Service Entries (ADVANCED) Import Guide

This guide provides an overview of the file requirements and supported values for importing advanced Service Entries.

Basic vs. Advanced Service Entry Import

In Fleetio, manually entered Service Entries may include multiple Service Task line items. Costs can either be attributed to each individual Service Task line item OR to the Service Entry as a whole.

To import Service Entries, choose between Basic or Advanced. The Advanced import is more detailed, allowing you to itemize your maintenance data by importing each Service Task line item from a single Service Entry as its own spreadsheet row with its own costs.

In a basic Service Entry import, each row represents a separate Service Entry. The Service Entry can include multiple Service Tasks, however, costs can only be entered as an aggregate value (either parts/labor or a total amount). It is not possible to break down cost subtotals for parts, labor, or subtotal by Service Task.

EXAMPLE:
In this basic Service Entry import, the values for Parts, Labor and Tax are included in a single row of data. The Total is automatically calculated, and itemized detail for each Service Task is not available.

In an advanced Service Entry import, each row represents a line item from a Service Entry. Costs may be itemized as parts, labor, or subtotal for each individual Service Task. From each line item, aggregate Service Entry costs will be automatically calculated. This approach allows more detailed cost reporting by Service Task.

EXAMPLE:
In this advanced Service Entry import, the values for Parts and/or Labor are specified for each Service Task. Tax is entered for the Service Entry. Subtotals and aggregate costs are automatically calculated, and detail is available for cost reporting on each Service Task.

Advanced Service Entry Import Setup

External ID

In order to create a grouping of Service Task Line Items on a single Service Entry, each row of data in the import file is identified by an External ID.

The External ID column is the unique identifier that Fleetio will use to group multiple rows into a single Service Entry, so this must be a unique value, and it must be present on every row that belongs to the same Service Entry. In other words, every row in the import is a Service Task Line Item, and every line item with the same External ID will be combined in a single Service Entry.

How do you choose an External ID? Ideally, this might be the transaction ID or invoice ID used within your organization or received from a third-party provider. Alternatively, you may establish your own unique identifier (for example, some combination of Vehicle Name, Date, and/or Vendor).

Import Data Row Format and Required Data

The first row for any given External ID includes metadata for the Service Entry such as Date, Vendor, Meter Reading(s), Discount, and/or Taxes. These values need only be included on the first row since they apply to the entire Service Entry.

Subsequent rows with the same External ID may be included for each additional Service Task Line Item. These rows need only include vehicle_name, external_id, service_task, and either line_item_subtotal OR labor_subtotal and parts_subtotal.

Custom Fields

Custom Fields may be set as required in your Fleetio account. If you are importing Custom Fields, reference the Custom Fields Import Guide for more details.

Import Data Rows: Successful Records and Failed Records

When the import is complete, the Successful Records count in the Import table will reflect the number of Service Entries that have been created, not the number of Line Items.

The Failed Records count will display each Line Item row that failed. Click the Failed Records link to view the failure reasons, or go to More Actions > Download Error File to download a CSV file.

EXAMPLE:
The import rows identified below with external_id "1" will import a single Service Entry which will include two Service Tasks: "Oil & Filter Change" and "Tire Rotate & Balance." The metadata (date, meter, etc.) is only required on the first row.

The Successful Record count for this import is 1.

Advanced Service Entries Import Template

We recommend using the Advanced Service Entries Import Template.

1. Go to the + Quick Add menu and select Import Data.

2. Click Browse Import Templates.

3. Select the Service template type, then click the Advanced Service Entry template.
4. Click the Download dropdown and select the Empty Template.

Other Data Requirements

Be sure to note the Required section and columns in the charts 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.

Columns marked * See Below have special conditions required under certain circumstances; these are explained in footnotes beneath the chart.

Each row in the import file MUST contain a unique identifier that matches the row to a corresponding Vehicle in Fleetio. The most common columns for this match are the Vehicle Name or VIN from Fleetio, however, an External Vehicle ID could also be added from Account Settings.

Columns & Values

Required Fields

The fields below are required for Service Entry imports unless otherwise noted.

* A unique identifier is required to match each row to the corresponding vehicle in Fleetio, as explained in the Data Requirements section above.

** meter_value is only required if "Require a meter reading" is ON in your Maintenance Settings

*** repair_priority_class_code is only required if "Require a Repair Priority Class?" is ON in your Maintenance Settings

Other Fields

These fields are not required but are recommended to ensure the accuracy of your data in Fleetio.

Service Entry Custom Fields

Custom Fields can be created for Service Entry records in your Account Settings. Any Custom Fields with the Service Entry record type will also be available for import.