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A single Vehicles upload can create vehicles, group them under existing or new customers, optionally attach a membership and a vehicle subscription, and flag the resulting customer accounts as fleet or house accounts.
Import Vehicles page with the upload card and File Format Requirements

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When Not to Use This Importer

Pick a different tool if any of these match your situation.

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Where to Find It

Open Admin -> Import -> Vehicles in the left navigation. You need at least the Admin role.

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Customer Grouping

This is the rule that catches operators off guard most often. Rows that share the same customerName (case-insensitive) are grouped to the same customer. FlexWash decides who that customer is per group: If the rejection happens, the validator returns a per-row error (“Multiple customers named X exist in this organization”). Either merge the duplicate customers in FlexWash first, or split the group into distinct names.

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License Plate Normalization

Plates are normalized before write and before duplicate checks, in this order:
  1. Trim leading and trailing whitespace.
  2. If the value ends with - immediately followed by two word characters (letters, digits, or underscore), strip those three trailing characters. ABC123-WA becomes ABC123 (state code dropped). A space breaks the match: ABC 123 - WA becomes ABC123-WA after step 5.
  3. Uppercase all letters.
  4. Replace letter O with digit 0. ABO123 becomes AB0123 - verify your fleet records do not rely on a literal O.
  5. Remove all remaining whitespace.
Within a single file, only the first occurrence of a normalized plate is imported. The rest are skipped, not errored, and the count appears in the confirm dialog under “Duplicate license plates in file.” A plate that already exists in your database is matched to its vehicle, so you can re-import the same roster as often as you need. If the matched vehicle belongs to the same customer named in the row, FlexWash updates it in place and the latest upload wins for fields like make, model, year, VIN, and RFID tag. If it belongs to a different customer, the importer flags a conflict and asks you to skip the row or transfer the vehicle.

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Verify the Import

The customer-grouping and plate-normalization rules produce most real-world surprises, so run an end-to-end test before committing to a full file:
  1. Upload a 5 to 10 row test CSV.
  2. Open Customers in the admin app and locate one of the imported customers.
  3. On the customer’s profile, confirm the vehicle, normalized license plate, and (if set) the attached membership and subscription match the CSV row.

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Tips

  • Verify customerName casing and spacing in your source data before upload. Two rows that look identical to a human but differ by a trailing space create two separate customers.
  • Open the CSV in a plain-text editor before uploading to confirm Excel has not stripped leading zeros from RFID tags or rewritten long numeric codes in scientific notation.
  • For mixed batches (some rows with subscriptions, some without), leave subscriptionStatus and planName blank on the vehicles-only rows. The same file can carry both shapes.
  • The Fleet and House toggles are global to the import. If you need some customers flagged and others not, run two imports.