Coast Fuel Card Integration

Fleetio’s embedded Coast integration gives you a seamless way to manage fuel and maintenance payments directly within Fleetio—without switching between platforms.

How Does the Integration Work?

The Fleetio + Coast integration supports:

• Vehicle syncing from Fleetio to Coast
• Fuel transaction syncing from Coast to Fleetio
• Maintenance transaction syncing from Coast to Fleetio

Fleetio vehicles sync to Coast three times per day:

• 5:00 AM EST
• 11:00 AM EST
• 5:00 PM EST

You can also manually trigger a sync at any time from the Coast integration management page by selecting Sync Now.

Vehicle Sync

Vehicle syncing is based on the vehicle’s license plate.

• If a vehicle with the same license plate already exists in Coast, the existing vehicle is updated.
• If no matching license plate exists, a new vehicle is created in Coast.

The following vehicle fields sync from Fleetio to Coast:

• VIN
• Make
• Model
• Vehicle name
• Model year
• License plate number
• License plate state

Fuel Transaction Sync

When a Coast fuel transaction is marked as completed, it is automatically imported into Fleetio as a Fuel Entry.

Fuel transactions only sync for vehicles that have already been synced between Fleetio and Coast.

Fuel sync behavior

Sync timing

Transactions typically appear in Fleetio after they settle with the merchant, which can take approximately 24–72 hours.

Synced fuel data

Fleetio can display:

• Vehicle
• Transaction date
• Fuel volume
• Price per unit
• Total amount
• Odometer reading (if available)

When odometer data is available:

• Miles per gallon (MPG) calculations are generated
• Total cost-per-mile reporting is updated automatically

Maintenance Transaction Sync

Coast can also automatically sync maintenance purchases into Fleetio as Service Entries, helping you keep a detailed service history for each vehicle.

To enable maintenance syncing:

1. Open the Fleetio integration settings in Coast
2. Enable the Sync Maintenance Purchases toggle

Once enabled, completed maintenance purchases — including receipts when available — automatically sync to Fleetio as Service Entries for synced vehicles. Transactions typically appear after merchant settlement, which may take 24–72 hours.

Maintenance purchases will be synced to Fleetio with the following information:

• Fleetio Vendor: Coast will match each purchase to a Fleetio vendor or create one if it doesn't already exist.
• Fleetio Vehicle: Coast will attach the purchase to the Fleetio vehicle for which the purchase was made.
• Odometer: Odometer reading for the vehicle at the time of purchase.
• Purchase Amount: Total $ amount of the purchase.
• Receipt: Coast will upload a receipt if one has been uploaded by the time the purchase is synced to Fleetio (that is, at time of purchase settlement, typically 1-3 days after the purchase is made).
• Coast Service Task: Generic service task used to capture the total cost of a purchase made through Coast. Meant to be replaced with the actual line items of the parts or service provided.

Connect Coast to Fleetio for Automatic Syncing

1. Generate the API key and token in Fleetio.
2. Log in to your Coast portal and visit the Integrations page. Click on the Install button on the Fleetio card. You may be prompted to verify your Coast username and password.
3. Once you have installed the Fleetio integration in Coast, you can load the Manage Integration page. Here, you will need to enter the Fleetio API key and your Fleetio Account Token to connect to Fleetio.
4. Click Connect to start the integration. Initial setup may take up to 30 seconds while Coast imports and syncs your Fleetio vehicle data, especially for larger fleets.

Select Fleetio Vehicles to Sync with Coast

Once you’ve successfully connected, the integration will show you a summary of how many vehicles were found in Fleetio. None of your vehicles have been added/synced to Coast yet. To finish the sync process, click on Manage Vehicles to view a list of vehicles to sync.

On the Manage Vehicles page, you will see a table of all the vehicles found in Fleetio, with the following columns:

• Name: the name of the vehicle in Fleetio
• License Plate: the license plate of the vehicle in Fleetio
• Fleetio Status: the vehicle status in Fleetio
• Coast Status: the vehicle status in Coast (will be Active, Deactivated, or blank if the vehicle is not imported into Coast yet)
• Sync Status: Whether the vehicle was synced to Coast or not. This column will also display an error if the vehicle cannot be synced, for example if it’s missing a license plate.

