---
title: Set Up MetaFleet in Your First Week
description: Follow a day-by-day checklist to set up users, pricing, inventory, customers and alerts, then run your first order, estimate and invoice.
---
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# Set Up MetaFleet in Your First Week
## A day-by-day setup checklist for a new shop admin, with a link to the article that covers each task.
**For:** Admins and owners setting up a new shop · **Permission:** Admin (account settings) · **Time:** About 5 days, an hour or two a day
### Quick summary
1. **Day 1:** Set up your company and your team.
2. **Day 2:** Set up locations, taxes and approvals.
3. **Day 3:** Set up pricing, inventory and vendors.
4. **Day 4:** Add your customers, contacts and vehicles.
5. **Day 5:** Turn on alerts, then run your first order, estimate and invoice.
### Before you start
- Sign in as an admin. Some setup screens don't show for other roles.
- Gather your company logo, your tax rates, your parts list and your customer list.
- Work in the order below. Later steps use what you set up earlier. For example, parts need locations, and orders need customers.
### Day 1: Company and team
- ☐ **Set up your company profile.** Add your name, address, phone and time zone. The time zone sets the times on every order. See [Set Up Your Company Profile](https://support.metafleet.ai/set-up-your-company-profile?hsLang=en).
- ☐ **Set your branding.** Add your logo, colors and welcome message. See [Set Your Company Logo, Colors and Welcome Message](https://support.metafleet.ai/creating-and-updating-your-account-branding?hsLang=en).
- ☐ **Add your brands** only if you invoice under more than one business name. See [Add and Manage Brands](https://support.metafleet.ai/add-and-manage-brands?hsLang=en).
- ☐ **Add your users.** Give each person a role, service area and skills. Service areas can be added later, after you create locations on Day 2. See [Add a User and Set Their Role, Service Area and Skills](https://support.metafleet.ai/creating-a-user?hsLang=en).
- ☐ **Set up technician shifts** if you plan shifts. See [Set Up Technician Shifts](https://support.metafleet.ai/technician-shifts-and-scheduling?hsLang=en), then [Give a Technician a Recurring Schedule](https://support.metafleet.ai/give-a-technician-a-recurring-schedule?hsLang=en) for each technician's week.
- ☐ **Turn on team chat** if you want your team to message in MetaFleet. See [Turn On Team Chat](https://support.metafleet.ai/turn-on-team-chat?hsLang=en).
- ☐ **Add your repair types.** They describe the work you do. See [Add a Repair Type to Your Account](https://support.metafleet.ai/adding-a-repair-type-to-your-account?hsLang=en).
### Day 2: Locations, taxes and approvals
- ☐ **Create your service locations.** See [Create a Service Location](https://support.metafleet.ai/create-a-service-location?hsLang=en).
- ☐ **Set up taxes.** See [Set Up Taxes by Jurisdiction](https://support.metafleet.ai/set-up-taxes-by-jurisdiction?hsLang=en).
- ☐ **Choose your approval gates.** They decide where a job pauses for a sign-off. Read [Understanding the Approval Gates](https://support.metafleet.ai/understanding-the-approval-gates?hsLang=en), then follow [Configure Approval Options](https://support.metafleet.ai/configure-approval-options?hsLang=en).
### Day 3: Pricing, inventory and vendors
- ☐ **Set your rates.** Open **Settings › Pricing & Rates**. Review **Payment Terms**, **Parts Markup** and **Global Rates**. If you bill different rates by time of day, weekends or holidays, turn on time-based rates. See [Set Your Payment Terms and Invoice Disclaimer](https://support.metafleet.ai/set-payment-terms-and-invoice-disclaimer?hsLang=en), [Create and Edit Global Rates](https://support.metafleet.ai/creating-global-rates?hsLang=en), [Set Up Time-Based Labor Rates](https://support.metafleet.ai/set-up-time-based-labor-rates?hsLang=en) and [Parts Pricing and Markup](https://support.metafleet.ai/parts-pricing-and-markup?hsLang=en).
