Frequently Asked Questions
Find the answers to all your Fleetio questions.
How do you pronounce "Fleetio"?
Say it like "flee-tee-oh" :)
Can I use Fleetio outside the U.S.?
You bet! Organizations all over the world use Fleetio today. In a global economy, it is common for business operations to span multiple regions, bound by complex reporting requirements. Fleetio offers various settings to simplify the complexity of global operations.
- System of measurement (Imperial versus Metric)
- Time zone settings (configured for each user)
- Time format settings (12-hour versus 24-hour)
- Date format settings (e.g. month/day/year versus day/month/year)
- Currency settings (most major currencies are supported)
Is there anything to download or install?
No, Fleetio is web-based and runs in the cloud. Fleetio works in all major, modern web browsers. Specifically, we support Firefox 77 and higher, Safari 12 and higher, Chrome 77 and higher and Microsoft Edge 83 and higher. You can install our mobile apps on modern iOS or Android devices to use Fleetio on-the-go.
Is there a mobile app for Fleetio?
Fleetio Go gives you the power of Fleetio while on-the-go. View and update vehicle details, manage issues, record fuel transactions and service entries, submit electronic inspections and much more!
Fleetio Parts helps you stay on top of inventory management through an easy-to-use mobile interface. Scan barcodes or QR codes for easy selection and update inventory quantities in real-time to avoid stock outages.
Both mobile apps are available on iOS and Android and are free to Fleetio customers!
How often do you release updates?
Constantly! We release small tweaks and bug fixes on a daily basis and larger updates every week or two. The best part? There is nothing to install, no effort on your part and no interruption to your operations. We handle all the updates, hosting and other IT headaches. All you have to do is use the Fleetio system, preferably with a smile. We keep you informed about new features and releases via in-app announcements and call-outs, through the Weekly Alignment (our consolidated product email newsletter) and blog posts.
What is an “asset” in Fleetio?
An asset is a fleet vehicle or piece of equipment you are managing in Fleetio. Your subscription price is based on how many active (aka unarchived) assets you have in the system.
What is the difference between Vehicles and Equipment/Tools in Fleetio?
Equipment Management in Fleetio is primarily designed for small equipment and tools that equip your team to conduct a job and have less complex maintenance needs than your vehicles but are just as critical to your fleet operations. This equipment can range from blowers, trimmers and mowers to generators, saws and power tools.
Vehicles in Fleetio are assets that are used for transporting people or goods (cars, trucks, trailers, etc.) or mechanized equipment (fork lifts, bulldozers, excavators, etc.) that require more complex maintenance, servicing, inspection, integration and much more.
Fleetio allows you to effectively track, manage and maintain all your assets, regardless of what type of asset it is.
What if I add or remove vehicles?
Fleetio automatically counts the total vehicles in your account each day and prorates your next bill accordingly if there are any changes. The prorated amount is based on the number days left in the current billing cycle. If you add vehicles, a prorated balance is added to your next billing statement. You don’t pay for archived or deleted vehicles. If you archive or delete vehicles, a credit is applied to your next billing statement.
Is Fleetio on GSA Advantage?
Yes! Fleetio is an approved vendor for the U.S. government and is on GSA’s Multiple Award Schedule.
Subscription and Billing
How does the free trial work?
Try Fleetio free for a limited time with no commitment. No credit card is required to start a trial. Once you trial Fleetio, you can enable the Equipment Management trial. You’ll have access to all features and can ask us any questions along the way. Free onboarding tools and training videos are available to help you get up and running quickly. At the end of the trial, you will need to add payment information or be invoiced to continue using Fleetio and Fleetio Equipment Management.
Can I change my plan at any time?
Yes. You can change your Fleetio plan at any time by visiting the Settings area.
Can I get help setting up my account?
For those who want to expedite the Fleetio setup and onboarding process, we offer Onboarding & Implementation Services, paid services delivered by our Customer Success Team to get your team using Fleetio to its full extent in no time.
Do I have to sign a long-term contract?
There are no long-term contracts associated with your monthly subscription. If you’d like to save on your subscription cost, we offer the option to pay annually, or you can sign a multi-year agreement to lock in additional discounts.
What are my payment options?
We accept credit cards (Visa, MasterCard, Discover, American Express) and ACH payments (only in the United States). For users who choose to pay annually, we can invoice you. We accept wire transfers or check payments (US only) for annual invoices.
Accounts and Users
Can I manage different people and their data in Fleetio?
Yes! You can track and manage fleet personnel such as drivers, mechanics, vendors and other fleet contacts with Fleetio. Store contact information and details about a person or vendor, similar to a rolodex. You can make certain people users of Fleetio or just simply store information about that person without giving them access to the system. For employees, Fleetio helps you securely manage details like phone numbers and addresses, CDL license information and certifications. You can upload documents and even set renewal reminders for license renewals, drug tests, etc. You can even track technician hours, driver activities and much more.
