Import trucks and trailers from a spreadsheet into your company fleet in Trucking365 TMS. The same CSV file can contain both types of equipment, with one vehicle per row.
What the Import Does
A valid row with a VIN matching a non-deleted vehicle in your company updates that vehicle, including a paused vehicle. A blank or omitted VIN, or a VIN with no match, creates a new vehicle. Unit numbers are not the matching key. If several existing records share a VIN, the first matching record is updated.
Imports affect only your current company account. Each row is checked using the same validation as the ordinary Vehicles form. Invalid rows are skipped without modifying their records; valid rows are created or updated. An import does not create Loads, Trips or payments.
To import, your role needs permission to view and save vehicles. To review history, it needs view permission. If the import button is missing, ask your company administrator to check these permissions.
Prepare and Import Your CSV File
Get the sample from the Vehicles page
- Sign in to Trucking365 TMS and click Vehicles in the left sidebar to open the Vehicles page.
- Next to add new at the table heading, click import from csv. The Vehicles Import popup opens.
- In the popup, click Download the sample CSV file. You can also download the vehicles sample here.
- Open the sample in your spreadsheet editor. Keep the first row of column headings and replace the demonstration rows with your own vehicles. Use one record per row. Delete sample rows you do not intend to import.
Save a valid CSV
- Save as CSV UTF-8 with comma-separated columns, with the .csv extension. An Excel workbook (.xlsx), PDF or renamed workbook is not a CSV. Use up to 5 MB and 1,000 nonblank data rows per file; split larger files into smaller batches. Your server may impose a lower upload limit.
- Use the exact column headings shown below. Required headings are
type and unit. Optional columns may be omitted; column order may change. Duplicate or unsupported headings cause the file to be rejected before import. - Keep each row's cell count equal to the header count. Preserve empty cells. A row with the wrong number of cells is counted as Failed.
- Keep ZIP codes, unit numbers, phone numbers and identification numbers as text so spreadsheet software does not remove leading zeros. Put values containing commas or line breaks inside double quotes; the CSV export option usually handles this for you.
- On update, omitted optional columns keep their current values. Blank optional cells clear nullable fields. Follow the special password, status and pass-number rules below when applicable. Remove a column from the file if you want to preserve its existing values. Required fields must still be supplied for updates.
Vehicle-specific rules
- Required fields: type and unit must be present on every row. Enter 1 for Truck or 2 for Trailer. Keep unit and VIN as text, including leading zeros.
- Trailer type: use an active trailer_type_id from the Trailer type IDs list in the Vehicles Import popup, or leave it blank. Do not copy a trailer type name into this column.
- Plate address: plate_country_id accepts a country name or ID; plate_region_id accepts a state/province code or ID belonging to that country. A new vehicle uses United States if the country column is omitted.
- Ownership: 1 = Owned, 2 = Leased, 3 = Owner Operator. A new vehicle defaults to Owned when the column is omitted.
- Status: 1 = Active, 2 = Paused. New vehicles default to Active when status is omitted. If the column is included, every row must contain one of these codes.
- Year and distance: year must be a whole number from 1901 to 2155 or blank. Odometer must be a nonnegative whole number in your company distance unit. Enter purchase_price as a number in your company currency without currency symbols or thousands separators.
- Dates: use YYYY-MM-DD, for example 2026-10-11. MM/DD/YYYY is also supported. Leave optional dates blank when unknown.
- Bestpass and PrePass: pass fields apply only when the corresponding service is connected and enabled for your company. A blank pass number removes the existing pass on update; omit the pass column to preserve it. For deductible fields use 1 for Yes and 0 for No; a blank means No.
