The term “fuel data import” refers, in a software context, to the manual or automated transfer of refueling data from external sources into another system, such as fleet management, ERP, accounting, or controlling software. These data typically come from fuel card statements, depot fueling stations, fuel terminals, billing portals, or connected third-party applications and are then used for further processing, analysis, and cost allocation.
Import of fuel data from external sources: Importing refueling transactions from fuel card systems, depot fueling stations, fuel terminals, or billing services via interfaces and formats such as FTP, CSV, ASCII, or provider-specific files.
Automatic assignment to vehicles, drivers, and cards: Refueling transactions are assigned to the correct vehicles, users, fuel cards, or cost centers to ensure clear traceability.
Transfer of transaction details: Depending on the source, imported data may include odometer readings, price per liter, total amount, fuel type, or additional transaction details such as job numbers.
Plausibility and validation checks: The software can verify, for example, whether odometer readings follow a logical sequence and can flag or reject implausible values.
Consumption and cost analysis: Imported fuel data are used for evaluations of consumption, fuel costs, cost per vehicle or driver, and overall fuel management transparency.
Detection of suspicious transactions: Some systems use imported data to identify unusual transactions or deviations in refueling behavior.
Transfer to downstream systems: Fuel data can be exported to or further processed in accounting, ERP, controlling, or tax advisory systems.
A company automatically imports UTA fuel card transactions via FTP into its fleet management software.
Data from a depot fueling station are imported together with fuel card data from providers such as DKV, UTA, or Shell into a fleet information system and analyzed there.A fleet software solution imports fuel data from different fuel card providers for gasoline, diesel, or electricity and allocates the costs to the respective vehicles.
A fuel data system exports fueling data automatically at regular intervals into a file that is then transferred to Excel or another business application.
When fuel invoices are imported, the entered odometer readings are transferred and automatically checked for plausibility.