UNDERSTANDING YOUR PENSKE INVOICE Learn about your options and managing invoices in Fleet Insight™
CONTENTS
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Introduction 3 Invoicing overview ............................................................................ 4 How to read your invoice ................................................................. 5 Detail section overview 6 Contract and rental detail section ...................................................... 7 Maintenance detail section ................................................................ 8 Fuel detail section ............................................................................ 9 Special detail section ...................................................................... 10 Invoicing format and delivery options .......................................... 11 Fleet Insight..................................................................................... 12 Review invoices online 24/7 ............................................................. 13 Distance & Hours Billing 14 Notifications .................................................................................. 15 Gaining access ............................................................................... 16 Glossary of terms 17
INTRODUCTION
It’s always our goal to provide solutions to your transportation needs that allow you to devote more of your time to what’s really important: satisfying your customers.
This commitment to simplification extends to our streamlined invoicing process. Our invoices detail all charges in a quick-to-read, well-organized format. We also provide a variety of invoice delivery options (online, EDI and paper).
This brochure will explain how to read your billing invoices and how to manage them in Fleet Insight.
For additional information, call 800-806-2098 or email customercare@penske.com
INVOICING OVERVIEW
Contract and Rental
Monthly
• Lease
• Guaranteed contract maintenance
• Pegged contract (lease) units
• Mileage
• Extra units
• Substitute units
• Interim units
Fuel Weekly
• Fuel islands at Penske locations
• Penske’s fuel card program
WHEN CHARGES ARE BILLED
Fixed charges –Start of billing period
Mileage charges –End of billing period
Maintenance Weekly
Monthly
Special Billing
Weekly
• Non-contractual repairs for lease and guaranteed contract maintenance
• Pegged contract maintenance customers are billed their total maintenance expenses less any billed mileage charges from their lease invoice, if contracted. Any variances are reconciled on the maintenance invoice.
• Accident repairs
• Taxes: Federal Heavy Vehicle Use Tax, fuel and mileage taxes, personal property taxes, sales tax, etc.
• Licensing/permitting fees
• Vehicle citations
Start of billing period
Start of billing period
Start of billing period
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INVOICE TYPE BILLING CYCLE CHARGES (For each contract vehicle and rental vehicle)
HOW TO READ YOUR INVOICE
To make your job easier, Penske delivers an easy-to-read invoice for contract and rental, maintenance, fuel and special billing. You can quickly and easily find the details you need. We use plain language to describe all charges so you can quickly understand the details.
Invoice Data. Here you will find the invoice number and date.
Account Information. Here you will find the account information we have on file about your company. Please notify us if there are any changes to this information.
Servicing Information. Here you will find contact information for the Penske location servicing your vehicles.
Charge Summary. Here you will find the charges for this invoice broken out by contract. This contains your charges for contract vehicles and services along with any additional non-contract vehicles and services rendered during the invoice period.
Payment Coupon. Here you will find the due date, total amount due and our mailing address. Return this portion when paying the invoice. Please be sure to include the invoice number on your check.
Watch our video to better understand the charges on your first invoice.
5 0015101348 Invoice December 28, 2018 Contract And Rental Invoice 1 of 3 Page: SARASOTA Questions? Go paperless .Contact us at billing.inquiries@penske.com or call 800-806-2098. Contract And Rental Charge Summary Total charge Lease charge Units Description $217.07 $217.07 1 Maintenance - PEG units $173.16 $173.16 1 Rental units $390.23 $390.23 2 Total Contract And Rental Charges Payment coupon 0015101348 Invoice: December 28, 2018 Date: 60028000-0728 Customer: Total due by 1/7/2019 $ 390.23 Amount enclosed Please write the invoice number on a check payable to Penske PENSKE TRUCK LEASING CO., L. P. P.O. BOX 532658 ATLANTA, GA 30353-2658 ABC COMPANY INC 123 PENSKE WAY READING, PA 19607 Customer: 69999900-0728 Contact: (941) 753-0161 ABC COMPANY, INC. 123 PENSKE WAY READING, PA 19607
A detail section accompanies every invoice and includes the following regardless of invoice type: Unit Category, Unit Type and Totals by Contract Type. Below is an example of where these sections can be found on your invoice.
