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Recording and Importing Tolls

Formbird FLEET can record toll costs against assets by importing transaction data from a CSV file exported by your toll provider. Capturing toll data helps build a complete picture of asset running costs and feeds into financial reporting.

The import uses a Toll Import Mapping document to match your CSV file's column structure to Formbird FLEET's fields. Mapping documents are reusable — once set up for a given file format, you can reuse them for every import from the same provider.

Before You Start

The importer matches each row to an asset using one of the following, in priority order:

  1. Asset ID — the unique asset identifier in Formbird FLEET
  2. Registration No — must match the registration recorded on the asset exactly
  3. eTag No — must match the eTag number recorded on the asset exactly

Ensure at least one of these fields is present in your CSV file and mapped correctly.

Step 1 — Create a Toll Import Mapping Document

  1. Navigate to the Income and Expense Import tool from the System Administrator Menu.
  2. Set the Type field to Toll.
  3. In the Import Mapping Document field, select an existing mapping document or create a new one.
  4. In the mapping document, enter a Name to identify it.
  5. Select a Date Format that matches your CSV file.
  6. Select a Time Format if your file includes time data. If date and time appear in the same column, use the date format field for the combined string and leave the time fields blank.
  7. For each field below, enter the column number in your CSV where that data appears. Leave a field blank if it is not in your file — do not map a column number for empty columns.
Field Description
Asset ID Unique asset identifier — must match the Asset ID in Formbird FLEET.
Registration No Vehicle registration number — must match exactly.
eTag No Identifying toll tag number — must match the eTag No recorded on the asset.
Start Date Date the trip began.
Trip Start Time Time the trip began.
End Date Date the trip ended.
Trip End Time Time the trip ended.
Trip Details Description or details of the toll transaction (start/end locations, etc.).
Vehicle Class Vehicle classification used by the toll provider.
Trip Cost Cost of the toll transaction in dollars.
Organisation Name/Id Name of the toll provider.
Account Codes Account code to assign the expense to.
  1. Save the mapping document.

Step 2 — Run the Import

  1. Navigate to the Income and Expense Import tool.
  2. Set the Type field to Toll.
  3. Select your Import Mapping Document.
  4. Drag your CSV file onto the CSV Import control, or use the control to browse for it.
  5. If your file has a header row, tick Ignore header line.

    Note: This removes only the first row. If the first row is valid data, do not tick this.

  6. Select Import.
  7. If any rows cannot be matched to an asset, a dialogue appears with the option to proceed without those rows or cancel.
  8. If the file appears to contain duplicate records, a dialogue appears with the option to proceed or cancel.
  9. A Toll Details record is created for each successfully matched row.

After the import, the imported toll records appear in the Imported Documents panel on the Income and Expense Import page. They can also be found from the Toll Listing page and in each asset's History panel.

Published: May 2026 · Formbird FLEET 4.2.8