Fleetio Integration Instructions

Audra Kelvin

Updated October 27, 2025 22:20

Fleetio has built an integration with FuelCloud! The purpose of this integration is to automatically import FuelCloud transactions into Fleetio.

Fleetio is a Fleet Management software that handles service intervals, fuel efficiency and IFTA reporting. The Fleetio integration is through the FuelCloud API. In order to enable this integration you will need your FuelCloud API Access Token and FuelCloud API refresh token

If you are interested in adding Fleetio to your fleet visit the link below.

Learn more about Fleetio here!

Important Notes before you start:

From your FuelCloud dashboard navigate to Settings > Company Settings.
Click the “Custom Data” tab at the top of your settings menu.
Under “Vehicle Custom Data” select an unused Custom Data field and enter “VIN”.
Select “Save Changes” at the bottom of the menu
You will then need to put VIN numbers in each vehicle you want to sync with Fleetio. This can be done in two ways:
1. Manual Entry:
  - Navigate to My Assets > Vehicles
  - Select the “Settings” tab
  - Select the “Custom Data” subtab
  - You should see your “VIN” custom Field. Enter the VIN number for your vehicle.
  - Click the “Save Changes” button
  - That vehicles transactions should map correctly to your Fleetio vehicle now.
2. Bulk Enty:
  - Navigate to My Assets > Vehicles
  - Click the “Import” button in the upper right hand corner of the menu
  - Select “Update Existing Vehicles”
  - Click “Download Update Vehicles Template”
  - This will download an excel template of all of the vehicles you have set up in FuelCloud
  - Find the tab labeled “VIN - Vehicle Custom Data Field 1 - Text - (optional)
    - Note: Use the Custom Data Field column and not the standard VIN field
  - Enter all the VIN numbers for the vehicles you wish to sync to Fleetio
  - Save your changes to the document
  - On the same FuelCloud page you downloaded the excel template, under “Upload” select the excel file you added the VIN numbers to and click “Submit & Review”
  - You will be directed to a page to review the changes you made. Check that the VINs you entered are visible and that “No Errors Found” is indicated at the top.
  - Click the button on the upper right hand corner labeled “Save”
  - All vehicle transactions for which you entered a VIN number should map correctly to your Fleetio vehicle now.

6. Make sure you are tracking your Price Per Gallon in FuelCloud. The Fleetio integration allows the option to import your FuelCloud PPG. If you are not currently tracking price. You can enter a price adjustment and reconcile the tank to bring the PPG current. For more information on price tracking refer to our help center article: Inventory Reconciliation

7. Any Transaction changes made will be updated on the Fleetio side hourly. If you recently updated a price or adjusted a transaction, those changes will update on the Fleetio side but may be slightly delayed.

Generate an API Token in your FuelCloud account under Settings-API

Note: If you are currently using the API token for another integration you can create a new token under another administrator on your account. You may need to set up a dummy user to generate a new API token.