6 Period Ending: 6/25/2019 Lease Unit Detail Trucks Total charge Tax Vehicle adjust Fixed charge Variable charge Unit of Measure Rate Total Day Wk Period Mon Charge class My unit # Unit # Unit type $1,662.28 $1,502.23 $160.05 Miles $0.1094 1,463 1 Power 149453 150916 Beginning: Ending: 654619 24FT SAD MEDIUM VAN $1,662.28 $1,502.23 $160.05 1,463 Total Lease Trucks $1,662.28 $1,502.23 $160.05 1,463 Total Lease Unit Charges Rental Unit Detail Trucks Total charge Tax Vehicle adjust Fixed charge Variable charge Unit of Measure Rate Total Day Wk Period Mon Charge class My unit # Unit # Unit type $109.97 $9.08 -$17.81 $95.00 $23.70 Miles $0.1500 158 1 Power 6/25/2019 6/24/2019 33694 33852 220416 26FT SAD MEDIUM VAN Extra $109.97 $9.08 -$17.81 $95.00 $23.70 158 Total Rental Trucks $109.97 $9.08 -$17.81 $95.00 $23.70 158 Total Rental Unit Charges $1,772.25 $9.08 -$17.81 $1,597.23 $183.75 1,621 Total Contract And Rental Charges Contract And Rental Charge Tax Recap Tax Charge Quantity State Distance/Hours Charge Summary $183.75 1621 Miles $9.08 Taxable Amount AR $9.08 Total Tax 3 of 3 Page: 0016160078 Invoice: June 28, 2019 Date: LITTLE ROCK Questions? (501) 562-3744 Contact: Customer: 6999900-7830 Unit Service Period: Beginning: Ending: RA#: 70467051 Driver: JOHN SMITH HOW TO READ YOUR INVOICE Detail Section Overview
Unit Category Unit Type Totals by Contract Type
Contract and Rental Detail Section
This section accompanies every contract and rental invoice. We provide detailed charges for each unit by each unit category. Please note – by contract type may also be found in the detail section. This includes a breakdown of totals by fixed charge, variable charge and tax.
Watch our video to better understand the charges on your Contract and Rental invoice.
7 Period Ending: 6/25/2019 Lease Unit Detail Trucks Total charge Tax Vehicle adjust Fixed charge Variable charge Unit of Measure Rate Total Day Wk Period Mon Charge class My unit # Unit # Unit type $1,662.28 $1,502.23 $160.05 Miles $0.1094 1,463 1 Power 149453 150916 Beginning: Ending: 654619 24FT SAD MEDIUM VAN $1,662.28 $1,502.23 $160.05 1,463 Total Lease Trucks $1,662.28 $1,502.23 $160.05 1,463 Total Lease Unit Charges Rental Unit Detail Trucks Total charge Tax Vehicle adjust Fixed charge Variable charge Unit of Measure Rate Total Day Wk Period Mon Charge class My unit # Unit # Unit type $109.97 $9.08 -$17.81 $95.00 $23.70 Miles $0.1500 158 1 Power 6/25/2019 6/24/2019 33694 33852 220416 26FT SAD MEDIUM VAN Extra $109.97 $9.08 -$17.81 $95.00 $23.70 158 Total Rental Trucks $109.97 $9.08 -$17.81 $95.00 $23.70 158 Total Rental Unit Charges $1,772.25 $9.08 -$17.81 $1,597.23 $183.75 1,621 Total Contract And Rental Charges Contract And Rental Charge Tax Recap Tax Charge Quantity State Distance/Hours Charge Summary $183.75 1621 Miles $9.08 Taxable Amount AR $9.08 Total Tax 3 of 3 Page: 0016160078 Invoice: June 28, 2019 Date: LITTLE ROCK Questions? (501) 562-3744 Contact: Customer: 6999900-7830 Unit Service Period: Beginning: Ending: RA#: 70467051 Driver: JOHN SMITH
HOW TO READ YOUR INVOICE
Name. It lets you know which driver was listed as the vehicle operator. Tax Recap. This convenient feature allows you to see the total cost of local taxes included in your invoice. Total Contract and Rental Charges
Driver
HOW TO READ YOUR INVOICE Maintenance Detail Section
This section accompanies every maintenance invoice and includes any service being billed during the invoice period.