How do permissions work? Can I control access to my data?
You have complete control over what users can see and do in your Fleetio account, helping you maintain data cleanliness and security standards. Fleetio has a customizable permission system so that you can control which users have access to what data in your account and exactly what they can do with it.
Data Import/Export, Reporting and Security
Can I import fuel transactions from my fleet fuel card provider?
Fleetio integrates seamlessly with major fuel card providers Comdata and Fleetcor for customers in the U.S., and WEX for customers in the U.S. and Canada. Fuel records automatically import into your account on a daily basis. Fuel card integration is included with all Fleetio plans, but there may be a charge from the third-party provider. Visit our Fleet Fuel Cards web page for more information.
Can I update mileage information from an external source, like a GPS system?
Yes! Fleetio offers GPS integrations with a large list of GPS providers. In addition to receiving geolocation data and automatic odometer updates, some integrations also offer fuel location exception reporting, DVIR defect management and DTC handling.
Can I import my data from another system, or from a spreadsheet we've been using?
We know that you work with data from a variety of sources and that you may be transitioning from a different fleet maintenance management software. Fleetio offers built-in data import capability for a variety of record types, including Vehicles, Parts, Contacts and more. You just need to get your information into a template spreadsheet or CSV file.
Can I customize Fleetio reports?
Yes! Fleetio includes a host of pre-built reports to cover a wide range of your data reporting needs. View operating costs, total cost of ownership, asset utilization, inspection failures, issues, technician labor summaries and much more instantly. Customize, save and schedule these reports by selecting the data columns to be included, and the recipients and recurring schedule for email copies of reports, so that you always receive the data you need, right when you need it.
How secure is my data?
We take data seriously at Fleetio and ensure our system is always up to date with the latest security practices. Your data and files are transmitted using SSL encryption both to and from your web browser (the same as online banks).
Is Fleetio PCI compliant?
Yes! We comply with PCI standards to safely and securely accept, store, process and transmit cardholder data during credit card transactions.
Can I export my data?
Yes, you can export all your data to a spreadsheet at any time. You can also use our open API to pull data out of Fleetio into other business systems.
Can I track usage in kilometers or engine hours?
Yes! You can track vehicle usage in miles, kilometers or hours. The usage "type" can be configured as an account-level default and modified for each vehicle asset.
Do I have to buy any hardware to use Fleetio?
Nope! Fleetio works without the need for any in-vehicle tracking devices, so there's no upfront cost or additional purchase required to start using the Fleetio system for your fleet.
Does Fleetio work for equipment as well?
Fleetio offers Equipment Management so that you can manage equipment and tools along with your vehicles and parts in one system. Whether you own or lease small equipment like lawn mowers, jackhammers, snow plows, hand tools and more, you can ensure equipment never lets you down with a one-stop shop for fleet vehicle and equipment management.
Can I buy Equipment Management as a standalone solution?
No, Fleetio is the core product and is a requirement for Equipment Management.
What if I add or remove Equipment/Tools?
Fleetio Equipment Management is priced and packaged in banded tiers. When you purchase a specific tier, you will be able to add in the maximum number of equipment/tools that band offers. If you would like to add more than the maximum, you will need to upgrade your tier. If you decide to remove these assets below the minimum for that band, you may downgrade your tier.
Maintenance and Service
Can I set up custom maintenance or service for my vehicles and equipment?
Yes, Fleetio makes it really easy to track exactly what type of service work is being done on your vehicles and equipment from both in-house and outsourced maintenance. The system comes with a list of standard tasks and categories, and you can customize these for your fleet’s needs. Our reporting capabilities make it easy to keep tabs on costs, common service items and systems and more at any given time.
Can I set up a preventative maintenance schedule, with reminders or notifications for Service Tasks as they are due?
Yes! Establish a regularly recurring schedule based on meter or date, then receive in-app reminders or email notifications for due tasks and track compliance. You can even create and apply schedules to similar vehicles and equipment all at once to make PM management easier. Use a "due soon" threshold to receive an early warning for upcoming service so that you can plan accordingly.
What if I outsource most of my maintenance to third-party vendors or repair shops?
Fleetio integrates directly with your national and independent maintenance providers to automatically record service data in Fleetio from the repair shop's point of sale, electronically approve repair orders and provide one consolidated bill including all your fleet maintenance vendors. Take advantage of national discounts with our preferred network providers - no fleet size minimum or additional negotiation required!
Have a question
we haven't covered?
Chat with us or give us a call us at 1-800-975-5304.