Documentation / Getting started and setup

Import from Excel or CSV

Instead of typing each record, add many at once from an Excel (.xlsx) or CSV file: vehicles (such as the export your leasing company sends), expenses, trips for the mileage log, employees, or the fuel-card transactions of your card issuer's statement (DKV, Orlen Flota, Shell, BP, Circle K). A file exported from Menedżer Pojazdów works too. You check every row before anything is saved.

Turn the import on

The import is part of an edition and has its own permission.

1. As the host administrator, open Editions, edit the company's edition and tick Excel and CSV import under IntelliFleet.
2. In the company, open Administration, then Roles, edit a role and tick Import from Excel and CSV. That is enough for vehicles, though the people who import them should also be allowed to edit vehicles. Expenses, trips and employees also need the permission to edit them: Edit costs, Edit mileage and Edit employees, and fuel-card transactions Edit fuel. Only the kinds a user may import are offered.

Users with that role then see Import in the IntelliFleet menu and an Import from Excel button on the Vehicles page.

Prepare the file

The first row names the columns; every row under it is one record. A file may hold up to 2,000 rows and 5 MB. The file can have any columns in any order, and the columns you do not need are ignored. Under the file area, the template button (for example Expenses template (CSV)) gives a CSV with the usual columns of what you import.

CSV files may use commas, semicolons or tabs, and UTF-8 or the Windows-1250 encoding that Excel uses on a Polish computer. Excel files are read from their first sheet.

Import in four steps

The steps are listed at the top of the page; a step you have finished says what you chose in it, such as the file name or how many columns are mapped.

1. What and which file. Under What are you importing? pick vehicles, expenses, trips, employees or fuel-card transactions. A kind you may not import is greyed out and says which permission is missing. Then click Choose a file or drop the file on the page.

2. Columns. Pick the template that fits your file, or leave Any file: IntelliFleet recognises the usual column names in English, Polish and German and fills in the mapping. For each column in your file choose what it holds, or Do not import; the first values of each column help you tell them apart. A field takes one column only. The Required box beside the table ticks each required field once a column holds it. Then:

• Map a column to Registration number. It is the only field every vehicle needs.
• Under For rows that leave it empty, pick the Branch the vehicles go to. A column named Branch can send single vehicles to other branches (by branch code or name), and the same goes for fleet, vehicle type and fuel type, which must already exist in your settings.
• Pick the Status of vehicles whose row names none; it is Active unless you change it.
• Your own custom fields (see Custom fields) are in the list too. A value must suit the field: a number for a number field, a date for a date field, one of the offered values for a choice field, and yes or no for a checkbox.

Click Check 214 rows (the button counts the rows of your file).

3. Review. Nothing is saved yet. Every row is checked with the same rules as the vehicle form, and the page counts the rows that are ready and the rows with errors. A row with errors says what to fix, for example that the registration number already exists, is repeated in the file, or that a date is not a date. The row numbers are the ones you see in Excel.

• For expenses, a tile adds up the gross, net and VAT of the ready rows, per currency, so you can compare it with the invoices before you import.
• Rows with errors (CSV) downloads the rows with errors and what to fix in each.
• If any row has an error you can go back and fix the file or the mapping, or tick Skip the rows with errors to import the others. Nothing is imported while errors remain unless you skip them.
• The vehicle limit of your plan applies. If the Active vehicles in the file do not fit, the page says so and the import is not possible. Make other vehicles inactive, sold or scrapped, or mark the extra rows Inactive, or ask for a larger plan.

Click Import (for example Import 209 expenses). All rows are added together: if anything goes wrong, none is.

4. Done. The page says how many records were imported and skipped and the number of the import batch. Skipped rows (CSV) downloads the skipped rows again, the link takes you to the list the records went to, and Import another file starts over.

Drop a spreadsheet anywhere

You do not have to open the import first. Drag an Excel (.xlsx) or CSV file onto any IntelliFleet screen and the import opens at the columns step with that file:

• On Vehicles, Costs, Mileage, Employees or Fuel the file is imported as that list's records (on Fuel, as fuel-card transactions).
• On a vehicle or employee card, or any other screen, IntelliFleet reads the column names and picks the kind that fits best (on a vehicle card expenses win a tie, on an employee card trips).

Check the kind and the columns as usual: nothing is saved until the last step. A spreadsheet dropped together with other files on a card is kept as an attachment instead (see Drop files on a record).

