Fuel Entries Import Guide

TIP: Please view our training video to learn more about Imports

New to importing data into Fleetio? Be sure to read the overview article first or watch our video on how to prepare your import data file.

This guide provides an overview of the file requirements and supported values for importing fuel entries in Fleetio as well as the steps for importing your data. 

IMPORTANT: All import files must be in the .csv format and meet .csv file standards. Go to http://csvlint.io/ to validate the .csv file if necessary.

If you have issues with Importing your data using a .csv file created by Excel, please try using Google Sheets or Apple's Numbers.  Excel can sometimes cause data issues when saving .csv files.

Fuel Entry Import File: Columns & Values

Fleetio recommends using the Fuel Entry Import template found under Settings > Imports when importing fuel data. 

If using a custom template from another system, modifications to the file may be needed to ensure the data is in the proper format and can be matched up to data in Fleetio.

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

IMPORTANT: Each fuel entry in the file must contain a field that links the entry to a vehicle in Fleetio. The most common column for this information is the vehicle's exact name from Fleetio, however an External ID can be added from Settings to serve as the unique identifier in the file that links the fuel entry to the correct vehicle.

Column Required? Notes
vehicle_name No Nickname or number to distinguish vehicle in Fleetio. Must match Vehicle Name in Fleetio exactly. SEE:  Vehicle Naming Conventions
date Yes Must be in the Short Date Format specified for the account under Settings > Account Settings. Date format must be consistent throughout file.
  • Example: 07/15/2014
  • Example: 15/07/2014
volume Yes
# of Gallons or Liters
  • Example: 18.582
fuel_type No Must match a fuel type setup in Settings > Fuel Types   
  • Example: Gasoline
  • Example: Diesel
price_per_fuel_unit No Price per gallon/liter (no currency symbols)
  • Example: 3.54
odometer Yes Current odometer or hour meter value (no commas) unless escaped by double quotes in file
  • Example: 30782
partial No Was the fuel entry a partial fuel up? SEE:  Partial Fuel Entries
  • true = fuel entry did not set tank back to FULL 
reset No Was the previous fuel entry for this vehicle not entered accurately in Fleetio?
  • true = sets the Reset Usage flag to ON so that the distance calculation is skipped for this fuel entry
personal No Was this fuel entry for a personal expense?
  • true = flags entry as "personal" however data is still used for fuel calculations
void No Fuel data needs to be imported but not used for fuel calculations.
  • true = marks fuel entry as "voided" and information is not used for distance or usage calculations. SEE: Voiding a Meter Entry
vendor No Must match an existing Vendor name in Fleetio exactly. If the Vendor name does not match a Vendor currently setup in Fleetio a new Vendor will be created through the import. SEE:  Vendor Overview

NOTE: Additional columns may be added to a fuel entry import file to support Custom Fields. Example: External ID field to serve as vehicle identifier

Fuel Entry Import Process

Step 1: Upload file

Kickoff the import process for fuel entries from either of the following locations:

  • Fuel Entries > Import Fuel Entries
  • Settings > Imports > New Import

1. Click Pick File to locate .csv file
2. Select "Fuel Entry Import" under Type* drop-down box
3. Delimiter* drop-down box should display "Comma (CSV)"
4. Click Continue

Step 2: Map columns

See below for steps highlighted in screenshot above: 

1. Select an existing mapping or setup a new mapping
2. Enter a name for the mapping under Mapping Description
3. Under the Vehicle Lookup Column, select the field in the import file that matches the fuel entry to the vehicle
4. Under Fleetio Field Mapping, each column in the file needs to be mapped to a Fleetio data field or "skipped" if the data should not be imported over

*Click Process Import once mapping is complete.

Step 3: Process file

The import will begin processing and display a status of "Queued" for a brief period. Once the file has processed a link will appear at the top of the page that reads "Click here to reload the page". Click this link to view if the import was processed successfully or if errors were found in the file.

If your import contains any errors, you will be shown the number of errors on the the main index page. Clicking on that number brings up a full listing of error messages.

IMPORTANT: A file that displays a "Failed" status was not processed successfully therefore no data will be loaded into Fleetio. The file must be updated to resolve all errors displayed, re-imported and receive a status of "Complete" before the data will appear in the system.

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