Managing payments and invoices in Motive keeps your fleet’s finances organized and up to date. This article explains how to link your bank account, view invoices and payments, and track transactions across groups, drivers, and vehicles.
Overview
Motive’s payment and invoice tools help streamline billing and financial management by consolidating all information into a single dashboard. Fleet admins can easily link accounts, review invoices, and monitor spending for complete financial visibility.
- Easy account linking: You can add your bank account in just a few steps for seamless payments. Linking once allows you to enable auto-pay or manage payments manually as needed.
- Clear invoice access: Invoices are easy to find and can be reviewed once downloaded directly from the dashboard. Each one includes details such as transactions, credits, rebates, and payment status.
- Comprehensive payment tracking: The Overview or Billing tab provides a view of completed, pending, and processing payments. Also shows your current balance, available credit, and transactions in progress.
- Detailed transaction reporting: Filters make it simple to review spending by group, driver, or vehicle. Reports can also be downloaded as CSV or PDF files for record keeping and audits.
Use the following sections to review invoices, payments, or transaction activity.
Account Overview
Checking available credit
1. Log in to the Fleet Dashboard and go to Admin > Cards > Billing.
2. In the Overview section you can view the Current Balance and Available Credit.
- The Current Balance shows the amount that has been used so far and will be due in the next billing cycle.
- Available Credit shows how much more credit you can spend using the Motive Card.
Payments
Fleet Admins can pay for the bill generated against their Motive Cards at the end of a week. The payment can be made using Fleet Dashboard.
- Log in to the Fleet Dashboard and go to Admin > Cards > Billing.
- The Next Payment Date can be seen in the Payments section.
- Click on the Make a Payment button to pay the bill for your Motive Cards.
| Note: Full balance is due on each billing cycle. |
| Note: If the payments fail due to less balance, check with the bank to ensure these payments are authorized. |
If you want us to help you with your payment, you can contact Motive support Monday through Friday, 6 AM till 3 PM (Pacific Time).
Account Billing
The Account Billing tab displays all the billing details:
Downloading invoices
You can manage all payment-related records directly in the Motive Dashboard.
- In the Motive Dashboard, go to Admin > Cards > Billing > Account Billing > Invoices.
- Invoices show multiple invoices generated in different billing cycles.
- The Amount Due column shows the total transaction amount (net of rebates) that was charged to your Motive Card(s) during each billing cycle
- Click the three dots and download the invoice as PDF or CSV.
Each invoice shows transactions, credits, taxes, and payment status. You can also download invoices for your records.
Downloading invoices as CSV
Customers can download invoices in a CSV format. This file will capture all information stemming from an invoice including transactions, rebates, credits, rewards, and fees. The csv is specifically built to help customers understand line by line how they’ve reached their amount due after their last payment.
| Note: Segment-level invoices cannot be downloaded. Rather, the customers will be able to filter for segment name as a column in the account level csv invoice. |
The CSV file will contain:
- Transaction date
- Transaction ID
- Parent Transaction ID
- Cardholder
- Card last 4
- Merchant name
- MCC / category
- Segment name
- Segment ID
- Segment-Level Reporting Support if necessary
- Each transaction in the CSV includes segment identifiers and names.
- Amount (net + tax)
- Transaction ID / Auth ID
- City / State (if available)
- Rebates
- Rewards
- Fees
- Refunds
- Notes where necessary to provide description (e.g. late fee)
The exported file will also contain an explanation for the rebate, rewards, and fees amounts.
To download the invoice in CSV format:
- In the Motive Dashboard, go to Admin > Cards > Billing > Account Billing > Invoices.
- Click the three dots
Reading invoices
The Card Invoice section is present in the top right corner of the invoice. This section contains information regarding:
- Invoice Number: The invoice number of the customer.
- Date of Issue: The date this invoice was issued.
- Billing Cycle: The current billing cycle of the customer.
Billed To
This section contains information about the customer. On the left-hand is the customer’s address. The amount that is due for this billing cycle is visible on the right side.
Account Activity
In this section, all the customer's financial activities in the current billing cycle are mentioned related to Motive.
- Previous Balance: This shows the amount that was deducted in the previous billing cycle.
- Transactions: Total amount of transactions made through Motive Card in the current billing cycle posted on the dashboard.
- Savings: The total amount saved in the current billing cycle using a Motive Card.
- Credits: The amount of credit available to the customer.
- Payments: In this section, if the customer made any additional payment on top of what they owed in the current billing cycle then that amount will be visible.
- Amount due: The amount due for the current billing cycle.
Account Summary by Cardholder
In this section, a summary of the cardholder’s account is available.
- Cardholder: Name of the cardholders/drivers.
- Savings: The amount of savings made using the Motive Card.
- Spend: The transactions made by the cardholders/drivers during the current billing cycle.
Transaction Activity
This section includes all the information about the transactions made through Motive Card.
- Purchase date: The date of transaction.
- Cardholder: Name of the cardholder and the card number.
- Merchant: The name of the merchant from whom the transaction was made.
- Category: The type of commodity that was purchased.
- Savings: The amount of savings made using the Motive Card on a particular transaction.
- Amount: Total amount of the transaction.
Total
The total amount of savings and transactions made by the cardholder in this billing cycle.
Transaction Summary by Vehicle
This is the transaction summary with respect to the vehicles. You can view all the vehicles and the transactions made for each vehicle along with the amount saved.
