> ## Knowledge Base Index > Fetch the complete knowledge base index at: https://help.fleetwire.io/sitemap.xml > Use this file to discover available pages before exploring further. > Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash). # Connect Fleetwire to Zapier # ⚡ Connect Fleetwire to Zapier Zapier connects Fleetwire to thousands of other apps without any code. A new booking can add a row to your Google Sheet, a returning car can text your co-host, and a form on your website can add a customer to Fleetwire. You set it up once, and it runs on every trip. ![Fleetwire events start Zaps in the apps you already use, and Zaps can work in Fleetwire too.](https://storage.crisp.chat/users/helpdesk/website/-/d/8/5/c/d85c74fa8dfdb000/zapier-hero_1k5tjbh.png) || **Note**: Zapier is included on the **Premium** plan. You'll also need a Zapier account. Zapier's free plan runs two-step Zaps (one trigger, one action); Zaps with filters, delays, searches or more steps need a paid Zapier plan. --- ## 🎯 What Can Fleetwire Do in Zapier? **Triggers** start a Zap when something happens in Fleetwire: | Trigger | When it fires | | ---- | ---- | | **New Booking** | A booking is confirmed (checkout, dashboard, or an approved request) | | **Booking Requested** | A customer requests a booking that needs your approval | | **Booking Canceled** | A booking is canceled, including Turo trips | | **Payment Received** | A customer payment succeeds | | **Payment Refunded** | A payment is refunded in full or in part | | **Payment Failed** | A customer's card is declined, with the decline message | | **New Customer** | A customer is added from checkout, an import, a booking channel or your team | | **Trip Starting Soon** | A trip starts within the hours you choose, including Turo trips | | **Trip Ending Soon** | A trip is due back within the hours you choose, including Turo trips | | **Abandoned Booking** | Someone starts checkout but doesn't pay | The first seven are **instant**: they reach Zapier within seconds. Trip Starting Soon, Trip Ending Soon and Abandoned Booking are checked on Zapier's schedule (every 15 minutes on the free plan). **Actions and searches** let a Zap work in Fleetwire: * **Create Customer** (or **Find or Create Customer**, which checks for an existing email or phone first) * **Find a Booking** and **Find a Customer** * **Update Booking Status**: approve a request, mark a trip started or completed, or cancel it * **Add Booking Note** * **Block Vehicle Dates**: mark a vehicle unavailable on your Fleetwire calendar * **Send Payment Request**: create a pay link on a booking, and text it to the customer if you like | **Quick Tip**: Booked on Turo? The **New Booking** trigger only covers bookings made in Fleetwire. For Turo trips, use **Trip Starting Soon** or **Trip Ending Soon**. They're usually what you want for prep and turnovers anyway. --- ## 🛠 How to Connect Fleetwire to Zapier ### Step 1: Create an API Token 1. In your Fleetwire dashboard, go to [Settings > Security > API Tokens](https://app.fleetwire.io/settings/security/api-tokens). (More detail: [How to Create an API Key](https://help.fleetwire.io/en/article/how-to-create-an-api-key-in-fleetwire-mxf5zh/).) 2. Click **+ Secret Key**. If you're asked to choose an access level, pick **Full access** so every trigger and action works. 3. Copy the token. It's only shown once. || **Note**: Zapier acts as the person who created the token. Create it from an account that can see bookings, customers and payments, or some fields will come through empty. --- ### Step 2: Start a Zap With Fleetwire 1. Open [Fleetwire on Zapier](https://zapier.com/apps/fleetwireio/integrations) and click **Create Zap**, or start a new Zap in Zapier and search for **Fleetwire**. 2. Choose a Fleetwire trigger (or action) and click **Sign in**. 3. Paste your API token and click **Connect**. Your account shows up as your name and email. ### Step 3: Test and Turn It On 1. Click **Test trigger**. Zapier pulls a few recent records from your account so you can map fields. 2. Add your action, map the fields, and test it. 3. Turn the Zap on. ### Step 4: Check It's Working In Fleetwire, go to **Connections > Zapier**. Every Zap that uses an instant trigger is listed with when it last sent. Each one also appears under [Settings > Providers > Webhooks](https://app.fleetwire.io/settings/providers/webhooks) with a full delivery log. | **Quick Tip**: Zaps that only use actions, searches or the trip triggers work without appearing on the Connections page. That's expected. --- ## 💡 Zaps Hosts Build First Each recipe lists the trigger, the action, and what to map. **Free plan** means it works as a two-step Zap. ### 1. Log every booking in Google Sheets *(Free plan)* **New Booking → Google Sheets: Create Spreadsheet Row** Map **Booking ID**, **Customer Full Name**, **Listing Name**, **Trip Start (local time)**, **Trip End (local time)** and **Total (cents)**. You get a running log for reporting, payouts, or a partner who lives in spreadsheets. | **Quick Tip**: Want Turo trips in the sheet too? Make a second Zap with **Trip Starting Soon** set to **168** hours (a week ahead), pointing at the same sheet. ### 2. Get pinged when someone requests a booking *(Free plan)* **Booking Requested → Slack: Send Channel Message** (or **SMS by Zapier** to your phone) Requests wait on you, so a fast heads-up matters. Include **Customer Full Name**, **Listing Name** and **Trip Start (local time)**, then approve it in Fleetwire. ### 3. Send payments to your accounting *(Paid Zapier plan)* **Payment Received → Formatter by Zapier: Numbers → QuickBooks Online or Xero** Map **Paid At**, **Payment ID**, **Booking: Customer Full Name** and the amount. || **Note**: Amounts come through in **cents** (12550 means $125.50). The **Formatter by Zapier > Numbers** step divides by 100 before the amount reaches your accounting, and that extra step needs a paid Zapier plan. Some accounting apps are also premium apps on Zapier; check the app's page. Just want a payments log? **Payment Received → Google Sheets** works on the free plan, with amounts in cents. ### 4. Catch declined cards right away *(Free plan)* **Payment Failed → Gmail: Send Email** (or Slack) Send yourself the **Failure Message**, **Customer Phone** and **Booking ID** so you can follow up before pickup. To ask for a new card, use the **Send Payment Request** action (recipe 10). ### 5. Add new customers to your mailing list *(Paid Zapier plan)* **New Customer → Filter: Email Subscribed is true → Mailchimp: Add/Update Subscriber** || **Note**: Only add people who agreed to marketing emails. The **Email Subscribed** filter does that for you; don't skip it. --- ## 🤝 Zaps for Co-Hosts and Your Team These keep cleaners, co-hosts and anyone else who touches the cars in the loop, without giving them access to your Fleetwire account. ### 6. Text your co-host before every return *(Paid Zapier plan)* ![One Zap per co-host: a filter keeps each person to their own cars.](https://storage.crisp.chat/users/helpdesk/website/-/d/8/5/c/d85c74fa8dfdb000/zapier-cohost-turnover_gaoiho.png) **Trip Ending Soon (3 hours ahead) → Filter: Listing Name is one of their cars → SMS → Google Calendar: Create Event** A message like *"2022 Toyota Camry (8ABC123) is due back at 10:00 AM. Lockbox: driver-side wheel well."* uses **Listing Name**, **Vehicle Plate**, **Trip End (local time)** and **Lockbox Location**. The calendar event blocks their time for the clean. Copy the Zap for each co-host and change the filter. | **Quick Tip**: On Zapier's free plan, drop the filter and calendar step: **Trip Ending Soon → SMS by Zapier** still texts one person about every return. ### 7. Turn tomorrow's pickups into a prep checklist *(Free plan)* **Trip Starting Soon (24 hours ahead) → Trello: Create Card** (or Asana, ClickUp, Google Tasks) Title the card *"Prep {Listing Name} for {Customer First Name}"* and put **Trip Start (local time)** in the description. Your team works from one list, Turo trips included. ### 8. Tell the team when a trip is canceled *(Free plan)* **Booking Canceled → Slack: Send Channel Message** Nobody preps a car for a trip that isn't happening. Include **Listing Name** and **Trip Start (local time)**. ### 9. Ask for a review after the trip *(Paid Zapier plan)* **Trip Ending Soon (1 hour ahead) → Delay by Zapier: Delay Until {Trip End} + 2 hours → SMS: send your Google review link** Timing it after the return makes the ask land while the trip is still fresh. --- ## 🔁 Zaps That Work in Fleetwire ### 10. Charge for extras from a form *(Free plan)* **Google Forms or Jotform: New Response → Fleetwire: Send Payment Request** Your return checklist asks for the **Booking ID**, the amount and a reason (fuel, cleaning, extra miles). Fleetwire creates the pay link, and with **Text the Link to the Customer?** set to **Yes**, texts it to them. Use the **Pay Link** output if you'd rather send it yourself. ### 11. Block a car for service from your calendar *(Free plan)* **Google Calendar: New Event Matching Search ("Service") → Fleetwire: Block Vehicle Dates** Pick the vehicle in the **Vehicle or Item** dropdown, and map the event's start and end. The car can't be booked while it's in the shop. Use one Zap per vehicle, or map the listing ID with **Custom value**. ### 12. Turn website leads into customers *(Free plan)* **Typeform, Jotform or your website form → Fleetwire: Create Customer** New leads land in your customer list, ready for your follow-up. If the same person might fill in the form twice, use **Find or Create Customer** instead so they aren't added twice. Zapier counts the search as an extra step, so that version needs a paid Zapier plan. --- ## ❓ Good to Know * **Times**: **Trip Start** and **Trip End** are exact moments (UTC), which suits calendars and delays. For messages to people, use **Trip Start (local time)** and **Trip End (local time)**: the booking's own time, with its timezone. * **Money**: all amounts are in cents. * **Changing or pausing a Zap**: do it in Zapier. Turning a Zap off removes its instant trigger from Fleetwire automatically. * **Fields look empty?** The token's user may not have permission to see them. Payment amounts, for example, need access to order financials. * **Fleetwire's own automations**: for renter emails and texts on a schedule, Fleetwire has [built-in automations](https://help.fleetwire.io/en/article/automations-us0ofc/). Use Zapier for everything else. --- ## 🌟 You're Connected! Pick one recipe, usually the Google Sheet log or the co-host text, and build it today. Once it's running, every booking takes care of its own busywork. --- ## 🚀 Next Steps * **Build your own integration**: [Set Up Webhooks for Custom Integrations](https://help.fleetwire.io/en/article/set-up-webhooks-for-custom-integrations-1l0e6ik/). * **Automate renter messages**: [Automating Tasks with Fleetwire](https://help.fleetwire.io/en/article/automations-us0ofc/). * **Collect payments**: [Sending Payment Requests to Customers](https://help.fleetwire.io/en/article/send-payment-requests-to-customers-vtvokn/). * **Need Help?** Contact us at [hi@fleetwire.io](mailto:hi@fleetwire.io) or via the in-app chat. Happy automating! ⚡