Frequently Asked Questions

Quick answers to the questions fleet managers ask us most. Each answer links to the full steps.

Signing in and users

Do I need a security question?

No. Security questions are no longer used: not when you register and not when you reset your password. See Reset Your Password.

How do I sign in, register or reset my password?

Go to https://portal.ClearBillingSolutions.com. New users select Register on the sign-in page; if you forget your password, select Forgot password?. See Sign In and Add Users.

How do I add or remove someone from my company?

Ask the new person to register at https://portal.clearbillingsolutions.com/Security/RegisterUser.aspx. To remove someone, email Info@ClearBillingSolutions.com. See Sign In and Add Users.

Finding invoices

Why can't I find an invoice?

The grid only lists what you have selected: the date range and Open, Paid or All. Choose All Time and All, then search again. Search only looks inside those two settings. See Find Your Invoices (Dates, Open/Paid, Search).

What do Open, Paid and All mean?

Open is invoices with a balance due, Paid is invoices with a zero balance, and All is every invoice. See Find Your Invoices (Dates, Open/Paid, Search).

What do AMT, ADJ, LATE, PMT and BAL mean?

AMT is the invoice amount, ADJ adjustments (for example a missed discount), LATE late and other fees, PMT payments received and BAL what is still owed. See Find Your Invoices (Dates, Open/Paid, Search).

How do I see everything that has been done to one vehicle?

Set the range to All Time, select All, and search for the license plate (or VIN). The grid lists every invoice for that vehicle; select one to see what was done. See Find Everything Done to One Vehicle.

Where do I see the work done on an invoice?

Select the invoice. The panel on the right shows the totals, line items, vehicle information, fleet information, payments and adjustments. See View Invoice Details.

How do I download or print an invoice?

Open the invoice and select Download PDF. To download several at once, tick them and use the Download icon: they arrive together as one PDF. See Download or Print Invoices.

How do I get copies of my invoices by email on a regular basis?

Use Account > Invoice Reprint and its Schedule tab to have invoices emailed for the dates you choose. See Get Invoices by Email on a Schedule (Invoice Reprint).

Paying

How do I pay an invoice?

Tick the invoice (or several), select Pay, and follow the window that opens. You can pay by ACH (bank account) or credit card. See Pay Your Invoices.

Can I change the amount I am paying?

No. Total Amount is filled in for you and cannot be changed. See Pay Your Invoices.

How do I pay with a different account or card just this once?

If you have a saved payment method, select the three dots in the Review & pay window and choose Pay another way. Your saved method is not replaced. See Pay Your Invoices.

How do I add, replace or update my saved payment method?

Use Add or Replace in the Payment method box at the top of the page. Saved payment information applies to everyone at your company. See Add, Replace or Update Your Payment Method.

How do I know my payment went through?

The payment window stays open and shows a green confirmation with the amount paid, Transaction ID, authorization code, payment method and number of invoices. Keep the transaction ID. You also get a confirmation email if your account has an email address. See Pay Your Invoices.

My payment was declined. What do I do?

A red message explains why. Your details stay in the form, so you can correct them or use another payment method and submit again. Nothing is charged for a declined payment. See Pay Your Invoices.

The window says "Already charged". Should I pay again?

No. That message means your card was charged but the payment could not be recorded. Do not pay again; contact Clear Billing Solutions with the details shown. See Pay Your Invoices.

Are there other ways to pay?

Yes: the view and pay link in each invoice email (credit card, PayPal, Venmo, online check or ACH), a mailed check, Bill.com, and AutoPay. See Other Ways to Pay (Check, View and Pay Link) and Pay Through Bill.com.

AutoPay

How do I set up AutoPay?

Open Settings > AutoPay, choose the start date, schedule and which invoices to pay, and select Save. See Set Up AutoPay.

Why can't I turn on AutoPay?

AutoPay needs a saved payment method. If you do not have one, the Save payment method window opens first. Save a method, then set up AutoPay. See Set Up AutoPay and Add, Replace or Update Your Payment Method.

What does the per-payment limit do?

It caps the total paid in one AutoPay run. The last invoice may be partly paid when the limit is reached. Leave it blank for no limit. See Set Up AutoPay.

Problems with an invoice and your account

Something is wrong on an invoice. What do I do?

Send an adjustment request: select the speech-bubble icon in the REQ column, describe what should be reviewed, and select Create request. The bubble changes color with the status (grey none, yellow open, green closed) and you get email updates. See Ask Us to Review an Invoice (Adjustment Request).

The invoice is for a vehicle that is not ours. What do I do?

Tick Not our vehicle in the new request and select Create request. We find whose invoice it is. See Tell Us an Invoice Is Not Your Vehicle.

I got an email saying an invoice was moved. What do I do?

If it says an invoice was removed from your account, nothing: there is nothing to pay. If it says one was moved to your account, use the link to open it and pay it like any other invoice. See What to Do When an Invoice Is Moved To or From Your Account.

How do I change who receives my invoices?

Open Settings > Billing Contact and edit Invoice recipients. Type an address and press Enter, a comma or a semicolon to add it; the whole entry can be up to 100 characters. Changes affect everyone at your company. See Update Your Billing Contact and Invoice Recipients.

Where did the megaphone notifications go?

Notifications are now in the bell in the header. See Notifications, Help and Your Account Application.

How do I update my account information or add restrictions?

Complete the application and restrictions form at https://fleetleeds.com/application/fleetapp. See Notifications, Help and Your Account Application.

Getting help

Who do I contact?

For invoice or account questions, contact Clear Billing Solutions at 1-855-939-6645 or Info@ClearBillingSolutions.com (Mon-Fri, 8 AM-5 PM ET). For a problem with the portal itself, use Contact tech support in the Help panel or Contact support in your account menu. See Notifications, Help and Your Account Application.