Integrations / Productivity
Fleetio on WhatsApp: manage contacts, issues and work orders with an AI agent
Flann turns Fleetio into something you can message. Ask on WhatsApp, by text or voice note, and Flann does the work in Fleetio for you. Time tracked in Fleetio is money you can bill or wages you need to check. Flann reads the timesheets with you, totals them by person or client and flags the odd entry.
34 actions in Fleetio. 15 only look things up, and 19 create, update, send or delete. You connect with your API key.
What you can ask Flann to do in Fleetio
You do not need the exact wording. These are the kinds of messages Flann turns into Fleetio actions.
“Look up the issue in Fleetio.”
“Look up the contact in Fleetio.”
“Look up the work order in Fleetio.”
“Create an issue in Fleetio.”
“Create a contact in Fleetio.”
“Update the work order in Fleetio.”
What Flann can work with in Fleetio
Fleetio gives Flann 34 actions across 11 kinds of record. These are the ones you are most likely to use.
| Record | What Flann can do | Actions |
|---|---|---|
| Contacts | archivecreatelook uprestoreupdate | 6 |
| Issues | createdeletelook upupdate | 5 |
| Work orders | look upupdate | 3 |
| Vehicles | archivecreatelook uprestoreupdate | 6 |
| Fuel entries | createdeletelook upupdate | 4 |
| Meter entries | createdeletelook upupdate | 4 |
| Service entries | look up | 2 |
Here is what changes when Fleetio goes through Flann instead of its own screens.
| Compare | Fleetio on its ownEvery step is yours | With FlannThe work comes to your chat |
|---|---|---|
| How you ask | Open the app and find the right page | A WhatsApp message, typed or spoken |
| Finding answers about contacts | Filters and searches you run yourself | 15 look-ups, answered straight away |
| Making changes | Typed in by hand | 19 changes, made from a message |
| Fleetio records | All of them, one screen at a time | 11 kinds, from one chat |
| Getting connected | Nothing new to set up | Your Fleetio API key, once |
YesPartlyNo
Step by step: Fleetio jobs you can hand to Flann
How a request turns into real Fleetio actions, one step at a time.
Create a contact from a voice note
- You message Flann on WhatsApp: “Create a contact in Fleetio with these details.”
- Flann runs
List Contactsin Fleetio and shows you what it found. - Flann runs
Create Contactin Fleetio. - Flann creates it in Fleetio and confirms in the chat.
Fix an issue without opening Fleetio
- You message Flann on WhatsApp: “Change the issue in Fleetio: here is what is different.”
- Flann runs
List Issuesin Fleetio and shows you what it found. - Flann runs
Update Issuein Fleetio. - Flann makes the change in Fleetio and confirms in the chat.
Get answers about your work orders
- You message Flann on WhatsApp: “What is the latest on our work orders in Fleetio?”
- Flann runs
List Work OrdersandGet Work Orderin Fleetio and shows you what it found. - Nothing in Fleetio is changed: these are look-ups, so they run straight away.
Where Flann saves you time in Fleetio
Small jobs, repeated often, are where the time goes. Here is how they change once Fleetio is connected.
Answering “where are we with my job?”
Today
Clients ask for updates at awkward moments. To answer, you open Fleetio, find their project and piece together what has happened since you last spoke.
With Flann
“Where are we on the Morgan bathroom refit in Fleetio? Draft an update for the client.”
In Fleetio, Flann reads the project’s finished, current and waiting tasks and writes a plain-English update the client will understand, without internal notes or jargon. You see the draft in the chat.
What you stop doing: Piecing together a client update from the board yourself is over.
Starting a new client project from the template
Today
Each new client or job means copying your template project in Fleetio, renaming it, adjusting dates and assigning people. Small mistakes slip in, like the last client’s name in a task.
With Flann
“New job for Clarke Dental, starts on the first. Set it up from our fit-out template in Fleetio.”
A copy of your template in Fleetio is renamed, dated from the start you gave and assigned to the usual people for each stage. Anything that still mentions the previous client is flagged.
What you stop doing: Copying and adjusting the template by hand for each new job is no longer on your desk.
More on this: how to hand repetitive tasks to an AI agent on WhatsApp.
How Flann connects to Fleetio
- In Flann, go to Connectors and find Fleetio.
- Paste your Fleetio API key into the secure form Flann opens. You will find the key in your Fleetio account settings.
- Go back to WhatsApp and ask for what you need. Flann chooses the Fleetio action and fills in the details.
Of the 34 Fleetio actions, 15 only read. The other 19 create, update, send or delete. Disconnect Fleetio in Connectors whenever you like.
Ways to use Fleetio with Flann
What is due today
Ask Flann what is overdue or due today. It reads Fleetio and sends you the list.
Know who is on what
Ask who is working on what. Flann summarises Fleetio in a few lines.
Close things off
Tell Flann a job is done. It prepares the update in Fleetio so the list stays honest.
Everything Flann can do in Fleetio
Every Fleetio action Flann can run, split into what it reads and what it changes.
Looks up 15
- Get Contact
- Get Issue
- Get Service Entry
- Get Vehicle
- Get Work Order
- List Account Context
- List Contacts
- List Fuel Entries
- List Issues
- List Meter Entries
- List Reference Data
- List Service Entries
- List Service Reminders
- List Vehicles
- List Work Orders
Changes 19
- Archive Contact
- Archive Vehicle
- Change Issue State
- Create Contact
- Create Fuel Entry
- Create Issue
- Create Meter Entry
- Create Vehicle
- Delete Fuel Entry
- Delete Issue
- Delete Meter Entry
- Restore Contact
- Restore Vehicle
- Update Contact
- Update Fuel Entry
- Update Issue
- Update Meter Entry
- Update Vehicle
- Update Work Order
More Productivity apps Flann works with
ShortcutCommon questions
What can Flann do with contacts in Fleetio?
Flann can archive, create, look up, restore and update contacts in Fleetio, using 6 actions (Archive Contact, Create Contact, Get Contact, List Contacts and more). Looking up runs straight away and changes nothing. The other actions create or change contacts in Fleetio.
What can Flann do with issues in Fleetio?
Flann can create, delete, look up and update issues in Fleetio, using 5 actions (Create Issue, Delete Issue, Get Issue, List Issues and more). Looking up runs straight away and changes nothing. The other actions create or change issues in Fleetio.
How does Flann connect to Fleetio?
Open Connectors in Flann, choose Fleetio and paste your Fleetio API key into a secure form. You will find the key in your Fleetio account settings. Once it is connected, Flann can use 34 actions in Fleetio.
Do I need to open Fleetio to use it with Flann?
No. Once Fleetio is connected, you ask Flann on WhatsApp or in the Flann app, by text or voice note, and it does the work in Fleetio.
Which Flann plan do I need for Fleetio?
Any of them. Every Flann plan includes Fleetio and every other app.