Bulk importing fuel transactions

Learn how to bulk import fuel transactions into MyGeotab using a file.

The Import Fuel Transactions feature lets you upload multiple fuel transactions into MyGeotab at once using a CSV or XLSX file, without needing to install or use any external apps. This makes it easy to import fuel data from providers that aren't automatically connected, add large batches of records, or include historical fuel data.

Once imported, the transactions appear alongside your existing records, allowing you to review and manage all your fuel data in one place.

Note: Bulk uploaded fuel transactions take time to process before matching to an asset or driver, and before identifying any potential mismatches. Allow 24 hours for the system to process the transactions before checking the Fuel Transactions page.

Fuel transaction import file requirements

Review the file and column requirements for importing fuel transactions from a file in MyGeotab.

File requirements

Your import file must meet the following requirements:

File format: CSV (.csv) or XLSX (.xlsx)
Maximum file size: 10 MB
Column count: exactly 16 columns in the specified order, and the first row must contain column headers
Required columns: Date & Time, Volume (L), Cost, and Currency Code. All other columns are optional, though some are recommended for complete fuel transaction records - see the column specifications below.

Column specifications

Your file must contain the following 16 columns in this exact order:


Column	Required	Description	Format / Validation
Date & Time	Yes	The date and time of the fuel transaction	YYYY-MM-DD or YYYY-MM-DDTHH:mm:ss or YYYY-MM-DDTHH:mm:ss.fff
Vehicle Identification Number	Recommended	The VIN of the vehicle (used to match to an asset in MyGeotab)	Max 255 characters
Serial Number	No	The Geotab device serial number	Max 255 characters
License Plate	No	The license plate of the vehicle	Max 255 characters
Vehicle Description	No	A description of the vehicle (for example, year, make, model)	Max 50 characters
Cardholder	Recommended	The name of the person who made the fuel purchase (used to match to a driver in MyGeotab)	Max 255 characters
Card Number	No	The fuel card number used for the transaction	Max 255 characters
Volume (L)	Yes	The volume of fuel purchased, in liters	Must be zero or greater
Cost	Yes	The cost of fuel purchased, in the provided currency code	Must be a valid numeric amount
Currency Code	Yes	The 3-letter ISO 4217 currency code	Exactly 3 letters (for example, USD, EUR, CAD)
Product Type	Recommended	The type of fuel product purchased. Defaults to Unknown if blank or invalid.	Valid product type or blank
Transaction Odometer	No	The vehicle odometer reading at the time of the transaction	Must be zero or greater
Location Coordinates	Recommended	The geographic coordinates of the fueling location. Auto-determined from address if not provided.	latitude,longitude (lat: -90 to 90, lon: -180 to 180)
Location Address	No	The street address of the fueling location	Free text
Site Name	No	The name of the fueling station or site	Max 255 characters
Comments	No	Any additional notes or comments	Max 1024 characters

Note: When you provide only a Location Address (and not Location Coordinates), the system converts it into coordinates during import, and the resolved coordinates are saved and used by the system. If you provide Location Coordinates, the system uses those coordinates directly. If you provide both, the coordinates take priority - the address is not converted, and the system uses the provided coordinates.

Note: On the Fuel Transactions page, the Time and Location column always converts the saved coordinates into a formatted address for display.

Downloading the fuel transaction import template

Learn how to download a pre-formatted template for importing fuel transactions into MyGeotab.

The template includes the required column headers and a sample row for guidance. See Fuel transaction import file requirements for the full column specification.

Open the Fuel Transactions page:
1. In Classic MyGeotab, navigate to Fuel and Energy > Fuel Transactions.
2. In Next-Generation MyGeotab, open the Fuel Transactions app from the main menu or your app library. If you don't see it in your app library, you may need to download it from the Marketplace.
  Which version of MyGeotab am I using?
Click Import at the top of the page.
Click Download template.

The system downloads a CSV file to your computer. Open the file and populate it with your fuel transaction data.

Importing a fuel transaction file

Learn how to upload a CSV or XLSX file to import fuel transactions into MyGeotab.

Before you begin, prepare your file according to Fuel transaction import file requirements, or start from the template in Downloading the fuel transaction import template.

Open the Fuel Transactions page:
1. In Classic MyGeotab, navigate to Fuel and Energy > Fuel Transactions.
2. In Next-Generation MyGeotab, open the Fuel Transactions app from the main menu or your app library. If you don't see it in your app library, you may need to download it from the Marketplace.
  Which version of MyGeotab am I using?
Click Import at the top of the page.
Drag and drop your file onto the upload area, or click Browse to select a file from your computer.
The system validates the file format and size, then checks that it follows the correct format: a header row, at least one row of data, and all 16 expected columns present in each row. If anything looks off, an error message appears on the uploaded file.
Select the timezone that applies to the date and time values in your file using the Timezone dropdown.
The timezone defaults to your user profile timezone. All date and time values in the file are interpreted using the selected timezone.
Click Import to begin importing your valid fuel transactions.
A progress indicator shows the import status. Keep the window open during the import process. For files with more than 1,000 rows, records import in batches, and you may see a brief pause between batches. You can click Cancel during the import; any records already imported remain in the system.

After the import completes, you'll see one of the following outcomes:

Success: All records imported successfully. A confirmation message displays the number of imported records. Click View records to navigate to the Fuel Transactions page and review your imported data.
Partial Success: Some records imported while others were skipped or failed. The results summary shows the number of records imported successfully, the number of duplicate records skipped (records that already exist in the system), and the number of records that failed to import. Duplicate records are detected and skipped automatically. If any records failed, see Resolving fuel transaction import errors.
Failed: If the import cannot be completed due to unexpected issues or errors, an Import Failed pop-up displays. See Resolving fuel transaction import errors.

Resolving fuel transaction import errors

Learn how to fix and re-import fuel transaction records that failed to import.

If your import results in a Partial Success or Failed outcome, use the error log to identify and correct the affected records.

From the import results screen, download the error log file.
Open the error log and review the listed errors by row number.
Correct the errors in your original import file.
Re-upload the corrected file.
See Importing a fuel transaction file for the full upload procedure.

Records that previously failed to import are processed again. Records that imported successfully during the original attempt are not duplicated.