- ☐ **Set how travel and fees are charged.** See [Set Up Travel Time Billing](https://support.metafleet.ai/set-up-travel-time-billing?hsLang=en) and [Set Up Fees and Surcharges](https://support.metafleet.ai/set-up-fees-and-surcharges?hsLang=en).
- ☐ **Connect Stripe** if you want to take card payments. See [Connect Stripe to Take Card Payments](https://support.metafleet.ai/connect-stripe-for-card-payments?hsLang=en).
- ☐ **Connect QuickBooks Online** if you use it. See [Connect QuickBooks Online to MetaFleet](https://support.metafleet.ai/connect-quickbooks-online?hsLang=en).
- ☐ **Set up inventory locations.** See [Set Up Inventory Locations](https://support.metafleet.ai/set-up-inventory-locations?hsLang=en).
- ☐ **Add your parts.** See [Add New Parts to Your Inventory](https://support.metafleet.ai/add-new-parts-to-your-inventory?hsLang=en).
- ☐ **Add your vendors.** See [Add and Manage Vendors](https://support.metafleet.ai/add-and-manage-vendors?hsLang=en).
- ☐ **Build inspection templates** if you run inspections or PMs. See [Build Inspection Templates](https://support.metafleet.ai/build-inspection-templates?hsLang=en).
### Day 4: Customers, contacts and vehicles
- ☐ **Create your customer companies.** Go to **Company Details › Companies**. See [Create a Customer Company](https://support.metafleet.ai/create-an-end-customer-company?hsLang=en).
- ☐ **Add contacts to each company.** See [Add a Contact to a Customer Company](https://support.metafleet.ai/setting-up-contacts-for-end-customers?hsLang=en).
- ☐ **Get SMS consent** before you text a contact. See [Get SMS Consent Before You Text a Customer Contact](https://support.metafleet.ai/understanding-sms-consent-whats-required-and-why-it-matters?hsLang=en).
- ☐ **Choose your asset types and unit numbering.** See [Set Up Asset Types, Unit Numbers and Vehicle Groups](https://support.metafleet.ai/set-up-asset-types-unit-numbers-and-vehicle-groups?hsLang=en).
- ☐ **Add vehicles.** See [Auto-Fill Vehicle Details from the VIN](https://support.metafleet.ai/auto-fill-vehicle-details-from-the-vin?hsLang=en).
### Day 5: Alerts, then your first job
- ☐ **Learn the alerts.** See [Respond to Alarms and Alerts in MetaFleet](https://support.metafleet.ai/alarms-alerts-guide?hsLang=en).
- ☐ **Create a service order.** See [Create a Service Order](https://support.metafleet.ai/create-a-service-order?hsLang=en).
- ☐ **Build and send an estimate.** See [Build and Send an Estimate on a Service Order](https://support.metafleet.ai/build-and-send-an-estimate?hsLang=en). To quote a customer without opening an order, see [Create and Send an Estimate Without a Service Order](https://support.metafleet.ai/create-an-estimate-without-a-service-order?hsLang=en).
- ☐ **Approve and send the invoice.** See [Approve and Send an Invoice](https://support.metafleet.ai/approve-and-send-an-invoice?hsLang=en).
- ☐ **Record the payment** when it comes in. See [Record a Payment and Apply Customer Credit](https://support.metafleet.ai/record-payments-and-customer-credit?hsLang=en).
### Two tips for any day
- **Search with ⌘K.** The search bar at the top finds records and runs commands. See [Search Anything and Run Commands (⌘K)](https://support.metafleet.ai/search-anything-and-run-commands-omnibar?hsLang=en).
- **Connect an AI assistant.** See [Connect Claude, ChatGPT, or Perplexity to MetaFleet](https://support.metafleet.ai/connect-claude-chatgpt-perplexity-ai-assistant?hsLang=en).
