Zubie Smart Maintenance is an electronic service scheduling platform, connecting your fleet to a Nationwide network of service shops and big-fleet discounts (26% average).
To use Zubie Smart Maintenance, you must be subscribed to the Zubie Fleet Connect Premium service. Contact Zubie to upgrade your account.
- To first setup Smart Maintenance, login to the Zubie portal as an account Admin.
- In the Zubie portal, click on the Smart Maintenance link.
- You will be required to login again the first time.
- Smart Maintenance will open in a new browser tab.
- Your vehicles will automatically be synced over.
Setting up your Smart Maintenance account
Getting started is really easy!
- Phone Number: Add your phone number to your user profile to receive text messages about service approvals.
- Go to Settings > Click your User > Edit
- Other Users: Ask other users in your account that need maintenance access to login to Zubie, and open Smart Maintenance to initiate access.
- Payment Methods: Add Credit Card or PayPal payments. You can setup multiple payment options and assign them to specific users
- Go to Settings > Payment methods
- Add Policies: Policies are simple rules to help automate approval processes, either based on dollar limits or service types. Policies are not required, but we recommend setting up a simple policy that allows service to be automatically approved for simple or low-cost services. View this video to learn more.
How much will this save me?
On average, fleets save 26% off retail for service and labor. But the real savings are most present in the fact our shop network guarantees not to recommend unnecessary work. You electronically approve work and can decline something you are unsure of, or give us a call and speak to an ASE mechanic for free!
How much does this cost?
There is no additional fee to use Zubie Smart Maintenance, the price is already wrapped into your premium membership price. You simply pay for the services you approve, nothing more.
What are the benefits to my company?
By having a fleet maintenance management solution, your company will save time and money. On average, fleet’s save 26% off retail pricing on services large and small in addition to saving time communicating with the shop, negotiating prices and reviewing recommended shop services.
Why should I use this?
You should use this if you want to make fleet maintenance easy, save time and money for your company. Zubie Smart Maintenance allows you to consolidate all of your maintenance expenses in one place, in addition to, scheduling service, approving work and paying directly from the platform.
What shops can I take my vehicles to?
Firestone, NTB, Meineke, Sears Auto Centers, Tire Kingdom, Tires Plus, AAMCO, Jiffy Lube.
Who do I contact for support?
How will I be charged for services?
You will be charged for approved services with whatever credit card you have on file. You can update your credit card at any time.
I’m not seeing the shop I normally work with, can they be added?
Absolutely! We’re always adding new shops to our network, just have them go to https://join.caradvise.com/shops and fill out an application form to begin the process.
Is there training available on how to use this?
Absolutely! Contact your Zubie support representative.
How do I schedule service?
Watch this quick video! Or Hit the “Schedule Services” button is at the top right-hand corner, it’s on all of the pages.
Select the vehicle, shop, and services you want. You can even add a PO number or comments for the shop. Click “Schedule Appointment” to select a date and time. Click “Submit Service Request” to create the order. That’s it, appointments confirmed!
How do I electronically approve work?
Watch this quick video! Or In your dashboard, click on the services icon and navigate to “Active Services.” Orders awaiting approval will have a button to “Approve” work. Click this button to get to the approvals screen (if you have the proper permissions).
If you do not have proper permission, a contact screen will pop up, displaying those with approval permissions and their contact information.
Here you can review services, pricing and delineate between additional work the shop recommended. Review pricing and approve as needed. If you approve all of the work, there’s no need to individually approve, you can approve all services at the bottom right.
How do I set permissions to allow others to approve work?
Watch this quick video! Or Go to “Settings” and then click the tab “Policies.”
Here you can edit and delete current policies.
To add a new policy, click the “Add New Policy” button at the top of the page.
Select which User you are giving approval permission and which vehicle or vehicles the policy will be for. You can also set “Auto-approve” for certain services or monetary limits.
You have the ability to assign a maintenance policy for select services and/or up to a certain dollar amount. If left blank, the field will default to all. If you are focused on being cost-conscious, always set a limit on the dollar amount.
Click “Save” to turn on the policy for selected vehicles.
Can the drivers approve work on their phones?
Yes, If you’ve set a policy for the driver, the approvals will come directly to their phone.
How do I view how much I’ve spent on maintenance for a specific vehicle?
Go to “Services,” then “Past Services” and filter on a vehicle. You can even select a time range you’d like to view.
I’m getting too many/not enough text/email maintenance reminders. How do I better adjust my preferences?
Go to “Settings,” then “Users.” Edit users.
What happens when I decline work the shop recommends?
Any services you decline will be stored in your maintenance history. You can book the service at a later point if you desire.
How do I search shops?
Click on the shop icon, and either enter your address, current location or select a previously favorited shop.
What are favorite shops?
To save you time, you can favorite shops you frequent most often to keep them at the top of your search.
How do I add/change my payment method?
Go to your settings, click on payments to add or remove a new card.
How do I add new users?
Go to “Settings” then click “Users.” Make sure to fill in all of the appropriate fields (name, email, phone, etc.) and hit “next.” At this point, you set up text message notifications which is VERY important if the user is going to have approval permissions. Once all is set up, hit save.
How do I view upcoming, past and active services?
Go to the services and then use the tabs to navigate between the statuses, here you will be able to view all services.