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 Fuel Entries.
Fuel Entry Import Template
We recommend using the Fuel Entry Import Template.
- Go to the + Quick Add menu and select Import Data.
- Click Browse Import Templates.
- Select the Fuel template type, then click the Fuel 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 Fuel Entry imports unless otherwise noted.
| Column | Required? | Notes |
|---|---|---|
| vehicle_name | * See Below | Nickname or number to distinguish vehicle in Fleetio. Must match Vehicle Name in Fleetio exactly. SEE: Vehicle Naming Conventions |
| vehicle_vin | * See Below | Vehicle Identification Number. Must match VIN in Fleetio exactly. |
| date | Yes | 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. |
| volume | Yes |
# of Gallons or Liters
|
| odometer | Yes |
Current meter value in miles, hours, or kilometers. Enter the value only, without comma or measurement units.
If Fleetio detects that a meter is out of sequence for a vehicle, the entry will be auto-voided. SEE: Auto Void Fuel Entry |
* 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 any 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 |
|---|---|---|
| fuel_type | No |
Must match a fuel type setup in Settings > Fuel Types
|
| reference | No | An optional identifier such as an invoice number, transaction ID, etc. |
| price_per_fuel_unit | No |
Price per gallon/liter (no currency symbols)
|
| total_price | No | Optional; if left blank, total price is calculated as volume multiplied by price_per_fuel_unit |
| partial | No |
Was the fuel entry a partial fuel up?
|
| reset | No |
Was the previous fuel entry for this vehicle not entered accurately in Fleetio?
|
| personal | No |
Was this fuel entry for a personal expense?
|
| void | No |
Fuel data needs to be imported but not used for fuel calculations.
|
| 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 |
| Fuel Entry Custom Fields | No | Custom Fields can be set up under Settings > Custom Fields. Any Custom Fields with the "Fuel Entry" record type will also be available to import data into. Format requirement is explained in the Custom Fields Import Guide. |
Fuel Entry Custom Fields
Custom Fields can be created for Fuel records in your Account Settings. Any Custom Fields with the Fuel record type will also be available for import.
TIP: Learn more in the Custom Fields article, and the Custom Fields Import Guide.
Fuel Entry Import Process
For detailed step-by-step instructions, refer to the New Data Import Overview article.
