Fuel Purchases

Motive centralizes fuel purchase data so fleets can track spending, reduce manual work, and maintain more accurate records for reporting and review.

Overview

• Fuel purchase information can be entered into Motive through multiple workflows, including supported fuel card integrations, Motive Card transactions, Fuel Receipt document submissions, CSV imports, and manual entry from the Fleet Dashboard. 
• For fleets using Fuel Receipt documents, Motive can also capture key receipt details such as price, quantity, and jurisdiction and use that information in the Fuel Hub for IFTA reporting and analysis.

Basics

There are multiple ways to import fuel transactions into Motive:

• Fuel card integration: Automatically imports transactions from supported fuel cards, including Motive Card.
• Motive Card transaction assignment: When a Fleet Admin assigns a vehicle to a posted Motive Card fuel transaction, Motive generates a fuel receipt and uploads it to Fuel Purchases.
• Fuel Receipt scan from Documents: Drivers and fleet users can submit Fuel Receipts via Documents, and extracted information is sent to the Fuel Hub for IFTA reporting and analysis.
• Manual CSV upload in Fuel Hub: Upload fuel purchase data in bulk using the CSV template from the Fuel Hub.
• Manual entry in Fuel Hub: Add a fuel purchase directly from the Fuel Hub.

Note: To avoid double-counting transactions, it is important that a given fuel transaction only relies on a single method of import.

Importing transactions with Fuel Card integration 

For supported cards, fuel data is imported automatically without any manual steps.

1. Ensure your fuel card is connected to Motive.
2. Motive will import new transactions every 24 hours.
3. To view imported purchases, go to the Fleet Dashboard and click Fuel.

Importing fuel purchases from Motive Card transactions

Motive card fuel transactions are automatically synced to the Fuel Hub. If a Vehicle is not assigned to a transaction, Fleet Admins can manually assign the vehicle using the steps outlined in this article: Motive Card Transaction for IFTA

Adding fuel purchases through Fuel Receipt documents

Fuel purchase information can also come from Fuel Receipt documents submitted through Motive Documents.

With the AI-powered Fuel Receipt template, Motive extracts key fields such as price, quantity, and jurisdiction from the uploaded image or PDF and integrates that information directly with the Fuel Hub for IFTA reporting and analysis. Review this article for more information: AI Powered Document Capture.

Adding fuel purchases from the Fleet Dashboard (Fuel Hub)

If you're using a non-integrated card or need to add historical transactions, you can add fuel purchases directly from the Motive Fleet Dashboard in two ways:

1. Manually adding a fuel purchase 
2. Importing fuel purchases in bulk 

 

Manually adding a fuel purchase

1. From the Motive Fleet Dashboard, click Fuel.

2. Click Add fuel purchase.

   

3. Select Manually Enter a Fuel Purchase.

   

4. Click Select Photo to add an image of the receipt or bill.

5. Enter all required details and click Save.

   

Asterisk (*) fields are compulsory to fill out. Cost and Volume would be accurate up to 2 decimal places.

Note: You can manually enter a fuel purchase from the Fleet Dashboard when you are not using an integrated workflow, when you need to correct missing purchase information, or when you want to add a record outside of card- or document-based flows.

Importing fuel purchases in bulk 

1. From the Motive Fleet Dashboard, click Fuel.

2. Click Add fuel purchase.

   

3. Select Import Fuel Purchases.

   

4. If you do not have a CSV file, click You can also use the Motive Template to download a CSV template. When editing the downloaded file, do not change the headings of the columns. The second and third rows are for reference and can be edited.

5. If you already have a CSV file you want to upload, click Select file(s).

   

6. Once you see the uploaded file, click Import.

   

7. You are redirected to the fuel Imports page, where you can see the status of every import. Your recent import will show the Processing status.

8. Once the file is processed, you will see the status as Complete, Partially Complete or Failed.

   

9. Once all the information is processed correctly, your file status will update to Complete.

10. Click the three-dot menu and select Download to export the file.

    

Assigning purchases to vehicles

If any transactions are marked as unassigned, you can manually link them to the correct vehicle:

1. In the Fleet Dashboard, go to Fuel > Transactions.
2. Locate the unassigned transaction and click Assign.
3. Select the correct vehicle or driver and save.

Correcting errors or reassigning transactions

To fix incorrect data or update assignments:

1. In the Fleet Dashboard, go to Fuel > Transactions.
2. Find the transaction that needs editing.
3. Click Edit, make changes, and save.

FAQs

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