Vehicle Repair Beta Customer FAQ

The vehicle repair beta is best suited for fleet managers and business owners who oversee multiple vehicles, drivers, and repair needs. It’s particularly beneficial for those who are currently using manual methods, such as spreadsheets, to track maintenance and expenses, and who are looking to streamline and digitize these processes. Participants are encouraged to provide feedback to help shape the final product.

If your business is tax-exempt, WEX can only process sales tax-exempt transactions at some independent shops, but not at national brand shops such as Jiffy Lube, Bridgestone/Firestone, and others.

WEX offers its own rebates with selected national repair shop brands. Currently, we can only honor rates negotiated directly by WEX.

We will be adding support to exclude vehicle repair/service transactions from the limitations of fuel-only controls. However, be assured that no charges will occur unless expenses are explicitly approved through a repair order.

Our vehicle repair solution only works with our WEX fleet cards, but it does work with repair shops capable of servicing class 7 and 8 trucks.

Vehicle repair expenses are directly posted to your existing WEX fuel card account. WEX links each enrolled vehicle’s VIN to a corresponding fuel card. When a service merchant closes a repair order for a specific vehicle, WEX connects the applicable VIN to the respective fuel card account. You retain control over the VIN-to-card relationship. Authorized users can add a new vehicle and assign a card to it, or modify an existing VIN-to-card relationship at any time.

When you approve a repair order, WEX places a temporary hold on your account for the authorized amount to ensure there is enough available credit to cover the upcoming charges. This temporarily reduces the available credit on your fuel card account. Once the shop closes out the repair order, WEX simultaneously removes the credit hold and posts the actual charge to your account.

If the card connected to the vehicle VIN does not have available credit or is otherwise suspended for any reason, you will be notified when you attempt to approve a repair order. You cannot approve a repair order without adequate credit and authorized account status. As such, if you were able to approve a repair order, you should not encounter any payment declines. However, it is possible that transactions can decline if the VIN-to-fuel card relationships are not properly set up. If you experience a payment decline, please inform us immediately by emailing vehiclerepair@wexinc.com or calling 804-759-4613.

Your fleet’s approved vehicle service work is settled seamlessly and automatically. Once a merchant finalizes a repair order, WEX handles payment directly to the merchant, and the charge is reflected on your WEX account. It’s important to note that WEX only pays for services itemized in an approved repair order, ensuring accuracy and control over your fleet’s expenses.

The card the driver has is irrelevant to the payment process. Payment is issued from the card linked to the vehicle’s VIN in the WEX system, ensuring seamless and accurate transactions regardless of the card carried by the driver. Since payment is handled automatically, drivers do not need to present a card at the repair shop.

We require VINs for a variety of reasons, including but not limited to:

• Payment accounts are identified by connecting WEX fuel cards to each VIN
• WEX stores vehicle information attached to a VIN, including repair history and vehicle expenses so that fleets can access this information as needed in the future
• WEX can connect a VIN to additional internal and external systems that generate vehicle information.

Yes. However, you cannot have more than one card assigned to a single VIN.

If you already manage your VINs in WEXOnline, we simply need to validate that your VIN information is up to date. If you do not manage your VINs in WEXOnline, we’ll need to import your VIN data using a CSV file with the information outlined below.

Additionally, each VIN must be linked to a WEX fuel card in a 1:1 relationship with a Vehicle/Asset Card. Note as indicated above: Multiple VINs can be attached to the same fuel card, but a single VIN cannot be linked to more than one card.

Don’t worry, WEX will facilitate this process and support you every step of the way.

WEX will need the following information for each of your vehicles:

• VIN
• Unit Number (internal fleet number)
• Year
• Make
• Model
• Last 4 digits of fuel card to be associated with the VIN

After the initial setup process, if you need to add another vehicle, you can email the above information to vehiclerepair@wexinc.com, and we will get it added for you.

There are two ways to assign a fuel card to a VIN:

1. Log in to WEXOnline and go to Cards>View Cards. If you have Vehicle/Asset 1:1 card types, you should be able to add a VIN for each card on your fleet’s account. Simply, click on the card number to edit or add a VIN.
2. Provide data in a CSV file (see above FAQ).

As we expand the product, we will be introducing new tools to simplify enrolling, editing, and removing vehicles. These features will automate VIN imports and decode enrolled VINs, enhancing vehicle data and streamlining data management processes.

Currently, the vehicle repair beta is available at Jiffy Lube and Bridgestone/Firestone locations across the U.S. We are actively working to add more shops and will keep you updated as new eligible locations become available.

Repair order notifications will be sent directly to the designated email address with a link to view the details. The link will take you to our Vehicle Repair application which you can access using your existing WEXOnline credentials. From there, you will be able to approve or decline the repair order. Clicking “Approve” will transmit the approval to the repair shop. It’s important to note that approving the repair order obligates your fleet to pay for all approved work itemized in the repair order.

All repair orders remain open until the approved work is completed. As long as the repair order remains open, the shop can add new service operations. When a shop adds new line items to an existing repair order, WEX will send the revised repair order to the designated email address for review and approval.

Currently, WEX only supports full approval or rejection of a repair order. Amending a repair order is not yet supported, but we are working to provide this capability later in the beta period. If adjustments are necessary, you should contact the shop directly. In such cases, the shop will need to cancel the existing repair order and submit a new one with the necessary amendments.

To initiate a repair order for one of your fleet’s vehicles, repair shops need to follow these steps:

1. The repair shop can access WEX Vehicle Repair through their Auto Integrate functionality within their point-of-sale (POS) system.
2. The shop clerk should then select the “WEX Fleets” account, where your fleet’s VINs are stored.
3. Once ‘WEX Fleets’ is selected, the shop can find your vehicle by entering the last 8 characters of the VIN.

If a shop cannot find your VIN, it is likely a setup error with your WEX account related to vehicle repair transactions. This issue is unlikely to affect your fuel card(s) in any other way. Please contact us at vehiclerepair@wexinc.com or 804-759-4613 if your fleet’s VIN is not available during the search at the repair shop.

You can log in to the Vehicle Repair application (using your existing WEXOnline credentials) at any time to access all your repair orders in the “My Repair Orders” tab. Repair orders are listed by status and vehicle identifier. Additionally, each repair order will be added to the corresponding vehicle’s record, allowing you to track the repair history for each vehicle individually.

When you approve a new or revised repair order (RO), it notifies the shop to proceed with the service(s) indicated in the RO, and confirms that you agree to pay the price specified in the RO. Upon approval, WEX will place a hold on the available credit on your fuel card account for the amount specified. Once the work is completed, the hold will be replaced by the actual charge for the service(s) performed. Please note, you will not be billed for any incomplete repair orders.

When you decline a new or revised repair order (RO), the shop will not proceed with any of the work, and you will not be charged for the service(s) listed. Currently, you can only approve or decline the entire RO, but we are working on enabling line item approval, which will allow you to decline specific services while approving others. However, this functionality is not yet available in the current beta version. For now, if you need the shop to modify a repair order, you will need to call them directly. They can then revise the RO and re-submit it for your review.

If your card does not have enough available credit to cover a repair order, WEX will typically return an error message when you attempt to approve it. To resolve this issue, you should ensure that any outstanding WEX bills or statements are paid. This will help restore adequate credit to your account.

Please contact us by email at vehiclerepair@wexinc.com or by phone at 804-759-4613.

We gladly welcome your feedback on our vehicle repair solution at any time. We are happy to arrange a call to discuss your feedback in detail, or you can share your thoughts by emailing us at vehiclerepair@wexinc.com.