Import fuel purchases

Company Admin Compliance Manager

Quick path

1. On Compliance → Fuel purchases click Import CSV.
2. Click Download template and fill in one row per receipt.
3. Save as CSV (UTF-8), click Choose file and pick it. Keep it under 1 MB.
4. Click Upload. If the file is rejected, fix the listed rows and upload again.
5. Click Done.

What it is and why

Most fleets get their fuel data from a fuel card, not from paper receipts. Instead of typing every receipt, copy the fuel-card export into the template and import it in one go. For example, at the end of August you paste the month’s receipts for TRK-101 to TRK-110 into the template and upload it: every row becomes a fuel purchase with Source CSV.

The file is imported all or nothing. Roudiy checks every row before it saves anything. If one row has an error, nothing is added and you get a list of errors by row and column. Fix them and upload the file again; there is nothing half-imported to clean up.

Before you start

• You need Fuel: import. By default the Company Admin and the Compliance Manager have it. See Roles and permissions.
• Every truck in the file must be in Roudiy and in your groups. Rows refer to trucks by unit number.
• Purchases cannot go into a locked quarter unless an amendment of that quarter is open.

0:00 / 0:13

1. 1Import CSVImport CSV on Fuel purchases. Download the template and put your fuel-card export into it, one row per receipt.0:01
2. 2Choose the fileClick Choose file and pick the .csv.0:04
3. 3UploadClick Upload. All or nothing: errors are listed by row and column, and Download errors (CSV) saves them.0:07
4. 4DoneThe dialog says how many purchases were added.0:09

A replay of the real dashboard, not a video. It plays on its own; click a step to jump to it.

Step by step

1. Open the import dialog.

   On Compliance → Fuel purchases click Import CSV. The dialog Import fuel purchases says Fill in the template, one row per receipt. The file is imported all or nothing.

2. Download and fill in the template.

   Click Download template. You get fuel-purchases-template.csv with the header row and one sample row:

   date,unit_number,jurisdiction,fuel_type,gallons,total_cost_usd,tax_paid,vendor,city,receipt_ref
   2026-07-14,101,TX,diesel,120.5,450.12,Y,Pilot,Amarillo,R-1001

   Replace the sample with your receipts, one per row. Keep the column names exactly as they are; the order of the columns does not matter.

   Column	Required	Format and example
   date	Yes	YYYY-MM-DD, for example 2026-07-14. Not in the future.
   unit_number	Yes	The unit number of a truck in your groups. Upper or lower case does not matter.
   jurisdiction	Yes	Two-letter code of one of the 48 states or DC, for example TX.
   fuel_type	No	For example diesel or gasoline. Empty means diesel.
   gallons	Yes	A number above 0 and up to 999.999, for example 120.5.
   total_cost_usd	Yes	Dollars with up to 2 decimals, for example 450.12. A $ sign is allowed.
   tax_paid	No	Y or N. Empty means Y, tax paid at the pump.
   vendor	No	Up to 120 characters.
   city	No	Up to 80 characters.
   receipt_ref	No	The receipt or transaction number, up to 64 characters.

   The file has no note or time column. Add those later on the purchase if you need them.

3. Save and choose the file.

   Save the spreadsheet as CSV (UTF-8). In the dialog click Choose file and pick it. Before you pick one, the dialog shows No file chosen · .csv up to 5 MB. In practice keep each file under 1 MB; split bigger files.

4. Upload.

   Click Upload. The button shows Uploading… while Roudiy checks the file.

5. Check the result.

   • Success: the dialog shows, for example, 42 purchases imported and the list refreshes. Click Done.
   • Rejected rows: the dialog shows, for example, File rejected: 3 errors. Nothing was imported. and a table with Row, Column and Error. Row is the line in your file, and the header is line 1, so your first receipt is row 2. With many errors the dialog shows only the first ones and says how many there are in total. Click Download errors (CSV) to save fuel-import-errors.csv with the columns row, column, code and error.
   • Wrong header: The header row doesn’t match the template. Nothing was imported. with Missing columns or Unknown columns listed.

What happens next

• The new purchases show up on Fuel purchases with Source CSV and count in the IFTA report of their quarter. A generated report of that quarter becomes Outdated; click Generate again on the IFTA report.
• Clicking Upload again for the same picked file does not import it twice. If you upload a file you already imported, its rows are rejected as duplicates, so nothing is doubled.

If something goes wrong

The file is not accepted

Message on screen	Why	What to do
Pick a .csv file	The file is not a .csv.	Save the spreadsheet as CSV (UTF-8).
File is too large (max 5 MB). Nothing was imported.	The upload is larger than Roudiy accepts at once.	Keep each file under 1 MB; split bigger files.
The file is empty / The file has no data rows.	The file has no content, or only the header.	Add at least one receipt row.
The header row doesn’t match the template. Nothing was imported.	A column was renamed, removed or added.	Download the template and copy your data into it.
a purchase in this file was added meanwhile; nothing was imported	Someone saved a matching purchase while you uploaded.	Upload again and remove the rows reported as duplicates.

Typical row errors

The Error column usually shows Roudiy’s own message for the row, in lowercase, like these:

Error in the table	What to do
date is required (also unit_number, jurisdiction, gallons, total_cost_usd)	Fill in the value.
date must be YYYY-MM-DD	Write dates like 2026-07-14; check how your spreadsheet saves dates.
date is in the future	Use the date on the receipt.
fuel_type must be one of …	Use one of the listed fuel types, or leave it empty for diesel.
gallons must be a number / gallons must be greater than 0 and at most 999.999	Enter the gallons from the receipt.
total_cost_usd must be dollars with at most 2 decimals	Write the amount like 450.12.
tax_paid must be Y or N	Use Y, N or leave it empty.
vendor is longer than 120 characters	Shorten the text (city 80, receipt_ref 64).
no vehicle with unit number 101	Fix the unit number, or add the truck first. It must be in your groups.
AK is not one of the 48 states + DC	Use the two-letter code of a state in the IFTA list.
same date, vehicle, gallons and state as row 5	The file has the same receipt twice; remove one row.
a purchase with the same date, vehicle, gallons and state already exists	The receipt is already in Roudiy; remove the row.
quarter 2026-Q2 is locked	Remove the row, or start an amendment of that quarter first.

Questions

Some rows were fine. Why was nothing imported? The import is all or nothing. Fix the listed rows and upload the whole file again.

Can the import update purchases I already have? No. It only adds purchases. A row that matches an existing purchase is rejected; change existing purchases on the Fuel purchases page.

My fuel-card file is 3 MB. What now? Split it, for example by month or by group of trucks, so that each file is under 1 MB, and import the files one after another.

Related

Add a fuel purchase

Build a quarterly IFTA report

Import vehicles from CSV

IFTA basics