For washes with vehicles that come back on a schedule

Memberships and fleet agreements: let the app count the allowance

Taxi ranks, service companies, dealerships, corporate fleets — these customers do not arrive one at a time, they arrive on an agreement. The hard part of an agreement is not settling the price; it is remembering how much of the allowance is left this period. Kept in a notebook, two people quote two different numbers; kept nowhere, the washing carries on free after the allowance is gone.

This page sets out what a membership or fleet agreement should be attached to in car wash software, how the period counter works, and how the month-end reconciliation is done.

How an agreement is set up

In WashPro an agreement is opened against the plate and consists of four things:

Leave the allowance field empty and the agreement becomes unlimited: as many washes as the period brings. Fleet agreements are usually set up this way — whenever the vehicle turns up, the period fee stays the same.

Why it hangs off the plate: on a wash floor the allowance is consumed vehicle by vehicle. In a ten-vehicle fleet each vehicle gets its own period and its own price, as a separate agreement line. That way "how many times has this vehicle come this month" has exactly one answer.

What the period counter does

When the vehicle arrives, the remaining allowance is on the agreement card — "2/4". You choose which services the agreement covers: an inside-and-out wash may be included while polishing and engine cleaning stay outside. At handover an included service comes off the allowance, and anything outside it is charged at the normal rate.

When the allowance runs out the agreement does not close; extra washes in that period simply fall back to normal charging. On unlimited agreements there is nothing to deduct, so no counter is shown.

Period payment and payment history

The period fee is collected by hand — no card is stored and nothing is charged automatically. When you take a period payment, that period closes and the next one starts where the last payment ended. Paying ahead works the same way: repeat the collection and further periods close.

Every payment is recorded with its period start and end and sits under the agreement card as payment history. So "which period has been paid and which is still open" is answered from the screen.

The period fee can also be taken by online payment: the customer is shown a payment link or a QR code, and the money goes straight into the operator's own account.

Month-end reconciliation

The month-end conversation with a fleet customer is always the same: which vehicle came how many times, what was done, and what fell outside the agreement. The agreement statement is exactly that document — pick a period, produce a PDF, send it.

The window in the statement is the agreement period, not the calendar month; an agreement starting on the 10th is reported from the 10th to the 10th. On covered handovers the amount collected is often zero, and the line shows it that way on purpose: it is the record that the vehicle came and used its allowance.

What happens when an agreement ends

An agreement is not deleted, it is deactivated. Past jobs and payment records stay where they are, and the vehicle carries on as an ordinary customer. If the agreement starts again the same record is reactivated — its history is not lost.

Is there automatic card renewal, or customer self-service?

No, neither. WashPro does not store a contract customer's card and does not charge the period fee on its own; each period's collection is started by the business. Nor can a customer buy an agreement by themselves — the business opens it. The page a customer reaches from the QR code shows only the current job.

Agreement management runs off the same plate as customer and vehicle history; the full set of criteria worth weighing is on the car wash software page.

Try it on a contract customer of your own

WashPro is free for the first seven days. A meaningful test for agreements is to put a vehicle you already serve under contract into the system, and check on its second visit whether the remaining allowance came down correctly.

Choosing which services an agreement covers is in the pricing guide, how a period payment reaches the till is in the end-of-day cash guide, and customer accounts for those who pay later are in the receivables guide.

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Frequently asked questions

Can car wash software handle membership agreements?
In WashPro an agreement is opened against the plate and has four fields: the period (weekly, monthly or yearly), the period price, the washes included in the period and a start date. When the vehicle arrives, the remaining allowance is on the agreement card.
Can an unlimited wash agreement be set up?
Yes. Leave the included-washes field empty and the agreement becomes unlimited for the period. Fleet agreements are usually set up this way: whenever the vehicle turns up, the period fee stays the same.
Is each fleet vehicle tracked separately?
Yes. An agreement belongs to a plate, so each vehicle in a fleet gets its own agreement line with its own period and price. That way "how many times has this vehicle come this period" has exactly one answer.
Is the period fee charged to a card automatically?
No. WashPro does not store a contract customer's card and does not charge automatically. Each period's payment is started by the business; if you want, the customer is shown a payment link or a QR code through online payment.
Can customers buy a membership themselves?
No. The business opens the agreement. The tracking page a customer reaches from the QR code shows only the current job — its place in the queue, its status and the estimated handover time. There is no self-service purchase screen.
What happens to services the agreement does not cover?
Which services an agreement covers is set in the service catalogue. At handover a covered service comes off the allowance, while services outside it — polishing or engine cleaning, say — are charged at the normal rate. Once the allowance runs out, extra washes also fall back to normal charging.
How is the month-end reconciliation with a fleet customer done?
You take an agreement statement: pick a period and the PDF sets out which vehicle came on which day, what was done and what was charged outside the agreement. The window is the agreement period rather than the calendar month, so an agreement starting on the 10th is reported from the 10th to the 10th.
Is the record deleted when an agreement ends?
No, it is deactivated. Past jobs and payment records stay where they are and the vehicle carries on as an ordinary customer. If the agreement starts again the same record is reactivated, so its history is not lost.