CSV Column Reference
Use these headings as written. Numeric codes identify choices; display words such as Active cannot replace the required code. The import popup shows company-specific reference IDs where needed.
| Column | Value |
|---|---|
type | Required: 1 = Truck, 2 = Trailer. |
unit | Required unit number, as text. Preserve leading zeros. |
vin | VIN, as text. A matching VIN updates an existing vehicle in your company. Blank creates a new vehicle. |
make | Vehicle manufacturer. |
model | Vehicle model. |
year | Four-digit year from 1901 to 2155, or blank. |
odometer | Whole nonnegative distance in the distance unit selected for your company. |
trailer_type_id | Trailer type ID from the list in the import popup, or blank. |
tire_size | Tire size, as text. |
in_use_since | Date the vehicle entered service. |
plate_number | License plate number, as text. |
plate_exp | License plate expiration date. |
plate_country_id | License plate country name (United States or Canada) or ID. Defaults to United States for a new vehicle if omitted. |
plate_region_id | License plate state / province code, for example TX, or ID. It must belong to the plate country. |
ownership | 1 = Owned, 2 = Leased, 3 = Owner Operator. Defaults to 1 for a new vehicle if omitted. |
purchase_date | Purchase date. |
purchase_price | Purchase price in your company currency, as a number. |
inspection_exp | Inspection expiration date. |
insurance_exp | Insurance expiration date. |
status | 1 = Active, 2 = Paused. Defaults to 1 for a new vehicle if omitted. If included, enter one of these values. |
bestpass_pass_number | Bestpass pass number, as text, when the service is connected and enabled. |
bestpass_is_deductible | 1 = Yes, 0 = No. Blank means No; omitted keeps the current value. |
prepass_pass_number | PrePass pass number, as text, when the service is connected and enabled. |
prepass_is_deductible | 1 = Yes, 0 = No. Blank means No; omitted keeps the current value. |
Upload and start the import
- Return to Vehicles in the sidebar and click import from csv if the popup is closed.
- In Vehicles Import, click Choose CSV file and select your prepared .csv file. Check the displayed file name.
- Click Import at the bottom of the popup. A spinner appears and controls remain disabled while the request runs. Wait for the result rather than submitting the file again.
- On success, the popup closes, a green Record has been saved message appears and the Vehicles Imports page opens. Review the counters even when the import succeeds.
If a file-size, extension, heading or upload error appears in the popup, correct the file and select it again. An empty file or a file with no data rows is rejected. A rejected file does not add a successful history entry. If the request reports a connection problem, check import history before retrying because the server may already have processed it.
Check Import Results
- If you are not already on history, click Vehicles in the left sidebar, then click Imports in the top bar. This opens Vehicles Imports.
- Find the newest entry at the top and check its File name and Date against the file you just uploaded.
- Review Created, Updated and Failed. Then return to Vehicles in the top bar to inspect the imported records. Click a record's name or unit to open its usual edit popup and verify the details.
- #: the import history entry number.
- File: the uploaded file name; the original upload is not retained as a downloadable file.
- Lines: the number of processed nonblank rows, equal to Created + Updated + Failed.
- Created: new records added to your company.
- Updated: existing records matched and updated.
- Failed: rows skipped because validation or a business rule failed; those rows did not change their records.
- Status: Active, In Process, Failed or Completed. Completed means processing finished, not that every row succeeded. Check Failed even when status is Completed.
- Date: the import date without a time. All your company's import history is shown without pagination, newest first.
For example, Lines 10, Created 6, Updated 2 and Failed 2 means eight rows were applied and two were skipped. The history shows totals rather than a downloadable row-by-row error report.
Correct failed rows safely
Review your source file against the required fields, column reference and rules above. Check country/state pairs, numeric codes, dates and identifiers. Make a smaller CSV containing the corrected rows and import it from Vehicles → import from csv → Choose CSV file → Import. Then return to Vehicles → Imports to check the new result.
Keep the existing VIN when updating a vehicle. Re-uploading rows without VINs creates additional vehicles, even if the unit number is the same. Importing the whole file again may update already successful records or create duplicates where no matching key is supplied. Keep your own copy of the source CSV.