Fleetio

1. Click Integrations in the Sidebar Navigation

   Open the Fleetio web app and click Integrations in the Sidebar Navigation to access integration setup and management pages.

2. Click My Integrations in the Integrations Directory sidebar

   Within Integrations, click My Integrations in the Integrations Directory sidebar to view existing fuel provider connections and add new ones.

3. Click Add EFS Fuel Card Account

   If you use EFS, click Add EFS Fuel Card Account and follow the on-screen prompts to enter your EFS credentials so Fleetio can connect and begin retrieving transactions (Fleetio will attempt to use provided credentials to connect).

4. Enter provider credentials and confirm the integration

   For the selected fuel provider (EFS, WEX, FLEETCOR, FuelCloud, Fill-Rite), provide the required account credentials in the integration setup; if the connection succeeds, the integration will be saved and new transactions will begin importing according to the provider schedule.

5. Assign Fuel Cards and Fuel Transactions to Vehicles

   After cards begin appearing, associate each imported Fuel Card with the corresponding Fleetio Vehicle so transactions map to vehicle records; Fleetio will recognize new Fuel Cards for some providers and prompt you to assign them.

6. Click Fuel & Energy in the Sidebar Navigation and select Fuel History

   To find unassigned transactions, click Fuel & Energy in the Sidebar Navigation and select Fuel History to open the Fuel History page where unassigned transactions are listed.

7. Click the More Actions Button and select Manage Unassigned EFS Transactions

   On Fuel History, click the More Actions Button in the top right and select Manage Unassigned EFS Transactions (this option appears only if you have unassigned transactions) to review items that need vehicle assignment.

8. Click the More Actions Button for the transaction and select Assign

   For each unassigned transaction, click the More Actions Button for the transaction and select Assign, use the Vehicle drop-down to select the correct vehicle, and click the Assign button to attach the transaction to the vehicle record.

9. Enable Product Code 05 in your WEX integration settings (optional)

   If you use WEX and need to import 'Other Fuel' transactions, enable Product Code 05 in your WEX integration settings so those transactions will be imported as Fuel Entries in Fleetio.

10. Edit incorrect meter readings on imported Fuel Entries

    Open any imported Fuel Entry that has an incorrect odometer/meter reading and edit the associated Meter Entry so MPG and cost-per-mile calculations and service triggers remain accurate.

1. Click Reminders (main menu)

   Open Fleetio and go to the Reminders section in the main menu.

2. Select Maintenance Reminders

   Within Reminders, choose Maintenance Reminders to view and manage service schedules.

3. Click Add Reminder

   Click the Add Reminder button to start creating a new maintenance reminder.

4. Select the Vehicle

   In the new reminder window, select the vehicle you want to set the reminder for from the vehicle picker.

5. Choose or create a Task

   Choose the Task by searching for an existing task or create a new task by typing it in and pressing Enter; if it's new, confirm the popup to add it as a new service task.

6. Set Interval (mileage, date or both)

   Set up the service mileage interval, the due date interval, or both depending on the maintenance need using the interval fields in the reminder window.

7. Adjust future reminders in side window

   Review the side window that lists all future reminders per the intervals set, then adjust the mileage or due date directly here; the system will automatically recalculate remaining schedules.

8. Enable Create Work Orders (optional)

   If you have in-house technicians, toggle the option to automatically create work orders when the service is due so work flows to your team.

9. Set Notification Trigger

   Select when you'd like to be notified by choosing between Miles remaining or Days remaining before the task is due.

10. Select Notified Users

    Choose who should be notified for this reminder; notifications will be sent through the app and via email to the selected users.

11. Click Save Reminder

    Save the reminder to add it to the list; reminders are sorted by due mileage or intervals with overdue items shown at the top.

12. Use Search or Import for historical data

    If you have historical service data, use the Import function to add past service entries; use the reminder search bar to find or edit existing reminder tasks.

13. Manage Service Tasks (Services menu)

    Manage all service tasks related to reminders from the Services menu — add new tasks or import existing ones from there.

1. Go to Parts List

   Open the Parts List and select the part you want to track.

2. Click Manage on Locations tile

   On the selected part's page, click Manage on the Locations tile to configure location settings for that part.

