Table of Contents
This guide provides an overview of the file requirements and supported values for importing Vehicles.
IMPORTANT: If you are on Fleetio's Essential plan, you can add up to 100 Vehicles to your account.
NOTE: 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 on how to prepare your import data file.
Vehicle Import Template
When importing Vehicles, we recommend using the Vehicle Import Template.
- Go to the + Quick Add Menu and select Import Data.
- Click Browse Import Templates.
- In the Import Templates pop-up, click Vehicles in the left menu.
- Click the Download drop-down for the Vehicle template and select Empty Template.
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 vehicles.
Columns marked * See Below have special conditions required under certain circumstances; these are explained in footnotes beneath the chart.
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.
Acquisition Data
The Vehicle Overview in Fleetio includes a tab for Loan/Lease details. Loan and Lease data requires special handling for data import: if any loan or lease fields are included for import, you must also specify the acquisition type. Identify your type by including a column for acquisition_type with value "Loan" or "Lease."
Vehicle import fields which require a corresponding acquisition_type include: monthly_cost, acquisition_date, loan_amount, capitalized_cost, down_payment_amount, annual_percentage_rate, first_payment_date, number_of_payments, reference_number, residual_value, mileage_cap, mileage_charge, notes, vendor_name, lender_name, acquisition_end_date, generate_expenses
IMPORTANT: If any vehicle row includes a value mapped to one of the acquisition data fields, but acquisition_type is omitted, the record will fail to import with the following message: "Found acquisition data, but acquisition type is missing"
Columns & Values
Required Fields
These fields are required for Vehicle Imports unless otherwise noted.
Column |
Required? |
Notes |
|---|---|---|
fleetio_id |
* See Below |
This field is NOT required and should be left blank for all NEW vehicles being added. This field is ONLY required when updating existing vehicles in Fleetio.
|
name |
Yes |
Nickname or number to distinguish vehicle in Fleetio.
NOTE: Vehicle Name must be unique
|
meter_unit |
Yes |
Must be one of the following (default: mi)
IMPORTANT: If you have a telematics integration, first check to see if the telematics integration can send hr as a primary unit before configuring primary meters to hr. |
fuel_volume_units |
Yes |
Must be one of the following (default: us_gallons)
|
status |
Yes |
Example: active
Text can match an existing Vehicle Status, or a NEW Vehicle Status will be created if no match is found during the import.
|
type |
Yes |
Example: truck
Text can match an existing Vehicle Type, or a NEW Vehicle Type will be created if no match is found during the import.
|
purchase_date |
** See Below |
This value is stored as a Date data type.
For consistency and accuracy, format your data as YYYY-MM-DD.
You may also use the Short Date Format from your Account Settings if you prefer.
|
purchase_meter |
*** See Below |
Odometer or Hour Meter value at the time of purchase |
ownership |
Yes |
Must be one of the following (default if not set: "Owned")
|
system_of_measurement |
Yes |
Must be one of the following (default if not set: Imperial)
|
acquisition_type |
**** See Below |
Accepted values: Loan, Lease |
* fleetio_id is required only when updating existing vehicles. It is NOT required when adding new vehicles.
** purchase_date is required only when purchase_meter is present
*** purchase_meter requires purchase_date if present
**** acquisition_type is required whenever ANY Loan/Lease fields are included: monthly_cost, acquisition_date, loan_amount, capitalized_cost, down_payment_amount, annual_percentage_rate, first_payment_date, number_of_payments, reference_number, residual_value, mileage_cap, mileage_charge, notes, vendor_name, lender_name, acquisition_end_date, generate_expenses
Other Fields
These fields are not required but are recommended when possible to ensure the accuracy of your data in Fleetio.
Column |
Required? |
Notes |
|---|---|---|
year |
No |
Must be in "YYYY" format |
make |
No |
|
model |
No |
|
trim |
No |
|
group |
No |
Text can match an existing Group and/or Subgroup , or a NEW Group will be created if no match is found during the import.
