Table of Contents
IMPORTANT: The best place to find information about Data Imports in Fleetio is the New 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 Expense Entries.
Expense Entry Import Template
We recommend using the Expense Entry Import Template.
- Go to the + Quick Add menu and select Import Data.
- Click Browse Import Templates.
- Select the Vehicles template type, then select the Expense Entry Template.
- Click the Download dropdown and select Empty Template.
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
Be sure to note the Required section and columns in the charts below.
Columns marked Yes are always Required, whereas those marked No may be left as blank cells in the import file - the entire column can be skipped during the mapping process if it is omitted for all rows.
Columns marked * See Below have special conditions required under certain circumstances; these are explained in footnotes beneath the chart.
Each row in the import file MUST contain a unique identifier that matches the row to a corresponding Vehicle in Fleetio. The most common columns for this match are the Vehicle Name or VIN from Fleetio, however an External Vehicle ID could also be added from Account Settings.
IMPORTANT: A unique identifier is required to match each row to the corresponding vehicle in Fleetio. This may be vehicle_name, vehicle_vin, or External ID, so any ONE of these is required, but not all three!
Columns & Values
Required Fields
The fields below are required for Expense Entry imports unless otherwise noted.
| Column | Required? | Notes |
|---|---|---|
| vehicle_name | * See Below | Nickname or number to distinguish vehicle in Fleetio. Must exactly match Vehicle Name in Fleetio. |
| vehicle_vin | * See Below | Vehicle Identification Number. Must match VIN in Fleetio exactly. |
|
expense_entry_ type_name |
Yes | Must exactly match an existing Expense Type from Fleetio Account Settings, OR a NEW Expense Type will be created through the import. Type is not case sensitive. SEE: Expenses Overview - Expense Types |
| occurred_at | Yes, unless "recurring" is True | This value is stored as a Date/Time data type. For consistency and accuracy, format your data as YYYY-MM-DD HH:MM:SS +0000. You can omit the time, and the value will default to 12:00:00 in the organization timezone. You may also use the Short Date Format from your Account Settings if you prefer. If "recurring" is true, the data in this field will be ignored. |
| total_amount | Yes | The cost total of the Expense. |
| recurring_start_date | Yes, if "recurring" is True | This value is stored as a Date/Time data type. For consistency and accuracy, format your data as YYYY-MM-DD HH:MM:SS +0000. You can omit the time, and the value will default to 12:00:00 in the organization timezone. You may also use the Short Date Format from your Account Settings if you prefer. |
| recurring_end_date | Yes, if "recurring" is True | This value is stored as a Date/Time data type. For consistency and accuracy, format your data as YYYY-MM-DD HH:MM:SS +0000. You can omit the time, and the value will default to 12:00:00 in the organization timezone. You may also use the Short Date Format from your Account Settings if you prefer. Note: If the End Date is a day on which the recurring expense will fall, an expense will not be created for that date. If you would like to include that date in the series, please make the End Date one day later. |
| recurring_frequency | Yes, if "recurring" is True | Monthly/Annually. This field determines how often the recurring expense will repeat. |
* A unique identifier is required to match each row to the corresponding vehicle in Fleetio, as explained in the Data Requirements section above. This may be vehicle_name, vehicle_vin, or External ID, so ONE of these is required, but not all three!
Other Fields
These fields are not required but are recommended to ensure the accuracy of your data in Fleetio.
| Column | Required? | Notes |
|---|---|---|
| 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 |
| notes | No | Optional notes about the Expense. |
| recurring | No | True/False. Set to True, makes the Expense recur based on the following recurring data fields. |
Expense Entry Custom Fields
Custom Fields may be set as required in your Fleetio account. If you are importing Custom Fields, reference the Custom Fields Import Guide for more details.
NOTE: Custom Fields are not currently supported for Recurring Expenses and will be ignored if "recurring" is set to True.
Expense Entry Import Process
For detailed step-by-step instructions, refer to the New Data Import Overview article.
