Table of Contents
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 on how to prepare your import data file.
The guide below provides an overview of the file requirements and supported values for importing basic 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.
In a basic Service Entry import, each Service Entry can include multiple Service Task line items, 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 the row data. The Total is automatically calculated, and itemized detail for each Service Task is not available.
In an advanced Service Entry import, 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.
TIP: Learn more in the Service Entries (ADVANCED) Import Guide.
Service Entries Import Template
We recommend using the Service Entries Import Template.
- Go to the + Quick Add menu and select Import Data.
- Click Browse Import Templates.
- Select the Service template type, then click the Service Entry template.
- Click the Download dropdown and select the appropriate template
IMPORTANT: You cannot update Service Tasks or categorization of Service Tasks within a Service Entry via an import. When you export the prefilled template, you will still see the Service Task and VMRS code columns, but the columns will be blank. If you attempt to update those columns via import, it will result in an error.
NOTE: If you are using a spreadsheet generated from another system, modifications to the file type and data may be needed to ensure the proper format and data mapping.
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.
IMPORTANT: A unique identifier is required to match each row to the corresponding vehicle in Fleetio. This may be vehicle_name, vehicle_vin, or External Vehicle ID, so any ONE of these is required, but not all three!
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 Existing Data via Import File article for more details.
Columns & Values
Required Fields
The fields below are required for Service Entry imports unless otherwise noted.
| Column | Required? | Notes |
|---|---|---|
| fleetio_id | * See Below |
This field is NOT required and should be left blank for all NEW Service Entries being added. This field is ONLY required when updating existing Service Entries in Fleetio. SEE: Update Existing Data via Import File |
| vehicle_name | ** See Below | Nickname or number to distinguish vehicle in Fleetio. Must match Vehicle Name in Fleetio exactly. |
| vehicle_vin | ** See Below | Vehicle Identification Number. Must match VIN in Fleetio exactly. |
| completed_at | Yes | This value is stored as a Date/Time data type. For consistency and accuracy, format your data as YYYY-MM-DD HH:MM:SS +0000. You can omit the time, and the value will default to 12:00:00 in the organization timezone. You may also use the Short Date Format from your Account Settings if you prefer. |
| meter_value | *** See Below | Primary meter reading on the date the service was completed (no commas; e.g. 147550). |
| repair_priority_class_code | **** See Below | The Repair Priority Class for the Service Entry. Accepts numeric values (1=Scheduled, 2=Non-Scheduled, 3=Emergency) for the default priorities or your corresponding alias. |
line_item_reason_for_repair_ |
The line_item_reason_for_repair_is only required if you have this field set as required in your Account Settings. Learn more about categorizing Service Entry line items via import. | |
line_item_category_code_ |
The line_item_category_code_ is only required if you have this field set as required in your Account Settings. Learn more about categorizing Service Entry line items via import. | |
line_item_system_code_ |
Learn more about categorizing Service Entry line items via import. | |
line_item_assembly_code_ |
Learn more about categorizing Service Entry line items via import. | |
line_item_component_code_ |
Learn more about categorizing Service Entry line items via import. |
* fleetio_id is required only when updating existing Service Entries. It is NOT required when adding new Service Entries.
** A unique identifier is required to match each row to the corresponding vehicle in Fleetio, as explained in the Data Requirements section above. This may be vehicle_name, vehicle_vin, or External Vehicle ID, so any ONE of these is required, but not all three!
*** 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.
| Column | Required? | Notes |
|---|---|---|
| id | No | This field should be left BLANK for all NEW Service Entry records being added. It is only used when updating existing Service Entries in Fleetio. SEE: Update Existing Data via Import File |
| started_at | No | This value is stored as a Date/Time data type. For consistency and accuracy, format your data as YYYY-MM-DD HH:MM:SS +0000. You can omit the time, and the value will default to 12:00:00 in the organization timezone. You may also use the Short Date Format from your Account Settings if you prefer. |
| amount | No | The monetary amount of the service entry. If you also have parts, labor, tax1, or tax2 in your import, those values will override the amount. Do not include currency symbols. |
| parts | No | The amount of the parts. Do not include currency symbols. |
| labor | No | The amount of labor. Do not include currency symbols. |
| discount | No | The discount of the service entry, as a fixed amount. Do not include currency/percentage symbols. |
| tax1 | No | The tax of the service entry, as a fixed amount. Do not include currency/percentage symbols. |
| tax2 | No | The secondary tax of the service entry, as a fixed amount. Do not include currency/percentage symbols. |
| vendor | No | Must match an existing Vendor exactly. If an exact match is not found during the import, a NEW Vendor will be created. |
| reference | No | Text field to store extra information about the Service Entry. |
| general_notes | No | Text field to store general notes about the Service Entry. |
| meter_void | No |
|
| secondary_meter_value | No | Most updated secondary meter reading for a vehicle (no commas) |
| secondary_meter_void | No |
|
| service_task | No |
|
| Service Entry Custom Fields | No | Additional columns for Custom Field with the "Service Entry" record type will be available fields for the import. Format requirement is explained in the Custom Fields Import Guide. |
| warranty_credits_amount | No | The amount of the warranty credit will be deducted from the subtotal. Do not include currency symbols. Warranty Management requires a Premium Fleetio Plan. |
| labor_markup | No | Percentage or fixed amount to be added to the subtotal. Do not include currency symbols. Labor Markup requires a Premium Fleetio Plan. |
| parts_markup | No | Percentage or fixed amount to be added to the subtotal. Do not include currency symbols. Parts Markup requires a Premium Fleetio Plan. |
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.
TIP: Learn more in the Custom Fields article and the Custom Fields Import Guide.
Service Entry Import Process
For detailed step-by-step instructions for importing new Service Entry data, refer to the New Data Import Overview article.
Update Service Entry Data via Import
For detailed step-by-step instructions for updating existing Service Entry data, refer to the Update Existing Data via Import File article.
