⚡ 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.

🎯 What Can Fleetwire Do in Zapier?

Triggers start a Zap when something happens in Fleetwire:

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

🛠 How to Connect Fleetwire to Zapier

Step 1: Create an API Token

1. In your Fleetwire dashboard, go to Settings > Security > API Tokens. (More detail: How to Create an API Key.)
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.

Step 2: Start a Zap With Fleetwire

1. Open Fleetwire on Zapier 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 with a full delivery log.

💡 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.

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.

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

🤝 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)

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.

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. 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.
• Automate renter messages: Automating Tasks with Fleetwire.
• Collect payments: Sending Payment Requests to Customers.
• Need Help? Contact us at hi@fleetwire.io or via the in-app chat.

Happy automating! ⚡

Updated on: 09/10/2026