Fleetio
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How to in Fleetio
- 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.
- 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.
- 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).
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
FAQ for Fleetio
Who can set up fuel card integrations in Fleetio?
Only Account Owners and Administrators can set up and manage fuel integrations in Fleetio; ensure you have the proper permissions before beginning setup.
How often do fuel card transactions import into Fleetio?
Import frequency depends on the provider: EFS connections poll frequently (approximately every five minutes), while some providers and transactions settle and become visible in Fleetio after 24–72 hours.
What if fuel transactions are not appearing or are unassigned?
Open Fuel & Energy > Fuel History and use More Actions > Manage Unassigned EFS Transactions to filter, review, and manually assign transactions to vehicles; also verify card mapping and that card numbers (e.g., last five digits) match provider records.
Will non-fuel purchases be imported?
No; Fleetio imports only fuel transactions that match supported product codes or merchant categories for each provider unless specific product codes (like WEX Product Code 05) are enabled in the integration settings.
Common mistakes when using Fleetio
Not assigning imported fuel cards to vehicles, leaving transactions unlinked.
Open Fuel & Energy > Fuel History, choose More Actions > Manage Unassigned EFS Transactions, select each transaction, use the Vehicle drop-down, and click Assign to attach transactions to vehicle records.
Card number mismatches prevent imports for WEX cards (e.g., incorrect last five digits).
Confirm the last five digits of the card number in Fleetio match the Company Vehicle Number in WEX and update the card mapping so Fleetio can import transactions correctly.
Expecting immediate visibility for all provider transactions even when they haven't settled.
Account for provider settlement windows (some transactions take 24–72 hours); check the provider-specific Import/Update Schedule and confirm imports after the stated delay.
Assuming all transaction types will import as fuel entries.
Verify provider product codes and merchant category rules; for WEX enable Product Code 05 if you want 'Other Fuel' imported, otherwise only supported product codes (01-04, 06-20) import automatically.