3. Check Track Inventory checkboxes

   Select new locations using the drop-down menu and check the Track Inventory checkboxes for every location where you want quantities tracked.

4. Click Save button

   Scroll down in the Locations tile and click the Save button to apply the location and Track Inventory changes.

5. Open Locations tile

   After saving, view the Locations tile to confirm which locations are active for the part and to access inventory controls for those locations.

6. Click More Actions Button > Update Quantity

   From the Parts List, click the More Actions Button for the part you want to update, then select Update Quantity.

7. Select a location and adjust the quantity

   In Update Quantity, select a location, then change the quantity on hand to the correct value.

8. Select a reason, enter an optional comment, and click Save

   Choose a reason for the adjustment, enter an optional comment, and then click Save to record the inventory activity.

9. Assign Update Inventory Quantities permission

   Ensure Account Owners/Administrators or Roles have the Update Inventory Quantities permission so users can adjust quantities and transfer parts between locations.

1. Click Service Reminders module

   Open Fleetio and navigate to the Service Reminders module to view and manage preventive maintenance schedules.

2. Import your vehicles

   Select Import your vehicles so Fleetio can populate OEM recommended schedules automatically when vehicle data is added.

3. Create service reminders

   Within Service Reminders, create your own service reminders or service programs to add maintenance items that are not covered by OEM recommended schedules.

4. Change Time Interval

   Edit the Time Interval for the service reminder to set the desired time-based frequency for the maintenance reminder.

5. Change threshold

   Adjust the reminder threshold so Fleetio knows when to notify users that maintenance is due (this determines how early the reminder triggers).

6. Select notification recipients

   Choose who gets the reminders (driver, operator, technician, mechanic, admin) so the right people are notified about upcoming maintenance.

7. Select notification methods (Push notification, Email alert, Report)

   Set how recipients receive reminders by selecting Push notification, Email alert, or include the reminder in a Report.

8. Enable GPS integration (optional)

   If you have a GPS integration configured, ensure it is enabled so Service Reminders can trigger from odometer readings; otherwise Fleetio will use odometer updates from service entries or inspections.

1. Go to Maintenance

   Open the vehicle record for any asset and click Maintenance to access that vehicle's service settings; use the option to pull in the OEM recommended schedule so the manufacturer's intervals are loaded into Fleetio for that asset.

2. Create Service Program

   From Maintenance, build your own service program or select a template by choosing the option to create a service program so you can define recurring service items and intervals that will apply to multiple assets.

3. Apply Service Program to Group

   Select the target Group (use the Groups filter to pick the set of vehicles or equipment) and apply the service program so the defined reminders are automatically assigned to every asset in that group on the recurring schedule.

4. Open Reminders page

   Go to the Reminders page to view all service reminders across the fleet; use the page to see which reminders are overdue by meter-based or time-based intervals and to monitor the fleet average compliance score.

5. Add Watchers to Reminder

   On a service reminder (or within the service program settings), add Watchers using the Watchers functionality so designated users are notified when a reminder becomes overdue.

6. Snooze Service Reminder

   On the Reminders page, select a specific service reminder and click Snooze if the maintenance has already been scheduled externally to prevent duplicate alerts.

7. Schedule a recurring report

   Create or open the relevant service or operating cost report, give it a name, choose the recipients and file type (PDF or CSV), and set the schedule (for example, monthly) so maintenance status and upcoming reminders are emailed automatically.

AI Service Advisor is Fleetio's AI feature that scans repair orders using historical maintenance data to flag cost spikes, duplicate charges, and out-of-policy work, presenting items that warrant manager review.

Smart Assessments automatically review each repair order as it enters Fleetio and surface a short list of items—such as cost deviations or duplicates—that deserve closer inspection.

Smart Priorities rank new issues by risk, cost impact, and operational context so teams can focus on the most important work rather than treating everything as urgent.

No. Fleetio's AI is designed to assist decision-making: it applies guardrails, escalates concerns, and captures every decision for the record while keeping teams in control.

You can request demo access via Fleetio's website and subscribe to the Fleet Beat® newsletter; the site also links to user reviews on platforms like G2 and Capterra.