|
vin |
No |
Vehicle Identification Number or equipment Serial Number (must be unique) |
color |
No |
|
license_plate |
No |
|
current_meter |
No |
Current odometer or hour meter value (no commas) |
secondary_meter_unit |
No |
Must be one of the following (default: mi)
|
secondary_meter_value |
No |
Current secondary meter or hour meter value (no commas) |
purchase_vendor |
No |
Must match an existing Vendor name in Fleetio exactly. If the Vendor name does not match a Vendor currently setup in Fleetio a NEW Vendor will be created through the import. |
purchase_price |
No |
Vehicle purchase price; enter the value in dollars, without commas or currency symbol
NOTE: Enter the value 10000 to import as $10,000.00 in Fleetio
|
purchase_meter_void |
No |
True/False. Set to True, marks the meter value as Void. Defaults to False. |
warranty_expiration_date |
No |
Date the warranty expires |
warranty_expiration_meter |
No |
Meter value for when the warranty expires |
fuel_type |
No |
Must match Fuel Types in Account Settings (Example: Gasoline) |
registration_state |
No |
|
|
automatically_calculate_
primary_meter_usage_per_day
|
No |
True/False. Set to True, enables the option for Fleetio to automatically calculate and apply an estimated meter usage per day , based on existing meter entries. |
|
automatically_calculate_
secondary_meter_usage_per_day
|
No |
True/False. Set to True, enables the option for Fleetio to automatically calculate and apply an estimated meter usage per day , based on existing meter entries. |
primary_meter_usage_per_day |
No |
With automatically_calculate_primary_meter_usage_per_day set to False, allows manual setting of an automatic meter entry per day. |
secondary_meter_usage_per_day |
No |
With automatically_calculate_secondary_meter_usage_per_day set to False, allows manual setting of an automatic meter entry per day. |
in_service_date |
No |
Date vehicle entered active fleet service. |
in_service_meter |
No |
Primary meter reading on in-service date. |
estimated_service_months |
No |
Number of months vehicle is expected to be in active fleet service. |
estimated_replacement_mileage |
No |
Final expected value of primary meter when vehicle retires from fleet service. |
estimated_resale_price |
No |
Amount expected to be recuperated after retirement and sale/disposal (less any associated costs). |
out_of_service_date |
No |
Date vehicle was retired from fleet service. |
out_of_service_meter |
No |
Final primary meter reading on out-of-service date. |
axle_config_name |
No |
Axle configuration. Must match axle configuration naming conventions in Fleetio, Eg. 4x2 FWD, 4x4 (Dually), etc. Multi-Axle cannot be mapped. |
body_type |
No |
Standard Body Types are: Convertible, Coupe, Mini-Van, Pickup, SUV and Sedan
NOTE: If a different Body Type is listed in the import file, it will be added as a new option to your system's list of available Body Type's.
|
body_subtype |
No |
Standard Body Subtypes are: Crew Cab, Extended Cab and Passenger
NOTE: If a different Body Subtype is listed in the import file, it will be added as a new option to your system's list of available Body Subtypes.
|
drive_type |
No |
Standard Drive Type options are: 4x2, 4x4, AWD, FWD, and RWD
NOTE: If a different Drive Type is listed in the import file, it will be added as a new option to your system's list of available Drive Types.
|
brake_system |
No |
The standard brake system option is Hydraulic.
NOTE: If a different Brake System type is listed in the import file, it will be added as a new option to your system's list of available Brake System's.
|
msrp_cents |
No |
Enter the MSRP value in cents, without commas or currency symbol
NOTE: There is no decimal ... enter the value 1000000 to import as $10,000.00 in Fleetio
|
fuel_tank_capacity |
No |
|
fuel_tank_2_capacity |
No |
|
front_track_width |
No |
|
ground_clearance |
No |
Measurement of the distance between the ground and the lowest point of the vehicle. |
height |
No |
Measurement from the ground to the highest part of the vehicle (does not include any accessories or optional equipment). |
length |
No |
The total length of the vehicle, including bumpers. |
rear_track_width |
No |
|
width |
No |
Measurement of the widest part of the vehicle. |
wheelbase |
No |
|
front_tire_psi |
No |
|
rear_tire_psi |
No |
|
base_towing_capacity |
No |
The towing ability of the vehicle as it comes standard, without the addition of optional suspension, engine, or transmission. |
curb_weight |
No |
The weight of a vehicle with standard options and features, in addition to the weight of a driver and fuel. |
gross_vehicle_weight_rating |
No |
The combination of the GVWR of a vehicle and the towing capacity. |
bed_length |
No |
The length of the bed, from front to back, of a pickup truck. |
max_payload |
No |
The maximum allowable weight the vehicle can hold. This includes cargo and additional options, but excludes the driver and fuel. |
rear_axle_type |
No |
|
front_tire_type |
No |
|
front_wheel_diameter |
No |
|
rear_tire_type |
No |
|
rear_wheel_diameter |
No |
|
epa_city |
No |
|
epa_highway |
No |
|
epa_combined |
No |
|
engine_description |
No |
|
engine_brand |
No |
|
engine_aspiration |
No |
Standard Aspiration options are: Naturally Aspirated, Turbocharger, and Twin Turbocharger
NOTE: If a different Aspiration type is listed in the import file, it will be added as a new option to your system's list of available Aspiration types.
