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Coast is a fleet and fuel card provider that is now integrated with Fleetio via our API. The integration allows more visibility into your fuel and maintenance expenses, resulting in understanding how fuel and maintenance contribute to fleet costs.
NOTE: In order to use this integration, you must be on a Professional, or Premium Fleetio plan.
How Does the Integration Work?
- Vehicles in Fleetio will be sent to Coast
- Fuel transactions are sent to Fleetio from Coast
- Maintenance transactions are sent to Fleetio from Coast
Fleetio vehicles will be synced to Coast three times per day (5AM EST, 11AM EST, 5PM EST) - this ensures that vehicles match correctly across system
You can trigger a sync manually at any time from the Manage Integration page in Coast by clicking the Sync Now button.
The sync is based on License Plate:
- If a vehicle with the same license plate already exists in Coast, that vehicle is updated with the details from Fleetio.
- If no matching license plate is found in Coast, the vehicle is added as a new vehicle.
The following vehicle attributes are synced: VIN, make, model, name, model year, license plate number, and license plate state.
Fuel Transaction Sync
Every time a Coast fuel transaction status is completed, it is sent into Fleetio as a Fuel Entry for that vehicle. Fuel transactions are only sent to Fleetio if they are for a vehicle that has been synced to Coast.
- Transaction categories: Only fuel transactions will be imported into Fleetio. Non-fuel transactions, such as car washes or parking, are not synced.
- Frequency: Transactions on Coast will be imported once the transaction has settled with the merchant, which means they might take from 24 to 72 hours to be visible in Fleetio.
- Information visible into Fleetio: Vehicle, date, fuel volume, price per volume, total amount, odometer (if available).
- Miles per gallon will be calculated when the odometer data is available on Coast.
- Total cost per mile of your vehicles will be calculated on Fleetio, including the cost of fuel gathered from Coast.
NOTE: Sometimes fuel merchants record missing or inaccurate purchase data. The number of gallons or cost-per-gallon might be missing, zero, or might not reconcile to the total amount purchased. In these situations, Coast will calculate estimated numbers based on state-wide average fuel costs for the date on which the fuel transaction was made.
Maintenance Transaction Sync
Coast can automatically sync your maintenance transactions with Fleetio, helping you keep a detailed service history for each vehicle.
Make sure you have enabled maintenance purchase syncing by enabling the Sync Maintenance Purchases toggle on the Fleetio integration page in the Coast portal.
Once maintenance purchase syncing is enabled, your maintenance transactions and their receipt will automatically appear as Service Entries in Fleetio. Every time the status of a Coast fuel transaction updates as completed, it is sent to Fleetio as a Service Entry for that vehicle. A maintenance transaction is only sent to Fleetio if the vehicle the maintenance was purchased for has already been synced to Coast.
- Transaction categories: Transactions that fall into one of the following Coasts merchant categories will be classified as vehicle maintenance and will be imported into Fleetio: Auto/RV Dealer, Car Washes, Towing Services, Vehicle Maintenance & Parts, Car and Utility Rental.
- Frequency: Coast card transactions will be imported once the transaction appears as "Completed" in your Coast portal and has settled with the merchant. That means there may be a wait of 24 to 72 hours before the transaction is visible in Fleetio, so the transaction can settle with the merchant.
- Information visible into Fleetio: Vehicle, date, total amount, name of purchaser, name of merchant, address of merchant, link to full transaction details in Coast, receipt and memo (if available at time of settlement), odometer (if available).
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.
Setup
Since the integration relies on the license plate field in Fleetio to match with the vehicle in Coast, it's important to ensure your vehicles in Fleetio have a valid license plate prior to setting up the integration.
- Generate the API key and token in Fleetio.
- 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.
- Once you have installed the Fleetio integration, 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.
- Once you’ve entered the Key and Token, click on the Connect button to initiate the connection for the first time. You might need to wait for up to 30 seconds while the connection is initiated and data is loaded from Fleetio, especially if you have many vehicles.
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.
To sync your vehicles, select which vehicles you want to sync and click the Save button on top of the page.
There is also a setting that lets you control how new vehicles will be treated. If you would like for new vehicles to be automatically synced in the future, so you don’t have to manually turn sync on for them, set this Sync Setting to Yes.
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.