Viewing payments
- In the Motive Dashboard, go to Admin > Cards > Billing > Account Billing > Payments.
- The Status column updates you about the current status of your payments.
- Initiated: Payment order is sent to the payment gateway.
- Complete: Payment gateway processed the payment and it's collected from the customer's bank account.
- Processing: Payment gateway has started processing the order and is in process of sending the payment order to the bank.
- Failed: The collection attempt for the payment failed.
| Note: All payments for the previous and current billing cycles are displayed in this section. |
FAQs
How soon after adding a bank account can I use it for payments?
You can use the account as soon as it’s verified, usually within minutes if verified with Plaid
Can I switch between auto-pay and manual payments?
Yes, you can enable or disable auto-pay anytime in payment settings.
How does the Motive Card billing cycle work?
- The billing cycle only starts once one of the cards in the company is activated regardless of whether the bank is linked or not.
- The billing cycle is determined at onboarding and the invoice is also generated by the end of the billing cycle day but the payment is pulled out from the linked bank account on the due date.
- Payments will automatically be pulled from the bank account on the due date once the billing cycle ends, regardless of the state of the card and as long as there is an outstanding balance.
- You can also make a payment by logging into your account and paying your current balance at any time of the week.
How to change Billing Cycle for Motive Card?
To change your Motive Card billing cycle, the system automatically upgrades accounts based on specific criteria. If you qualify, you'll get an email when your billing changes from daily to weekly.
- No specific upgrade date: The system checks each account individually.
- Increase your chances: Use your card regularly and make on-time payments for 90 days.
- No manual changes: Upgrades happen automatically when you meet the criteria.
Is Flexible Purchase Scheduling Supported (Limiting Transactions To Weekdays Between 9-5)?
Yes, Motive allows specifying the day of the week and the hours of the day, the card can be used for transactions.
Can I link credit card for Motive cards?
You can not link a credit card to your account for Motive cards. However, you can link your bank account for Motive cards.
Is autopay required for Motive Card?
Yes, autopay is required for Motive Card as it makes sure that our customers are able to use the Motive Fuel Card for their convenience even if they miss making a payment without causing them any issues. It will not process a payment if the balance is zero.
How to pay with credit card for Motive subscription?
- Credit card payments are processed automatically through the Motive Billing Platform. If you want to change the credit card on file, follow the link provided in How to Update Payment Method.
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For One Time Payments, you can call +1 855-434-3564 and ask to speak to a Collections Payment Specialist. Alternatively, you can send an email to: billing@gomotive.com
Note: In case of Payment Failure, you need to update your payment information. For privacy and security, DO NOT share your Credit Card information via email to Motive Support. Only provide that information by phone (+1 855-434-3564) or by following the link provided in How to Update Payment Method.
Does Motive allow cash advances on Motive Cards?
Motive doesn’t currently allow cash advances on motive cards. You can use a motive card to make transactions at POS machines and any place where a MasterCard is accepted.
Why can't I use Motive Card online?
If you are unable to use Motive Card online, you need to use it physically. The online payment could be blocked due to safety reasons or any suspicious activity. For more information, you can always contact our customer support.
How to request an invoice for Motive subscription?
If you haven’t received your invoice and would like to request one, you can call +1 855-434-3564 and request one from Support
Alternatively, you can send an email to: billing@gomotive.com. Information to include in the email You only need to add the month for the requested invoice.
What type of card is Motive Card and how much is due on a billing cycle?
The Motive card is a Master credit/charge card. The Current Balance (total of all transactions posted within a billing cycle) utilized from the allocated company credit limit, is due in full at the end of every billing cycle.
Why was money automatically deducted from the bank account linked with the Motive card?
- The billing cycle is determined during onboarding and the payment is automatically deducted on the due date.
- The entire balance of your Motive Card account will be deducted from the bank account you linked to the Motive Card immediately after the close of each billing cycle.
- To ensure a smooth process, we do an ACH on the bank account linked so that you can keep on using the Motive Cards in case you forget to make a payment.
What should I do if my payment fails?
Check your bank details and available balance. If the issue continues, contact Motive Support.
Is there a late fee charge on the Motive Card?
Yes, if the Motive Card invoice is not paid in full by the due date, and the invoice goes 14 days past due, a late fee is assessed and applied to your account. The late fee is either 5% of the unpaid invoice amount or $40, whichever is higher.
Can I increase my Motive Card credit limit?
Credit Limit increase can be requested 90 days after your first Motive Card payment or 90 days from the last limit decision date (increase or decrease). To discuss your credit limit, please reach out to Motive Support at (855) 434-3564.
Why Is My Motive Card Invoice Higher Than My Spend in the Cycle?
Your Motive Card invoice is based on transactions posted during your billing cycle, not necessarily when the transactions were made. If a transaction wasn’t posted in the previous cycle, it will appear on the next invoice.
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Example Scenario:
- Billing Cycle: Jan 01, 2024 – Jan 07, 2024
- Transaction Date: Jan 05, 2024
- Posting Date: Jan 10, 2024
- Result: The transaction will be invoiced in the next billing cycle (Jan 08 – Jan 14, 2024).
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Key Takeaways:
- Some transactions may post later than when they were made.
- The invoice reflects all posted transactions, even if they occurred in a prior cycle.
- Multiple delayed transactions may result in a higher-than-expected invoice.
Can the Motive Card be added to Apple Wallet?
The Motive Card cannot be added to the Apple Wallet. It is certainly a consideration for the near future.
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