How to import fuel card data

Linxio lets you import fuel card transactions so refuels can be matched against your vehicles' GPS data. Once imported, the data appears in the Fuel reports, where you can review spend, litres and fuel type per vehicle and spot issues such as fuel card misuse, overfilling or incorrect fuel.

Most fuel card integrations work by uploading the provider's transaction report (typically monthly) rather than a live feed. Supported providers include Caltex StarCard, Shell, Mobil, Fleetcor FleetCard, UnitedCard, Puma, WEX Motorpass and BP Plus. Other providers are available on request.

Before you start

• Fuel management and fuel card integration are included on the Linxio Plus plan.
• Export the transaction report from your fuel card provider's portal and save it to your computer.
• Check that vehicle registrations in the file match the Regno recorded against each vehicle in Linxio (Fleet > Fleet). Unmatched registrations can't be linked to a vehicle.

Step 1 – Open the Fuel reports

1. From the left-hand menu, click Reports.
2. In the Fuel panel, click any of the fuel reports (for example Fuel card report).

Step 2 – Go to Import data

In the Fuel sub-menu on the left, click Import data.

Step 3 – Upload your fuel file

1. Next to "Fuel report file to import data", click Upload.
2. Select the fuel card transaction file you exported from your provider and click Open.

Step 4 – Review the imported records

After the file uploads, the transactions are listed in a table so you can check them before relying on the data in reports. The table shows:

• Vehicle Regno – the registration the transaction is matched to
• Date – date of the fuel transaction
• Fuel type – fuel purchased (e.g. diesel, unleaded)
• Refueled, L – litres purchased
• Comments – notes or issues found with the row, such as an unmatched registration

Tip: If a row shows a comment about an unknown vehicle, update the registration in the file (or the vehicle's Regno in Fleet) so they match, then upload again.

Step 5 – View the data in Fuel reports

Once imported, fuel transactions are available in:

• Fuel card report – every transaction with date, vehicle, driver, depot, group, fuel type, card number, litres and total cost (AUD).
• Fuel summary – totals across the fleet for the selected period.
• Fuel records by vehicle – fuel history broken down per vehicle.

Use the filters at the top of each column to narrow results, and the calendar icon at the top right to choose a date range.

Need help?

If your provider's file won't import or isn't listed, contact Linxio Support via the Support menu in the platform.

Updated on: 03/11/2026