8 Non-contractual - Lease Unit Detail Tractors 173699 Unit# : My # : TADC TRACTOR Unit type Total charge Price Qty/Hours Part # Description $68.65 $13.73 5.00 600972 DEF - 2.5 GALLON DIESEL E... $68.65 Subtotal $4.12 Tax $72.77 Total RO# 279385 DIESEL EXHAUST FLUID 4504890384 PO: NEED DEF Complaint: RAN OUT Cause: SALE - DIESEL EXHAUST FLUID Correction: ADD DIESEL EXHAUST FLUID - (DEF) T O PROPER LEVEL; CHECK FOR LEAKS Note: 279385 RO: 12/12/2018 Date in: 12/12/2018 Date out: ALLENTOWN Location: 76613 Mileage: $72.77 Unit total 173699 173705 Unit# : My # : TADC TRACTOR Unit type Total charge Price Qty/Hours Part # Description $0.00 0.50 Labor $329.00 PARTS $329.00 Subtotal $19.74 Tax $348.74 Total RO# 279485 FRONT TIRES 4504890384 PO: STEER TIRE Complaint: CHUNK DAMAGE Cause: REPLACE STEER / FRONT TIRE(S)-LEFT Correction: INSPECT FRONT END AND STEERING AS NEEDED; REMOVE STEER TIRE(S) AND REPLACE WITH NEW;TORQUE L UGS TO SPEC; PERFORM RADIAL RU N-OUT Note: 279485 RO: 12/17/2018 Date in: 12/17/2018 Date out: ALLENTOWN Location: 103227 Mileage: $348.74 Unit total 173705 $421.51 Total Non-Contractual - Lease Tractors $421.51 Total Non-contractual - Lease Unit Charges $421.51 Total Non-contractual Maintenance Charges Maintenance Charge Summary Maintenance Tax Recap Tax Charge Quantity State $0.00 Labor $397.65 Parts $23.86 Tax $23.86 Taxable Amount 397.65 PA-37 1 $421.51 Total $23.86 Total Tax 3 of 3 Page: 0015328044 Invoice: February 4, 2019 Date: ALLENTOWN Questions? (610) 797-6100 Contact: Customer: 6999900-0099
This area lists the complaint, cause and correction of any repair or service performed on the unit during the invoice period. It also lists your corresponding purchase order number. This area may also contain notes from the technician servicing the unit. Repair Order Costs. This section details the costs of the repair order. Total Maintenance Charges Tax Recap. This convenient feature allows you to see the total cost of local taxes included in your invoice. Watch our video to better understand the charges on your Maintenance invoice.
Description.
This section accompanies every fuel invoice and details the fuel activity of your vehicles during the invoice period.
Watch our video to better understand the charges on your Fuel invoice.
