Fuel Purchases

Centralized fuel purchase data in Motive helps you track spending, detect discrepancies, and maintain accurate records. This article explains how to import fuel transaction data using fuel card integrations or manual CSV uploads.

Overview

Motive simplifies the management and centralization of fuel transaction data, helping to reduce errors and improve fleet visibility.

• View all fleet purchases in one place: Easily track every fuel transaction across your fleet, allowing for better cost oversight and more informed decision-making.
• Automate data imports: Set up fuel card integrations to automatically capture and import daily fuel transactions, eliminating the need for manual uploads and reducing the risk of human error.
• Manually upload or edit data: If necessary, you can upload transactions using a CSV file or make edits directly in the dashboard, providing flexibility in data entry.
• Prevent fraud and misuse: Cross-reference fuel purchase locations with GPS data to detect suspicious activities, helping you identify and prevent potential fraud or misuse of fuel cards.

Basics

There are two ways to import fuel transactions into Motive:

• Fuel card integration: Automatically pulls daily transaction data from supported cards like the Motive Card.
• Manual CSV upload: Use a template to upload transactions from non-integrated providers or to add older records.

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.

Adding fuel purchases from the Fleet Dashboard

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.

   

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

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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