### Troubleshooting
| Symptom | Likely cause | Fix |
| --- | --- | --- |
| A setup screen is missing from the menu | Your role doesn't include it | Ask an admin to check your role. See [Add a User and Set Their Role, Service Area and Skills](https://support.metafleet.ai/creating-a-user?hsLang=en). |
| A customer never gets an estimate | The company has no contact who can receive it | Add a contact with a valid email and assign them to the order. For enterprise customers, give them the Approve Estimates role. See [Add a Contact to a Customer Company](https://support.metafleet.ai/setting-up-contacts-for-end-customers?hsLang=en). |
### FAQs
**Do I have to finish everything in 5 days?**
No. Finish each day's tasks before you move on, because later steps use earlier ones.
**Can I create a service order before I set up pricing?**
You can. Set up pricing and taxes first so your first estimate and invoice come out right.
**Where do I find the pricing settings?**
**Settings › Pricing & Rates**. Fees and late fees are under **Settings › Fees & Surcharges**. See [Set Up Fees and Surcharges](https://support.metafleet.ai/set-up-fees-and-surcharges?hsLang=en), [Add a Service Fee to Every Order](https://support.metafleet.ai/add-a-service-fee-to-every-order?hsLang=en) and [Late Fees and Interest on Overdue Invoices](https://support.metafleet.ai/late-fees-and-interest-on-overdue-invoices?hsLang=en).
### Related articles
- [Add a User and Set Their Role, Service Area and Skills](https://support.metafleet.ai/creating-a-user?hsLang=en)
- [Configure Approval Options](https://support.metafleet.ai/configure-approval-options?hsLang=en)
- [Set Up Inventory Locations](https://support.metafleet.ai/set-up-inventory-locations?hsLang=en)
- [Create a Service Order](https://support.metafleet.ai/create-a-service-order?hsLang=en)
- [Start Here](https://support.metafleet.ai/start-here?hsLang=en)
- [Companies & Contacts](https://support.metafleet.ai/companies-contacts?hsLang=en#main-content)
- [Create/Edit Companies](https://support.metafleet.ai/companies-contacts?hsLang=en#create-edit-companies)
- [Contacts](https://support.metafleet.ai/companies-contacts?hsLang=en#contacts)
- [Vehicles](https://support.metafleet.ai/companies-contacts?hsLang=en#vehicles)
- [Work Intake (Requests & Service Orders)](https://support.metafleet.ai/work-intake-requests-service-orders?hsLang=en#main-content)
- [Creating Service Orders](https://support.metafleet.ai/work-intake-requests-service-orders?hsLang=en#creating-service-orders)
- [Customer & Partner Requests](https://support.metafleet.ai/work-intake-requests-service-orders?hsLang=en#customer-partner-requests)
- [Reference](https://support.metafleet.ai/work-intake-requests-service-orders?hsLang=en#reference)
- [Customer Portal](https://support.metafleet.ai/work-intake-requests-service-orders?hsLang=en#customer-portal)
- [Estimates & Approvals](https://support.metafleet.ai/estimates-approvals?hsLang=en#main-content)
- [Approval Gates](https://support.metafleet.ai/estimates-approvals?hsLang=en#approval-gates)
- [Estimates](https://support.metafleet.ai/estimates-approvals?hsLang=en#estimates)
- [Invoices](https://support.metafleet.ai/estimates-approvals?hsLang=en#invoices)
- [Billing](https://support.metafleet.ai/estimates-approvals?hsLang=en#billing)
- [Parts, Inventory & Vendors](https://support.metafleet.ai/parts-inventory-vendors?hsLang=en#main-content)
- [Add Parts & Kits](https://support.metafleet.ai/parts-inventory-vendors?hsLang=en#add-parts-kits)
- [Stock & Counts](https://support.metafleet.ai/parts-inventory-vendors?hsLang=en#stock-counts)
