Uploading Charges in Bulk

Loopit’s Bulk Charges Import tool lets you upload a spreadsheet of charge line items and automatically apply them to the correct bookings — saving you hours of manual work.

This feature is ideal for managing recurring or ad hoc expenses like tolls, fines, excess usage, or damage fees across your rental or subscription fleet.

1

Download the CSV Template

Start by downloading the provided template from the Bulk Charges Import screen. This ensures your spreadsheet matches the required format.

2

Populate the Template

Each row in the spreadsheet should represent one charge item. The following fields are required:

Column Header	Description
Vehicle Identification Number	Optionally enter the VIN. You only need to provide one of VIN, Registration Number, or Stock Number to identify the vehicle.
Registration Number	Optionally enter the vehicle’s registration number.
Stock Number	Optionally enter the vehicle’s stock number.
Created On	Enter the date and time the charge was incurred. The format must match what’s specified in the Date Format column.
Date Format	Use Excel-style syntax to define how the date is written in the “Created On” column. See below for examples.
Amount	The total amount of the charge, in your billing currency.
Tax Included	Enter Yes if the amount includes tax, or No if tax should be calculated and added.
Item	Enter the Loopit Item Type (e.g., "Toll", "Fine", "Damage Fee"). This determines the correct tax treatment.
Item Description	A short description of the charge — this will appear on the invoice issued to the customer.

3

Upload the Spreadsheet

Once your spreadsheet is complete:

1. Return to the Bulk Charges Import screen

2. Upload your file

3. Loopit will begin processing and matching charges to the appropriate bookings — this may take a few moments. You can safely navigate away during this time.

4

Review and Approve

When processing is complete, the import will show a status of Awaiting Approval.

1. Open the import to review results:

   • See how many rows were successfully matched

   • Identify any errors

   • View the list of charge line items and matched bookings

2. If needed, click Download Results to export the import summary as a CSV

3. Fix any issues in the spreadsheet and reupload if necessary

Tip: You can cancel an import at this stage if you'd like to discard the upload and start over.

5

Process the Charges

Once you're happy with the results, click Process Charges.

Loopit will raise the charges against each matched booking — this may take a few moments, and you’re free to navigate away in the meantime.

When complete, return to the import screen to view the final outcome.

Note: Charges can be raised even if the booking has already ended.

Identifying Date Formats

In the Date Format column of your spreadsheet, enter the format that matches how the date appears in the Created On column. This ensures Loopit can read and process the charge date correctly.

Here are some commonly used formats you can copy and paste:

Format	Example	Use this if your date looks like...
d/m/Y	20/06/2025	20 June 2025
m/d/Y	06/20/2025	June 20, 2025 (US format)
d/m/Y H:i	20/06/2025 14:30	20 June 2025 at 2:30pm
m/d/Y H:i	06/20/2025 14:30	June 20, 2025 at 2:30pm (US format)
d/m/Y H:i:s	20/06/2025 14:30:00	With full seconds included
m/d/Y H:i:s	06/20/2025 14:30:00	US format with full timestamp
d/m/Y H:i:s AM/PM	20/06/2025 02:30:00 PM	12-hour format with AM/PM
m/d/Y H:i:s AM/PM	06/20/2025 02:30:00 PM	US format, 12-hour time with AM/PM

Tip: Double-check that the Created On column matches your chosen format exactly — including whether it uses 12-hour or 24-hour time, and whether it includes seconds or AM/PM.