9 Purchase Analysis. This feature allows you to see the cost of fuel included in your invoice. This will be broken out by Penske fuel and truck stop fuel. Rental Unit Detail Tractors Total charge Sales tax Excise tax Non-network Unit of Measure Rate Quantity Fuel type Ticket # Date My Unit # Unit # Unit type Location: PTL READING, PA $7.93 $0.45 Gallons $2.9900 2.5 DEF 050713174 9/25/2018 PO: 66592795 Location: PTL READING, PA $178.67 $0.45 Total 646207 $7.93 $0.45 Gallons $2.9900 2.5 DEF PTL Fuel $170.74 Gallons $3.4845 49.0 DIESEL PTL Fuel $178.67 $0.45 Total Rental Tractors $178.67 $0.45 Total Rental Unit Charges $178.67 $0.45 Total Fuel Charges Fuel Charge Tax Recap Tax Charge Quantity State Fuel Purchase Analysis Charge Avg Price Quantity Fuel Source $0.45 Taxable Amount 7.48 PA-37 1 $7.93 2.9900 2.5 PTL Fuel-DEF $0.45 Total Tax $170.74 3.4845 49.0 PTL Fuel-DIESEL $178.67 3.4605 51.5 Total PTL Fuel 3 of 3 Page: 0014607914 Invoice: October 2, 2018 Date: POTTSVILLE Questions? (570) 544-2458 Contact: Customer: 6999900-0594 699999 9/25/2018050713173DIESEL 49.0$3.4845Gallons $170.74 TADC TRACTOR PO: 66592795
INVOICE Fuel Detail Section
HOW TO READ YOUR
Penske fuel
Total Fuel Charges Tax Recap. This convenient feature
to
total cost of local taxes
in
Purchase Order Number. Your purchase order number will appear for any
purchases made during the invoice period.
allows you
see the
included
your invoice.
HOW TO READ YOUR INVOICE
Special Detail Section
This section accompanies every special invoice and details the charges for your fleet during the period invoiced.
Watch our video to better understand the charges on your Special invoice.
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Total Other Unit Charges
INVOICING FORMAT AND DELIVERY OPTIONS
We offer a variety of invoicing options to meet your administrative needs.
2 Simple Ways to Receive an Invoice
Penske can provide invoices and/or billing reports electronically. We have various options and exchange methods available.
1. Fleet Insight (preferred) – You can access invoices using Fleet Insight, Penske’s online tool designed to save time. Visit Fleet Insight (fleetinsight.com) to request access.
2. Electronic billing – We’ll send your invoice or report electronically. Files can be sent to multiple contacts. To sign up for electronic billing, call us at 800-806-2098 or email customercare@penske.com.
Simple Payment Options
1. Electronic Funds Transfer (EFT) – EFT reduces potential fraud. We accept ACH credit or wire payments. To sign up for Electronic Funds Transfer, email us at customercare@penske.com.
2. Check – Please include payment coupon with your check.
Go Paperless! Paperless billing will save you time, reduce clutter and help you stay organized. It’s also environmentally friendly.
For more information, contact 800-806-2098 or email customercare@penske.com.
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FLEET INSIGHT
Fleet Insight is a secure website and app to view your company’s fleet information.
It is designed to streamline your fleet data and customize data and reports in ways that make sense for your business –ultimately leading to greater visibility and smarter fleet decisions.
• Overview – Review and analyze a summary of your fleet data on one page.
• Maintenance – View a calendar of upcoming preventive maintenance appointments and manage your PM schedule.
• 24/7 Roadside Assistance – View the status and history of all 24/7 Roadside Assistance calls.
• Maintenance Billing – Review total dollar amount awaiting approval and projected amount of next invoice.
• Distance & Hours Billing – View and edit beginning, forecasted and ending odometer readings and hours for all of your contract and rental units.
• Browse Units – View your overall fleet – the number and contract type of the vehicles assigned to you.
• Reports – View, download and assess specific fleet data that provides broad view of customer fleet.
• Invoicing – View and search for invoices online, as well as add notes and ask questions. Print or download options are available.
• Rental Information – If you rent trucks from Penske for your business, access is also available to commercial rental reservations and invoicing.
• Comparative Insights – Powered by Catalyst AI™, compare your fleet to similar fleets across key metrics such as fuel efficiency and utilization.
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FLEET INSIGHT
Review Invoices Online 24/7
Fleet Insight is your online tool for your Penske invoicing needs. Under the “Invoicing” tab, you can view and manage your invoices.
