Comdata Fuel Card Integration

Fleetio integrates directly with Comdata Fuel Cards, automatically syncing fuel transaction data directly into Fleetio, saving you time and eliminating manual data entry errors. Once you map your fuel cards to your vehicles in Fleetio, the process is completely automated.

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.
• 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. Receive an email notification each day for Auto Voided Fuel Entries, with quick links to easily correct them.

Import/Update Schedule

Imports occur automatically each day, but transaction dates might be delayed a few days.

Comdata processing begins at 5:00 a.m. CST (6:00 a.m. CDT). However, individual files may come in at various times, causing files to post as late as 11:00 a.m. CST (12:00 p.m. CDT).

Comdata transactions typically appear 1-4 business days after the card swipe occurs.

Set Up Comdata Fuel Card Integration

Have your Comdata Account Number ready when you begin this process.

Your Comdata Account Number is typically a 5-digit alphanumeric number, such as XX123, and may contain a dash.

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

5. Enter your Comdata account number and click Add Comdata Fuel Card Account.

6. Complete the electronic forms. Click the Get Started button to digitally sign the Comdata (FleetCor) Data Release Form.

7. Follow the prompts to complete the process.

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

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

At this point, your Comdata integration setup will be complete, but you will not have any Fuel Cards in Fleetio until transactions begin processing. See the next section for more details.

Manage Fuel Cards

Comdata 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 receive an email from Fleetio any time new cards are added to your account.

Assign Fuel Cards to Fleetio 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.

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 Comdata 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.

Archive a Fuel Card

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

Add Multiple Comdata Accounts

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

Follow the same steps for adding a new account to add additional Comdata account(s), noting that a separate Data Release form is required for EACH Account.

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

Delete Comdata Fuel Card Integration

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

Deleting a Comdata 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 Comdata account and select Delete.

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

FLEETCOR/Comdata Supported & Non-Supported Cards

FLEETCOR acquired Comdata in 2014. Together they offer a variety of fuel cards that can be integrated with Fleetio.