Expenses, trips and employees

The steps are the same as for vehicles. Each kind has its own fields, its templates (Any file, and Menedżer Pojazdów CSV for the old app's column names such as NRREJ, WARTNETTO or NREW) and its own rules, the same as on its screen.

Expenses (see Costs). Map the Vehicle (its registration number, with or without spaces), the Date and an amount. A row gives two of net, VAT and gross, and IntelliFleet works out the third; or it gives the net or the gross with the VAT rate, and the amount is split. A gross amount alone cannot be split, and net + VAT must equal the gross. Expense type, payment method and cost centre (code or name) must exist in your settings, and the employee is found by number or by name. VAT deductible takes yes or no; when the column is missing the expense type decides. As on the Costs page, amounts are never negative, and an inactive vehicle, or one sold or scrapped before the date, takes no cost. Your custom fields for expenses are offered too.

Trips (see Mileage). Map the Vehicle and the Date, and either the km or both odometers. The driver is found by employee number or name, and a route named as in your settings brings its distance. Business or private takes business, private, służbowy, prywatny, dienstlich or privat; empty is business. A business trip is settled with the per-km rate in force on its date. The end odometer becomes a reading of the vehicle, and the odometer never goes backwards: a row below an earlier reading, of the vehicle or of an earlier row in the file, is an error. Your custom fields for trips are offered too.

Employees (see Employees). Map the Employee number and the Last name, or a Full name column ("Jan Kowalski": the last word is the last name). The number must be free in the whole company and appear once in the file; only case is ignored, so 000021 and 00021 are two people. The Branch column takes a branch code or name, and the branch you pick on the columns step is used for rows without one (it is optional). Driving licence number, categories and expiry date, contact details and your custom fields for employees can be imported too. Logins are not created: invite people from their card afterwards.

Fuel-card transactions

Import the monthly statement your fuel-card issuer sends (see Fuel), as CSV or Excel. The templates DKV statement, Orlen Flota statement, Shell statement, BP statement and Circle K statement know their column names, and the issuer's template is picked for you when the file has them; Any file reads the usual English, Polish and German names. Check the template on the columns step: it tells IntelliFleet who issued the cards, so that the issuer's collective KSeF invoice later finds the fill-ups.

• Map the Card number, the Date (a column with the date and time together works too, or a separate Time column), the Quantity and an amount. Amounts work as for expenses: two of net, VAT and gross, or one with the VAT rate.
• Each row finds its card by number, however it is spaced. The card must exist under Fuel, Fuel cards: a row for an unknown card is an error, never a guess.
• The vehicle is the one the card is kept with. A Registration number in the row is only needed for a card kept with no vehicle; a row whose registration names another vehicle than the card's is an error, and so is a row for a card kept with no vehicle that names none.
• The Product finds the fuel type by its name ("Diesel" in "V-Power Diesel") or by the kind of fuel ("ON Verva" or "Pb 95" for your diesel or petrol). A product your settings do not have, such as LPG when you have no LPG fuel type, is an error: add the fuel type or skip the row. A row without a product takes the vehicle's usual fuel.
• Odometer and Station are optional. The odometer becomes a reading of the vehicle and never goes backwards.

Every row becomes a fill-up with its price, so a Cost and an odometer reading, exactly as if you had typed it; the driver is the card's holder, or the vehicle's default driver. The transaction number (or, without one, the card, date and time, quantity and amount) is kept: a transaction imported before is left out. The review shows such rows as Already imported, not as errors, so importing the same statement again, or a statement that overlaps the last one, adds nothing twice.

You see only the vehicles and employees of the branches you may see, so a row for another branch's vehicle is an error, as it would be on the screen.

Dates and numbers

Dates may be written 2026-10-31, 31.10.2026, 31/10/2026, 31-10-2026 (day first) or 20261031 as the old app exports them. Numbers may use a comma or a dot as the decimal mark. A VIN has 17 letters and digits (no I, O or Q). Registration numbers are kept in capitals, and numbers and VINs that already exist in your company, in any branch, are refused.

After the import

The new vehicles appear in the register in the branches you chose; expenses on the Costs page, trips on the Mileage page and employees on the Employees page. Each import is logged with the file name and time. Open a vehicle to add what the file did not have, such as its insurance or default driver.