-0001

1FT00000000000001

RECEIVED CONFIRMED

Vehicle photo + VIN photo + timestamp

SO-QTA-26001-2-VEH-0002

1FT00000000000002

ISSUE REPORTED

Bumper damage note added to Fleet Manager work queue

Admin Email Status Log

Subject includes status change; body starts with portal link.

[ORDER_IMPORTED] Order SO-QTA-26001

[AGREEMENT_DRAFTED] Agreement RA-SO-QTA-26001-2

[CLIENT_SIGNED] Agreement RA-SO-QTA-26001-2

[ACTIVE_RENTAL] Agreement RA-SO-QTA-26001-2

[COUNTERSIGNED] Agreement RA-SO-QTA-26001-2

[DELIVERY_NOTICE_SENT] Delivery Notice RA-SO-QTA-26001-2

[PARTIALLY_RECEIVED] Vehicle Receipt 1FT00000000000002

Fleet Manager Work Queue

Client requested bumper fix

High

Receipt confirmation for VIN 1FT00000000000002 includes damage notes and photos.

Agreement change request

High

Client asked Fleet Manager to adjust delivery address, requiring addendum acknowledgment.