WEX Fuel Card Integration

The WEX Fuel Card Integration syncs fuel transaction data from WEX fuel cards directly into Fleetio, saving you time by eliminating the need to manually enter data.

To learn more about fuel cards that can be integrated with Fleetio, see Supported Fuel Cards, or use our Fuel Card Search Tool.

Included Features

• Fuel card transactions are automatically imported each day. No more manual entry of fuel receipts and no need to download and import CSV files.
• Fuel Entries are created for transactions with specific Product Codes so that only fuel-specific costs are counted and calculated.
• Metrics like MPG and cost-per-mile are calculated for each transaction. Easily analyze fuel efficiency from all angles - by Vehicle, by Location, by Vehicle Type, and more. Apply a date range to report on a specific time period.
• Fleetio will detect invalid Meter Readings and automatically mark them as void. You'll receive an email notification daily for Auto Voided Fuel Entries, with quick links to easily correct them.

Import/Update Schedule

Data imports occur automatically every hour, but transactions may take 1-2 business days after the card swipe occurs to appear in your Fleetio account.

Transaction data is not provided on weekends; therefore, card swipes on Saturday and Sunday will see a brief delay.

Set Up WEX Fuel Card Integration

To begin the setup:

1. Click Integrations in the Sidebar Navigation.

2. Click My Integrations (a) in the Integrations Directory sidebar.
3. Click the + Add Integration button (b) in the top right and select Fuel Integration.

4. Click WEX in the Fuel Card Providers list, then click Connect WEX.

5. Enter your WEX Account Number, then click Add WEX Fuel Card Account.

6. Complete the electronic forms using HelloSign. Click the Get Started button to digitally sign the WEX Data Release Forms, which will then be sent to WEX for processing.

7. Follow the prompts to complete the process.

Your integration Status will display next to your WEX Account Number on the Integrations page.

• Online confirms that the setup is complete.
• Pending Setup shows that you have signed the forms, and WEX is currently completing setup.
• Awaiting Signature indicates that you still need to complete the electronic form. Click the Sign Data Release button to proceed.

Once the integration is enabled, the setup is complete, and you can access and manage card assignments from the WEX integration tile in Fleetio. However, we recommend confirming or adjusting Product Codes to identify which WEX transactions will be imported as Fleetio Fuel Entries.

Automatically Void Meter Entries

By default, Fleetio creates Meter Entries for each Fuel Card transaction, but you do have the option to automatically void meter entries from this fuel integration. These meter entries can be manually un-voided as needed.

To auto-void meter entries:

1. Click Integrations in the Sidebar Navigation.
2. Click My Integrations in the Integrations Directory sidebar.
3. Click the More Actions Button for the WEX account and select Edit.

4. Click the Auto-Void Meter Entries checkbox.

5. Click the Save button.

Once enabled, Fleetio will automatically void meter entries from this fuel integration with a void reason of 'Meter Source Disabled'.

If you need to unvoid a meter entry, follow the process in Meter Entry - Mark as Void, Un-mark as Void.

WEX Fuel Product Codes

While WEX cards can be used for a variety of services and expenses, Fleetio only imports fuel transactions with specific Product Codes. These Product Codes ensure accurate fuel calculations in Fleetio.

• Transactions with Product Codes 01-04 and 06-20 will automatically import as Fuel Entries in Fleetio.
• Transactions with Product Code 05, Other Fuel, are disabled by default, but you can enable this option in your WEX integration settings.

Enable Product Code 05

1. Click Integrations in the Sidebar Navigation.
2. Click My Integrations in the Integrations Directory sidebar.
3. Click the More Actions Button for the WEX account and select Edit.

4. Check the Enable Product Code #5 checkbox.

5. Click the Save button.

Product Code List

Manage Fuel Cards

WEX automatically sends Fuel Card transaction data to Fleetio. Fleetio will recognize a new Fuel Card and add it to your Fleetio Account based on this transaction activity. Simply use your Fuel Cards to buy gas, and each card will be automatically imported into Fleetio after 2-3 days. You'll also receive an email from Fleetio listing the cards added to your account.

Assign Fuel Cards and Fuel Transactions to Vehicles

Once your Fuel Cards have been imported, you must associate each card with the corresponding Fleetio Vehicle so that Fleetio knows which Vehicle should receive the transactions.

Archive Fuel Cards

You can Archive a fuel card to remove it from your list of Active fuel cards and stop transaction import.

Auto-assign Fuel Transactions

In WEX, the Company Vehicle Numbers and/or PIN entered at the pump must match your Vehicle Names in Fleetio. This will allow your integration to automatically assign transactions to Vehicles based on the PIN entered at the pump instead of manually mapping individual fuel cards to individual Vehicles. This may be especially useful if your fuel cards do not always remain with a single vehicle.

To turn on this setting:

1. Go to your Account Menu and select Settings.

2. In the Settings sidebar, click Fuel & Energy Settings in the Fuel & Energy section.
3. Turn on the toggle for Enable Auto-assigning Fuel Cards Based on Vehicle Name.

4. Click the Save Fuel & Energy Settings button.

Add Multiple WEX Accounts

Some larger organizations will administer multiple WEX Accounts, each designated by a different WEX Account Number. Each Account may be configured within Fleetio.

Simply follow the instructions above to add each new account.

Once complete, you will see each WEX Account listed and Enabled separately, but all fuel cards will be available to view and manage via Manage Card Assignments under the More Actions Button.

Delete WEX Fuel Card Integration

If you no longer need to integrate Fleetio with your WEX cards, a Fleetio Account Owner or Administrator can delete the integration.

Deleting a WEX integration removes fuel cards, fuel card mappings, and unassigned fuel transactions. Deleting the integration does NOT remove Fuel Entries that have already been created for Vehicles.

1. Click Integrations in the Sidebar Navigation.
2. Click My Integrations in the Integrations Directory sidebar.
3. Click the More Actions Button for the WEX account and select Delete.

4. In the pop-up, type DELETE in all caps in the text box, then click Delete Wex Integration to confirm.

Troubleshooting

I have a card set up, but I'm not seeing any transactions in Fleetio.

Make sure the last five digits of the card number in Fleetio match the Company Vehicle Number in WEX.