Managing billing and invoices in Motive's Fleet Admin Dashboard helps you keep your fleet’s financial activity organized and accurate. This article explains how to view and download invoices, understand charges, manage payment methods, settle unpaid balances, request billing documentation, and track your billing cycle and subscription status from the Motive Dashboard.
Overview
Motive centralizes billing and invoice information in one place so you can quickly review charges, payments, and account details.
Comprehensive invoice access: Invoices are available directly in the Billing tab. Each invoice includes the user's charge summary, taxes, credits, and payment history for the billing period.
Clear payment management: Users can update their payment method, review payment activity, and settle unpaid balances. Eligible accounts can also pay by check.
Accurate billing cycle insights: You can track scheduled bill runs, ad hoc charges, and payment processing times to understand when invoices are generated and when payments are applied.
Review invoice details: Understand charges, payment methods, transaction summaries, and balance due.
Flexible documentation requests: Users can request payment reports, tax exemption status, subscription agreements, and proofs of purchase for audits or internal records..
Subscription visibility: Billing behavior tied to device deactivation or subscription changes is explained so customers understand how updates impact their invoice.
Billing tab overview
The Billing tab consolidates all your financial activity in the Motive Dashboard.
You can use it to:
View and download invoices
Track payment activity
Update payment methods
View your balance and credits
Access billing documentation
Viewing and downloading invoices
Fleet Admins can access all invoices from the Billing tab in the Motive Dashboard.
View invoices
Log in to the Fleet Dashboard and click the Admin icon
Open Billing.
Select Invoices.
Choose an invoice to review its details.
Download invoices
Open the invoice you want to download.
Select Download to save a PDF copy.
Each invoice includes charges, credits, taxes, and payment status.
| Note: The Billing tab is available for SMB and upper-SMB fleets. It is not available for mid-market and enterprise fleets. |
| Note: The Billing tab reflects your relationship with Motive Fleet Management and does not include Motive Card billing details. |
Filtering billing information by date
Fleets that qualify can filter invoice history by date to generate invoices within a specific timeframe.
Log in to the Fleet Dashboard, go to Admin > Billing
In the Invoices section, click the Date dropdown.
Select the desired date range.
| Note: Date filtering is only available for SMB and upper-SMB customers. It is not available for mid-market or enterprise fleets. |
Understanding invoice
Invoices include billing, product, and payment information so fleets can easily review charges and payment records.
Account Information
- This is the customer account information, including a unique invoice number and company number, which is unique to each company.
Invoice date and due date (based on customer's payment terms)
- The payment method and payment term are specific to the customer.
| Note: Refer to Payment Method on the Invoice to confirm payment type i.e. Credit Card, Check, ACH/Wire. |
Customer Contact
This section lists the customer owner’s contact information used for any billing-related communication.
Charge Summary
-
Product: Specifies the product the customer is paying for
Subscription: Recurring software subscription fees
Purchase fee: Hardware charges, if applicable
Invoice period: Billing period for the charges
Quantity: Quantity of product/hardware billed
Price per unit: Basic price for a unit
Amount due: Quantity*price per unit= amount due
Shipping: Calculated based on location
Balance Due
Gross amount: The total amount due
Discounts (if applicable)
Tax (varies by state)
Balance Due: Final payable amount
Transaction Summary
- Identifies the date the payment was processed, the payment number, the type of payment, and the amount that was successfully processed.
If the payment is successful, the invoice balance appears as 0.
Payment Information
- Displays the default payment method and provides instructions for ACH, wire, or check payments when applicable.
Payment due and payment frequency
You can view upcoming payment due dates and your billing frequency in the Billing tab.
To view payment due information:
Log in to the Fleet Dashboard and go to Admin > Billing.
Locate Payment Due and Payment Frequency within the Overview section.
Managing payment methods
You can manage your billing payment method directly in the Motive Dashboard.
Update your payment method
Log in to the Fleet Dashboard and go to Admin > Billing..
Select Payment Method.
Add a new payment method or update an existing one.
Click Save to apply changes.
Accepted payment types include credit and debit cards, ACH transfers, and wire payments.
Paying via check (eligible accounts)
Customers with approved Net Terms may pay by check.
To pay by check:
Make the check payable to Motive Technologies, Inc.
Include your invoice number and customer ID.
Mail the check to the remittance address listed on your invoice or agreement.
Check payments may take additional time to process.
Billing cycle and timing
Motive billing follows a structured cycle, so charges and payments are applied on schedule.
Scheduled bill runs: Invoices are generated automatically based on your contract’s billing frequency.
Ad hoc bill runs: Charges created outside your regular cycle—such as prorated subscription changes—may result in separate invoices.
Payment runs: Payments process throughout the day. Payment status may take time to update in your Dashboard.
Handling unpaid balances
If an invoice is not fully paid, its status changes to Unpaid.
Status update timing
It may take 3–12 hours for an invoice to update from “Paid” to “Unpaid” after a failed or incomplete payment.
How to settle unpaid dues
Add or update your payment method.
Retry the payment.
For overdue invoices, use Pay Now, when available.
If your invoice remains unpaid, contact Motive Support for assistance.
Requesting billing documentation
You can request billing-related documents for audits, accounting, or internal compliance.
Request a proof of purchase or order receipt: Submit a Support request to receive a copy.
Request a payment report: Motive Support can provide detailed payment history for your account.
Request tax exemption: Submit your tax exemption certificate through Support to apply for tax-exempt status.
Request a subscription agreement: If you need a copy of your service subscription agreement, Support can provide it.
Subscription changes and billing impact
Subscription updates may affect your billing depending on contract terms.
Device deactivation
Deactivating a device (such as an ELD) does not always reduce your bill immediately.
Contract minimums and subscription terms determine how changes impact your invoice.
For questions about device-based billing or minimum commitments, contact your Customer Success Manager or Motive Support.
Requesting assistance in French
Motive subscription invoices are currently issued in English.
If you require support in French, contact:
Email: billing@gomotive.com
Contact Motive Support: Our French Support team will assist with any subscription invoice inquiries.
Can I get an invoice before payment is withdrawn?
No. Invoices are generated on the renewal date. If auto‑email is enabled, you’ll receive it that day.
I didn’t receive the invoice email. What should I do
Download the invoice from Admin > Billing. If you still need help, email at billing@gomotive.com.
Who can request a billing invoice in French?
Fleet Admins and billing contacts can email billing@gomotive.com or contact Support for assistance in French.
Where can I see my billing cycle?
Your billing cycle is reflected on your invoices and determined by your subscription terms.
How do I settle an overdue invoice?
Update your payment method and retry the payment. If the issue continues, contact Motive Support.
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