Vehicle Import Guide

IMPORTANT: The best place to find information about Data Imports in Fleetio is the Data Import Overview article. This resource includes step-by-step instructions, training videos and guidance for how to prepare your import data file.

This guide provides an overview of the file requirements and supported values for importing Vehicles.

Vehicle Import Template

We recommend using the Vehicle Import Template.

Go to your Company drop-down menu and choose Import Data then click Import Templates > Vehicle Template > Headers Only

NOTE: If you are using a spreadsheet generated from another system, modifications to the file type and data may be needed to ensure proper format and data mapping.

Data Requirements

Columns not marked as Required may be left as blank cells in the import file and skipped during the mapping process.

Columns & Values

Column Required? Notes
id No*
* Only required for updating existing vehicles
This field should be left blank for all new vehicles being added and only be used when updating existing vehicles in Fleetio.
SEE: Updating Data via Import File
name Yes Nickname or number to distinguish vehicle in Fleetio.
SEE: Vehicle Naming Conventions
year No Must be in "YYYY" format
make No
model No
trim No
meter_unit Yes Must be one of the following (default: mi)
  • mi
  • km
  • hr
fuel_volume_unit Yes Must be one of the following (default: us_gallons)
  • us_gallons
  • uk_gallons
  • liters
status Yes Example: Active 
Text can match an existing Vehicle Status, or a NEW Vehicle Status will be created if no match is found during the import.
type Yes Example: Truck
Text can match an existing Vehicle Type, or a NEW Vehicle Type will be created if no match is found during the import.
group No Text can match an existing Group and/or Subgroup, or a NEW Group will be created if no match is found during the import.
  • Example (group): Chicago
  • Example (subgroup): Chicago|Warehouse-01
vin No Vehicle Identification Number or equipment Serial Number (must be unique)
color No
license_plate No
current_meter No

Current odometer or hour meter value (no commas) unless escaped by double quotes in file

secondary_meter_unit No Must be one of the following (default: mi)
  • mi
  • km
  • hr
secondary_meter_value No Current secondary meter or hour meter value (no commas) unless escaped by double quotes in file
purchase_date Yes *
* only required if Purchase Meter is present
Most date formats are parseable, but try to use something like: Jun 26, 2009
purchase_price No 
Include the number without commas or currency symbol
purchase_meter No *
* must also specify Purchase Date if present
Odometer or Hour Meter value at the time of purchase
warranty_expiration_date No Date the warranty expires
warranty_expiration_meter No Meter value for when the warranty expires
loan_account_number No Loan or lease account number
loan_amount No Total amount of the loan
loan_started_at No Date the loan or lease started
loan_ended_at No Date the loan or lease ends (or ended if in the past)
loan_interest_rate No Interest rate of the loan or lease
loan_notes No General notes about the loan or lease
loan_payment No Amount of the monthly loan or lease payment
residual_value No Estimated vehicle worth when the lease ends
currency No See the Currency Codes article for a complete list of codes
registration_state No
ownership Yes Must be one of the following (default if not set: "Owned")
  • Owned
  • Leased
  • Rented
  • Customer
system_of_measurement Yes Must be one of the following (default if not set: "Imperial")
  • Imperial
  • Metric
body_type No Standard Body Types are: Convertible, Coupe, Mini-Van, Pickup, SUV and Sedan
* If a different Body Type is listed in the import file, it will be added as a new option to your system's list of available Body Type's.
body_subtype No Standard Body Subtypes are: Crew Cab, Extended Cab and Passenter
* If a different Body Subtype is listed in the import file, it will be added as a new option to your system's list of available Body Subtypes.
drive_type No Standard Drive Type options are: 4x2, 4x4, AWD, FWD, and RWD
* If a different Drive Type is listed in the import file, it will be added as a new option to your system's list of available Drive Types.
brake_system No The standard brake system option is Hydraulic.
* If a different Brake System type is listed in the import file, it will be added as a new option to your system's list of available Brake System's.
msrp_cents No  
fuel_tank_capacity No  
fuel_tank_2_capacity No  
front_track_width No
ground_clearance No
height No
length No
rear_track_width No
width No
wheelbase No
front_tire_psi No 

rear_tire_psi No 

base_towing_capacity No
curb_weight No
gross_vehicle_weight_rating No
bed_length No
max_payload No
rear_axle_type No
front_tire_type No
front_wheel_diameter No
rear_tire_type No
rear_wheel_diameter No
epa_city No
epa_highway No     
epa_combined No
engine_description No
engine_brand No
engine_aspiration No Standard Aspiration options are: Naturally Aspirated, Turbocharger, and Twin Turbocharger
* If a different Aspiration type is listed in the import file, it will be added as a new option to your system's list of available Aspiration types.
engine_block_type No
engine_bore No
engine_cam_type No Standard Cam Types are: DOHC, OHV, and SOHC
* If a different Cam Type is listed in the import file, it will be added as a new option to your system's list of available Cam Types.
engine_compression No
engine_cylinders No  
engine_displacement No  
fuel_induction No  
fuel_quality No
max_hp No
max_torque No
oil_capacity No
redline_rpm No
engine_stroke No
engine_valves No
transmission_description No
transmission_brand No
transmission_type No Standard Transmission Types are: Automatic, Continuously Variable, and Manual
*If a different Transmission Type is listed in the import file, it will be added as a new option to your system's list of available Transmission Types.
transmission_gears No
cargo_volume No
interior_volume No
passenger_volume No

Vehicle Custom Fields

Custom Fields can be created for Vehicle records in your Account Settings. Any Custom Fields with the Vehicle record type will also be available for import.

TIP: Learn more in the Custom Fields article.

Vehicle Import Process

For detailed step-by-step instructions, refer to the Data Import Overview article.

Vehicle Data Update

Fleetio supports the option for existing Vehicle records to be updated via the import process.

TIP: Learn more in the Updating Data via Import File article.

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