Bulk adding vehicles allows you to quickly create multiple vehicles at once by importing a CSV file. This is especially helpful when onboarding a new fleet or migrating vehicle data into UpKeep.
Before You Begin
Before importing vehicles, make sure that:
You have access to Fleet Maintenance features
You have Admin permissions
All required vehicle data is available
Worker email addresses used in the file already exist in your UpKeep account
Your CSV file follows the correct format
Step 1: Download the Vehicle CSV Template
To ensure a successful import, start by downloading and using the official CSV template.
Navigate to Import/Export
Select Vehicles
Select Download Template
⚠️ Do not rename, remove, or reorder the column headers in the template.
Step 2: Fill Out the CSV File
Open the CSV file using Excel, Google Sheets, or another spreadsheet editor, and populate the fields as needed.
Required Fields
The following fields are required for each vehicle:
Name – Vehicle name as it will appear in UpKeep
Make
Model
Year
VIN
Common Optional Fields
You may also include additional details to fully define each vehicle:
Vehicle Details
Vehicle Type
Trim
Body Style
Fuel Type
Color
License Plate
Status
Ownership
Mileage & Lifecycle
Current Mileage
In Service Date
In Service Mileage
Estimated Service Life (Months)
Estimated Service Life (Miles)
Out of Service Date
Out of Service Mileage
Engine & Performance
Engine
Cylinders
Displacement (L)
Horsepower
Torque (lb-ft)
Transmission
Drive Type
Dimensions & Capacity
Length (inches)
Width (inches)
Height (inches)
Wheelbase (inches)
Weight (lbs)
Passenger Volume (cu ft)
Cargo Volume (cu ft)
Purchase & Financial Information
Purchase Vendor
Purchase Date
Purchase Price
Purchase Mileage
MSRP
Insurance Expiration Date
Loan Vendor
Loan Amount
Interest Rate (%)
Loan Term (Months)
Loan Start Date
Monthly Payment
Downtime (Optional)
Downtime Status (e.g., available, unavailable)
Formatting Guidelines
Dates should be formatted as MM/DD/YY
Numeric fields should not contain symbols (e.g.,
$,%)Leave cells blank if a field does not apply
Do not delete unused columns
Step 3: Upload the CSV File
Return to Import/Export
Select Fleet from the data set
Select Start Fleet Import Process
Upload your completed CSV file
Continue through the import steps
Click Finish
Once uploaded, UpKeep will validate the file and begin processing the vehicles.
Step 4: Review Import Results
After the import completes:
Successfully added vehicles will appear in your vehicle list
Any errors will be flagged with a message explaining what needs to be corrected
You can fix errors directly in the CSV file and re-upload it if needed.
Troubleshooting Common Errors
Vehicle not created
Required fields are missing
VIN is duplicated
Worker email does not match an existing user
Date or number format error
Ensure dates follow MM/DD/YY
Remove symbols from numeric fields
Tips for Success
Start with a small test import before uploading a large file
Keep a copy of your original CSV for reference
Use consistent naming conventions for vehicles