|
engine_block_type |
No |
|
engine_bore |
No |
|
engine_cam_type |
No |
Standard Cam Types are: DOHC, OHV, and SOHC
NOTE: If a different Cam Type is listed in the import file, it will be added as a new option to your system's list of available Cam Types.
|
engine_compression |
No |
|
engine_cylinders |
No |
|
engine_displacement |
No |
|
fuel_induction |
No |
|
fuel_quality |
No |
Recommended octane rating |
max_hp |
No |
|
max_torque |
No |
|
oil_capacity |
No |
Capacity of oil reservoir |
redline_rpm |
No |
|
engine_stroke |
No |
|
engine_valves |
No |
|
transmission_description |
No |
|
transmission_brand |
No |
|
transmission_type |
No |
Standard Transmission Types are: Automatic, Continuously Variable, and Manual
NOTE: If a different Transmission Type is listed in the import file, it will be added as a new option to your system's list of available Transmission Types.
|
transmission_gears |
No |
|
cargo_volume |
No |
The volume of the area designated as cargo space. |
interior_volume |
No |
The volume within the vehicle's main chamber.
Interior volume = total passenger volume + cargo volume, if the cargo is not isolated from the designated passenger area.
|
passenger_volume |
No |
The volume for the area designated solely for passengers. |
monthly_cost |
No |
Total amount that will be paid each month, including any taxes and fees. |
acquisition_date |
No |
For Loan/Lease Acquisitions
This value is stored as a Date Data type .
For consistency and accuracy, format your data as YYYY-MM-DD.
You may also use the Short Date Format from your Account Settings if you prefer.
|
loan_amount |
No |
For Loan Acquisition only |
capitalized_cost |
No |
For Lease acquisition type only; total cost of the vehicle, including any taxes and fees. |
down_payment_amount |
No |
For Loan/Lease Acquisitions; amount of money due at signing, or the trade-in amount from the last vehicle. |
annual_percentage_rate |
No |
For Loan Acquisition only; enter numerical value |
first_payment_date |
No |
This value is stored as a Date Data type .
For consistency and accuracy, format your data as YYYY-MM-DD.
You may also use the Short Date Format from your Account Settings if you prefer.
|
number_of_payments |
No |
Must be less than 500 |
reference_number |
No |
Value used to identify the loan/lease in other systems. |
residual_value |
No |
For Lease Acquisition only; value of vehicle at end of lease. |
mileage_cap |
No |
For Lease Acquisition only; number of miles this vehicle can travel before incurring additional charges. |
mileage_charge |
No |
For Lease Acquisition only; amount charged for each mile over the mileage cap. |
notes |
No |
Notes to display on the Acquisition detail screen |
vendor_name |
No |
For Lease Acquisition only; vendor where the vehicle was acquired |
lender_name |
No |
For Loan Acquisition only; vendor where the loan originated |
acquisition_end_date |
No |
For all acquisition types, but label display varies according to Acquisition Type
e.g. 'Loan End Date' or 'Lease End Date'
|
generate_expenses |
No |
True/False or T/F; True enables auto-generated Expense Entries for the Loan/Lease |
Custom Fields |
No |
These are available for the Custom Fields which have been added in Account Settings |
External Vehicle IDs |
No |
These are available for the External Vehicle IDs which have been added in Account Settings
NOTE: External IDs must be unique
|
Vehicle Custom Fields
Custom Fields can be created for Vehicle records in your Account Settings, including being set as required, if needed. Any Custom Fields with the Vehicle record type will also be available for import, and will be added as the last columns in the Import Template. Format requirement is explained in the Custom Fields Import Guide.
TIP: Learn more in the Custom Fields Overview article and the Custom Fields Import Guide.
External Vehicle IDs
External IDs can be created for Vehicle records in your Account Settings. These IDs allow you to tell Fleetio how your external systems identify vehicles.
TIP: Learn more in the External Vehicle IDs article.
Vehicle Import Process
For detailed step-by-step instructions for importing new Vehicle data, refer to the New Data Import Overview article.
Update Vehicle Data via Import
For detailed step-by-step instructions for updating existing Vehicle data, refer to the Update Existing Data via Import File article.
