Guide / Crane rental
Fleet Cost & Care: job tickets to invoices and payroll
Keep Fleet Cost & Care. NexGen runs quoting, scheduling and invoicing, and it integrates with accounting and payroll. What often stays manual is the check in between: tickets missing a signature or P.O., operator hours split across jobs, and each customer's billing rules. A thin custom layer runs those checks so clean data reaches invoices and payroll.
01
What NexGen and Atom cover
| Area | What the vendor describes |
|---|---|
| Quoting and scheduling | Quotes convert to jobs; equipment, personnel and certifications are checked for availability. |
| Invoicing | A line-item feature tracks revenue and expense by job phase, with invoices out the same day. |
| Field | Atom runs on any device, with e-signatures and safety checklists. |
| Integrations | Accounting, payroll, GPS, ELD, CRM and ITI training. |
From Fleet Cost & Care's product and integrations pages, September 2026.
02
Where hand checks usually remain
Integrations move records. The checks before a record is right to move are often still done by a person.
- Tickets. A missing signature, P.O. number or end time holds the invoice.
- Hours. One operator's day split across jobs, travel, overtime and pay rates.
- Billing rules. Minimums, travel time and standby that differ by customer.
- Third-party paper. Rerent tickets and customer forms that arrive as photos or PDFs.
- Friday. Someone works out which jobs are ready to bill and which are stuck.
03
Ticket to cash, step by step
- Capture. Read each ticket, digital or photographed, and match it to the job.
- Check. Flag missing signatures, P.O. numbers and hours that don't add up.
- Split. Allocate operator hours to jobs and pay codes.
- Apply. Run each customer's billing rules and draft the invoice lines.
- Approve. Dispatch or billing signs off. Exceptions stay visible.
- Hand off. Clean lines go to NexGen, accounting and payroll.
NexGen stays the system of record. The layer only checks and moves data. The crane quote-to-cash demo shows tickets, hours and the Friday billing review; the pre-payroll review demo shows the hours check.
04
Pre-built integration or custom layer
| Vendor integration | Custom layer | |
|---|---|---|
| Best for | Moving records between NexGen, accounting and payroll. | Your ticket checks, hour splits and billing rules. |
| Documents | Structured records. | Reads photos, PDFs and emails. |
| Change | Vendor roadmap. | Changes when your rules change. |
Ask Fleet Cost & Care first; they may already cover it. Build only the checks they don't.
Questions
Direct answers
Does Fleet Cost & Care integrate with accounting and payroll?
Yes. Its integrations page lists accounting, payroll, GPS, ELD, CRM and training integrations, and says it will build one where no pre-built integration exists (fleetcostcare.com, September 2026).
Do we have to replace NexGen?
No. The layer works around it: it reads tickets, checks hours and billing rules, and hands clean data to NexGen, payroll and accounting.
Can operators keep paper tickets?
Yes. A photo of the ticket is read and matched to the job. Nothing reaches an invoice or payroll until someone approves it.