• Get immediate access 24/7 with Fleet Insight
– See invoices as soon as they are generated; no waiting for mail delivery.
– Use the “Ask a Question” button to get clarification on specific line items or entire invoices.
• Search your current invoices and invoice history
– Organize by invoice type (fuel, maintenance, etc.).
– View at the invoice level or at the line item level. Dollar amounts are clickable to show more detail.
– Use the search tool to find invoices or line items by type, time period, unit number, invoice number, date, due date, etc.
• Better manage your payments
– Follow your internal processes for each payable line item. Mark items as reviewed, approved, paid, etc., for other users within your company to see, or add notes for future reference.
• Keep your data private and control who has access to it
– Your company’s administrator can create multiple users for Fleet Insight. Only these individuals can access company information on the site.
– Penske cannot view your information on the site. All information is kept private and confidential and can only be viewed by your administrator and administrator-designated users.
• Download invoices for your records, distribution or in-house analysis
– Download individual invoices – multiple pages at a time – or your whole invoice history.
– Download invoice data in an Excel spreadsheet for internal analysis.
• Use online reporting and analysis
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FLEET INSIGHT
Distance & Hours Billing
With the Distance & Hours Billing page in Fleet Insight, you are able to view beginning, forecasted and ending odometer/hours readings, as well as estimated total charges on your upcoming invoice. In addition, you can edit your ending odometer readings and hours by unit by hovering over the reading and changing it, if needed, which may lead to more accurate reporting. Plus, this tool accommodates all billing cycles – by week, month, fiscal year and more.
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FLEET INSIGHT
Notifications
Turn on Fleet Insight notifications, through the Notifications Settings page of Fleet Insight, and be notified as soon as invoices are available. Receive notifications for:
• 24/7 Roadside Assistance events
• Distance & Hours Billing
• Legalization
• Maintenance billing
• Mileage forecast
• Open repair order summaries
• PM scheduling
• Vehicle ready for pickup
Note: Invoice notifications can be managed by selecting the preferences tab within the Invoice section of Fleet Insight.
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FLEET INSIGHT
Gaining Access
OPTION 1: Sign up on Fleet Insight
Request access from Fleet Insight
OPTION 2: Contact your Penske Sales Representative
You can contact your Penske Sales Representative to get set up on Fleet Insight
OPTION 3: Call Penske’s Customer Success Team
Penske’s Customer Success team can be reached at 844-426-4555 or hello@penskecustomersuccess.com
Download the Fleet Insight app for when you are on the go, and receive critical, real-time fleet information to your Apple or Android device.
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GLOSSARY OF TERMS
Guaranteed contract maintenance:
Units are maintained by Penske but owned by the customer. The customer pays a fixed rate and sometimes a mileage rate and Penske guarantees scheduled maintenance per the contract.
Pegged contract maintenance:
In return for Penske maintaining customer-owned vehicles, the customer will pay a monthly fixed charge, plus a “pegged” (estimated) mileage charge. The pegged mileage charge can be, and often is, zero. Depending on the rating structure of the transaction, the monthly fixed charge may include certain maintenance items, usually preventive maintenance service and/or washing. Penske will perform a periodic reconciliation of the pegged mileage charge against the maintenance and repairs that were performed. If the pegged mileage charge is other than zero, the maintenance reconciliation will net the mileage charge against the maintenance and repair charges. The pegged maintenance structure is recommended for used (more than one model year old) and/or specialized equipment.
Extra unit:
An additional vehicle, rented by the lease/contract maintenance customers for temporary use.
Substitute unit:
A replacement vehicle, similar to the lease unit, if the lease unit is temporarily disabled due to mechanical failure.
Interim unit:
A vehicle provided to the customer at the contracted lease unit rates, during the period prior to the lease vehicle being made available to the customer.
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For additional information, call 800-806-2098 or email customercare@penske.com.
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