- [Locations & Bins](https://support.metafleet.ai/parts-inventory-vendors?hsLang=en#locations-bins)
- [Purchase Orders](https://support.metafleet.ai/parts-inventory-vendors?hsLang=en#purchase-orders)
- [Parts Catalog](https://support.metafleet.ai/parts-inventory-vendors?hsLang=en#parts-catalog)
- [Vendors & Manufacturers](https://support.metafleet.ai/parts-inventory-vendors?hsLang=en#vendors-manufacturers)
- [Pricing](https://support.metafleet.ai/parts-inventory-vendors?hsLang=en#pricing)
- [Service Vehicles](https://support.metafleet.ai/parts-inventory-vendors?hsLang=en#service-vehicles)
- [Sourcing & Hand-Off](https://support.metafleet.ai/parts-inventory-vendors?hsLang=en#sourcing-hand-off)
- [Part Numbers](https://support.metafleet.ai/parts-inventory-vendors?hsLang=en#part-numbers)
- [Notifications](https://support.metafleet.ai/parts-inventory-vendors?hsLang=en#notifications)
- [Reports](https://support.metafleet.ai/parts-inventory-vendors?hsLang=en#reports)
- [Invoicing & Payments](https://support.metafleet.ai/invoicing-payments?hsLang=en)
- [Dispatch & Scheduling](https://support.metafleet.ai/dispatch-scheduling?hsLang=en#main-content)
- [Preventative Maintenance](https://support.metafleet.ai/dispatch-scheduling?hsLang=en#preventative-maintenance)
- [Technician Assignment](https://support.metafleet.ai/dispatch-scheduling?hsLang=en#technician-assignment)
- [Scheduling & Calendar](https://support.metafleet.ai/dispatch-scheduling?hsLang=en#scheduling-calendar)
- [Technician Schedule](https://support.metafleet.ai/dispatch-scheduling?hsLang=en#technician-schedule)
- [Technicians & Mobile App](https://support.metafleet.ai/technicians-mobile-app?hsLang=en#main-content)
- [Time Tracking](https://support.metafleet.ai/technicians-mobile-app?hsLang=en#time-tracking)
- [Tech Workflow](https://support.metafleet.ai/technicians-mobile-app?hsLang=en#tech-workflow)
- [Evidence & Photos](https://support.metafleet.ai/technicians-mobile-app?hsLang=en#evidence-photos)
- [AI Assistant](https://support.metafleet.ai/technicians-mobile-app?hsLang=en#ai-assistant)
- [Alerts, Alarms & Notifications](https://support.metafleet.ai/alerts-alarms-notifications?hsLang=en#main-content)
- [Email/SMS/App Settings](https://support.metafleet.ai/alerts-alarms-notifications?hsLang=en#email-sms-app-settings)
- [Reporting & Dashboards](https://support.metafleet.ai/reporting-dashboards?hsLang=en)
- [Admin & Settings](https://support.metafleet.ai/admin-settings?hsLang=en#main-content)
- [Rates & Fees](https://support.metafleet.ai/admin-settings?hsLang=en#rates-fees)
- [Branding](https://support.metafleet.ai/admin-settings?hsLang=en#branding)
- [Roles, Permissions & Users](https://support.metafleet.ai/admin-settings?hsLang=en#roles-permissions-users)
- [Service Areas](https://support.metafleet.ai/admin-settings?hsLang=en#service-areas)
- [Workflows](https://support.metafleet.ai/admin-settings?hsLang=en#workflows)
- [Taxes](https://support.metafleet.ai/admin-settings?hsLang=en#taxes)
- [Integrations](https://support.metafleet.ai/admin-settings?hsLang=en#integrations)
- [Integrations](https://support.metafleet.ai/integrations?hsLang=en#main-content)
- [Phone Setup](https://support.metafleet.ai/integrations?hsLang=en#phone-setup)
- [AI Assistant Access](https://support.metafleet.ai/integrations?hsLang=en#ai-assistant-access)
- [QuickBooks](https://support.metafleet.ai/integrations?hsLang=en#quickbooks)
- [Getting Around](https://support.metafleet.ai/getting-around?hsLang=en#main-content)
- [Search & Command Bar](https://support.metafleet.ai/getting-around?hsLang=en#search-command-bar)
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