Bulk Importing Fuel Transactions - User Guide
Support Document
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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 add-ins.
March 2026
Overview
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 add-ins. 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.
Accessing the Feature
To open the Import Fuel Transactions page:
- In the main menu, navigate to Fuel and Energy > Fuel Transactions.
- On the Fuel Transactions page, click the Import button at the top of the page.
This opens the import interface, where you can upload a CSV or XLSX file containing your fuel transaction data and begin the import process. From there, the system will guide you through validating the file and importing the records into your database.
Preparing the Import File
Before importing, you need to prepare a file containing your fuel transaction data. The Import Fuel Transactions page supports two file formats: CSV (.csv) and XLSX (.xlsx).
Downloading the Template
To help you format your file correctly, you can download a pre-formatted CSV template:
- On the Import Fuel Transactions page, click the Download template button.
- The system downloads a CSV file to your computer.
- Open the template file and populate it with your fuel transaction data.
The template includes required column headers and a sample row for guidance.
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 first row must contain column headers.
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 (e.g., 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 (e.g., 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 a user provides 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 a user provides Location Coordinates, the system uses those coordinates directly. If both are provided, the coordinates take priority—the address is not converted, and the system uses the provided coordinates.
On the Fuel Transactions page UI, the Time and Location column always converts the saved coordinates into a formatted address for display.
Importing a File
Follow these steps to import your fuel transaction file:
Upload File
On the Import Fuel Transactions page, drag and drop your file onto the upload area, or click Browse to select a file from your computer. The system will validate your file format and size.
Review Validation Results
When you upload a file on the Fuel Transaction Import page, it is first checked to make sure it is a supported file type (.csv or .xlsx) and is within the 10MB size limit. The file is then reviewed to confirm it follows the correct format — it should include a header row and at least one row of data, with all 16 expected columns present in each row. If anything looks off, such as missing columns or an incorrectly formatted file, an error message will appear on the uploaded file letting you know what needs to be fixed.
Select Timezone
After uploading, 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 will be interpreted using the selected timezone.
Import
Click the Import button to begin importing your valid fuel transactions. A progress indicator will show the import status. Keep the window open during the import process. For large files (more than 1,000 rows), records are imported in batches. You may see a brief pause between batches.
Import Results
After the import is complete, you will see one of the following outcomes:
Success
All records were imported successfully. A confirmation message will display the number of imported records. Click View records to navigate to the Fuel Transactions page and review your imported data.
Partial Success
Some records were imported while others were skipped or failed. The results summary will show:
- Number of records imported successfully
- Number of duplicate records skipped (records that already exist in the system)
- Number of records that failed to import
- You can download the error log to review which records failed and why.
Failed
If the import cannot be completed due to unexpected issues or errors, an Import Failed pop-up will be displayed.
Frequently Asked Questions (FAQs)
What file formats are supported?
The Import Fuel Transactions feature supports CSV (.csv) and XLSX (.xlsx) file formats.
Is there a file size limit?
Yes, the maximum file size is 10 MB.
Which fields are required?
The following fields are required: Date & Time, Volume (L), Cost, and Currency Code. All other fields are optional but recommended for complete fuel transaction records.
What happens if my file contains duplicate records?
Duplicate records are automatically detected and skipped during import. They are counted separately in the import results summary.
Can I cancel an import in progress?
Yes, you can click Cancel during the import process. Any records that have already been imported will remain in the system.
What timezone is used for my transaction dates?
The dates are interpreted using the timezone you select during the import process. By default, this is set to your user profile timezone. Make sure to select the correct timezone that matches the date and time values in your file.
What happens if I provide an address but no coordinates?
If you provide a location address without coordinates, the system will automatically attempt to determine the geographic coordinates from the address. This process (geocoding) runs automatically during import.
How do I fix validation errors?
Download the error log file, which lists each error by row number. Correct the errors in your original file and re-upload it.
Where can I find my imported records after a successful import?
After a successful import, click the View records button to go directly to the Fuel Transactions page, where your imported records will be available.
