FuelCloud Integration

FuelCloud is an onsite fuel management system that uses a cloud-based web portal and mobile application to provide real-time updates and data insights on fuel use.

Included Features

• New fuel transactions will create new Fuel Entries in Fleetio. Transactions are updated hourly.
• Updates to existing fuel transactions in FuelCloud will update Fuel Entries in Fleetio. Transaction updates are updated hourly.
• Fleetio can detect invalid Meter Readings and automatically mark them as void. Receive an email notification daily for Auto Voided Fuel Entries, with quick links to easily correct them.

Preparing your Vehicles

Before you begin, it's important to make sure your vehicle VINs and Vehicle Names in FuelCloud match the VINs and Vehicle Names in Fleetio.

• FuelCloud uses the VIN to match vehicles in FuelCloud to vehicles in Fleetio.
• If no matching VIN is found, FuelCloud will attempt to match using the Vehicle Name.
• If there is no match for the VIN or Vehicle Name, the fuel transaction will be unassigned in Fleetio.

Set Up FuelCloud Integration

In Fleetio:

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 FuelCloud in the Fuel Card Providers list, then click Connect FuelCloud.

5. Enter your API Access Token and API Refresh Token
   • You can find your API Access Token and API Refresh Token in the API section of the FuelCloud portal.

6. Click the Add FuelCloud Fuel Card Account button.

Manage your FuelCloud Integration

Unassigned Transactions

As stated above, if there is no VIN or Vehicle Name match for a fuel transaction, the transaction will be unassigned in Fleetio. You can assign these transactions from the Fuel History Index.

1. Click Fuel & Energy in the Sidebar Navigation and select Fuel History.

2. Click the More Actions Button in the top right and select Manage Unassigned FuelCloud Transactions.

3. Use the Filters (a) to narrow the transaction list if needed.
4. Click the More Actions Button (b) for the fuel transaction and select Assign.

5. Use the Vehicle drop-down to select a vehicle, then click the Assign button.

You can also assign transactions in bulk.

1. Use the checkboxes on the left (a) to select the transactions to assign.
2. Click the Actions Menu (b), and select Assign.

3. Select a Vehicle using the drop-down menu and click the Assign button.

Add Meter Entries

FuelCloud can add meter entries to Fleetio along with fuel entries by using FuelCloud's Questions at the Pump feature.

To enable this in FuelCloud:

1. Navigate to Settings > Company Settings
2. Click Custom Data
3. Click the Add button and select the Odometer question.

Automatically Void Meter Entries

If you configure Meter Entries as shown above, 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 your FuelCloud 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.

Delete FuelCloud Integration

If you no longer wish to integrate Fleetio with FuelCloud, a Fleetio Account Owner or Administrator can delete the integration.

Deleting a FuelCloud integration removes fuel transactions 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 your FuelCloud account and select Delete.

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

IMPORTANT: If you remove your FuelCloud integration, Fleetio will immediately stop importing FuelCloud fuel transactions. Be sure to note the warnings in the "Confirm Action" message. You will need to add all subsequent Fuel Entries via manual entry, import, or another integration.