Select which vehicles you want to sync and click the Save button on top of the page.

You can also choose whether newly added Fleetio vehicles are automatically synced to Coast. To enable automatic syncing for all future vehicles, set the Sync Setting to Yes.

Shop Network

Coast cards (currently in beta) can be used as a payment method for Maintenance Shop Network transactions. Apply for and manage your Coast account within Fleetio. Coast cards are accepted via the Visa network, providing an all-in-one solution for fleets.

When you pay for maintenance using a Coast card through Fleetio MSN, the standard 1.5% MSN surcharge is waived.

IMPORTANT: Maintenance Shop Network is available for all Professional and Premium Plan customers.

 

New Shop Network or Coast Customers:

1. Navigate to the Shop Network tab and click Get Started. 
2. Select the Credit or Debit Payment Method.
3. Click Apply now to begin the Coast card application process.

After submitting your application:

1. Coast reviews the application.
2. Approval is typically returned within a few minutes.
3. You may be prompted to complete two-factor authentication.
4. Once approved, the embedded Coast experience becomes available inside Fleetio.

Create Your First Coast Card

After approval, Fleetio displays a banner prompting you to create your first Coast card. This card can be securely stored for use with Fleetio’s Maintenance Shop Network.

When repair orders are approved:

• Fleetio can automatically charge the stored Coast card
• Repair orders sync into Fleetio automatically
• Service expenses roll up into vehicle reporting by VIN
• Maintenance approvals can be automated or manually reviewed

 

Existing Coast Customers:

NOTE: Existing Coast customers cannot yet sign into their existing Coast account directly through the embedded Fleetio experience during beta. Support for this is planned for a future release.

 

 

1. Navigate to the Shop Network tab and click Get Started. 
2. Select the Credit or Debit Payment Method.
3. Enter your Coast card information:

• Card number (as it appears on the card)
• Expiration date (MM/YY)
• Security code (CVC)
• Full name (as it appears on the card)
• Billing address.

Once your Coast card is set up, you can set it as the Primary Payment Method for all vendors, or manually assign this Payment Method to specific vendors. Learn more here: Maintenance Shop Network: Using a Card as a Payment Method.

Configure Maintenance Approval Settings

During setup, you can configure approval workflows for maintenance purchases.

Auto-approval thresholds

Fleetio recommends auto-approving repair orders up to $250 for common maintenance services such as:

• Oil changes
• Preventive maintenance
• Routine inspections

This helps reduce delays while maintaining spending controls. You can define which Fleetio users are allowed to approve repair orders.

Create Additional Coast Cards

You can create additional Coast cards for:

• Individual drivers
• Vehicles
• Departments
• Regions
• Business units

For example, you may create separate cards for:

• North Region
• South Region
• East Region
• West Region

Additional cards can be created from the Wallet or Cards section inside the embedded Coast experience.

Uninstalling the Integration

You can uninstall the integration at any time. Please note that your transactions will no longer be synced, but your past Coast transactions will still be available in Fleetio.

To uninstall the integration from within the Coast portal, go to the Integrations page and select Uninstall on the Fleetio integration card.

Support

Email Coast at support@coastpay.com or contact by phone at (833) 262-7801.

FAQs

Do I need a separate Coast card for every vehicle?

No. You only need one Coast card on file to process maintenance expenses through Fleetio.

Fleetio automatically associates expenses with the correct VIN for reporting purposes.

Can I create additional cards for drivers or vehicles?

Yes. Additional cards can be created within the Coast widget in Fleetio.

Will I still receive Coast cashback rewards on Fleetio Maintenance Shop Network (MSN) transactions?

No. Because Coast covers the Fleetio MSN surcharge fee, cashback rewards do not apply to Fleetio MSN transactions.