Table of Contents
This guide provides an overview of the file requirements and supported values for importing Vendors.
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.
Vendor Import Template
We recommend using the Vendor Import Template.
- Go to the + Quick Add menu and select Import Data.
- Click Browse Import Templates.
- Select the Vendors Template type.
- Click the Download dropdown and select Empty Template (or Prefilled Template to Update Existing Data via Import):
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?" column in the chart 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.
IMPORTANT: Unlike with NEW data imports, you do NOT need to include required fields if you are updating data, as long as you include the fleetio_id.
- During the mapping process, it is essential to map the fleetio_id column from the source file to the Id field in the Fleetio Field Mapping drop-down box. The Id field is what notifies Fleetio that the import is intended to "update" data, and not create NEW records.
- If a Custom Field is designated as "Required", the Custom Field does not need to be mapped unless you are updating data for that Custom Field. If there is data in the Custom Field column, it must be mapped, or the import will fail.
- Reference the Update Data via Import File article for more details.
Columns & Values
Required Fields
These fields are required for Vendor Imports unless otherwise noted
| Column | Required | Notes |
|---|---|---|
| fleetio_id | * See Below |
This field is NOT required and should be left blank for all NEW vendors being added. This field is ONLY required when updating existing vendors in Fleetio.
|
| name | Yes | |
| street_address | ** See Below |
* fleetio_id is required only when updating existing vendors. It is NOT required when adding new vendors.
**street_address is only required if a Vendor already exists with this name.
Other Fields
These fields are not required but are recommended when possible to ensure the accuracy of your data in Fleetio.
| Column | Required? | Notes |
|---|---|---|
| street_address_line_2 | No | |
| city | No | |
| region | No | State/Province/Region |
| postal_code | No | |
| country | No |
These must be in the form of Country Codes (not names of countries). See our Country Codes List for a list of codes |
| phone | No | |
| contact_name | No | |
| contact_email | No | |
| contact_phone | No | |
| website | No | |
| tools | No |
This enables the Vendor to be designated as the Purchase Vendor on Tool records
|
| fuel | No |
Should this Vendor have the Fuel classification enabled?
|
| service | No |
Should this Vendor have the Service classification enabled?
|
| parts | No |
Should this Vendor have the Parts classification enabled?
|
| vehicle | No |
This enables the Vendor to be designated as the Purchase Vendor on Vehicle records
|
| Vendor Custom Fields | No | Custom Fields can be setup under Settings > Custom Fields. Any Custom Fields with the "Vendor" record type will also be available to import data into. Format requirement is explained in the Custom Fields Import Guide. |
Vendor Custom Fields
Custom Fields can be created for Vendor records in your Account Settings, in addition to being set as required. Any Custom Fields with the Vendor record type will also be available for import.
TIP: Learn more in the Custom Fields article and the Custom Fields Import Guide.
Vendor Import Process
For detailed step-by-step instructions for importing new Vendor data, refer to the New Data Import Overview article.
Update Vendor Data via Import
For detailed step-by-step instructions for updating existing Vendor data, refer to the Update Existing Data via Import File article.
