Skip to main content

Connect EROAD to vWork

  • Updated

In this article

Can I connect EROAD to vWork?

You can absolutely connect your EROAD account to vWork and gain some great benefits from doing this. vWork and EROAD work seamlessly together to enable you to:

  • get more accurate position information to locate your workers on the map.
  • accurately track and record the route and distance traveled by Workers on a job.
  • replay the route used to complete a job for audit and reconciliation purposes.
  • automatically add line items to invoices that show the actual distance traveled by your workers and equipment. Your customers can be certain they are invoiced accurately with transparent information generated from reliable and traceable data. You can recoup the actual costs of operation from your customers - no guesswork required.

Connecting EROAD to vWork is an optional feature. Please email support@vworkapp.com to find out more or have this enabled in your account. 

Note: A limitation exists for using EROAD to automatically add mileage to invoices for jobs that extend beyond 30 days (720 hours) from start to finish. In this instance, we are unable to automatically apply mileage as a line item to a job using data from the EROAD telematics device."

How do I integrate EROAD data with vWork?

There are a few preparation tasks required to set EROAD up to work with vWork. We work with you to get these tasks done.

  1. Authorize EROAD to share your data with vWork:
    Let EROAD know you want to share your vehicle and EROAD device data with vWork. This is easy to do. Your vWork account manager can send you an approval form for your authorized EROAD Administrator to complete. Fill this in, sign it, and send it back to us. We will forward this to EROAD on your behalf. 

  2. Tell us what EROAD devices your vWork Users and Equipment have:
    Send us a list of your vWork users mapped to their respective EROAD serial numbers. We use this data to make your EROAD device-equipped vehicles visible on the map.

  3. Send us your EROAD API Key and Organization ID:
    This is used to extract GPS Distance Traveled data from EROAD to calculate mileage so you can track and report mileage and use this in your invoices. (Please ensure the API key has "Historical Events API" enabled.)

We use the information you provide us to get EROAD up and running in your account. We will keep you informed and let you know when this process is completed.

 

What do I need to set up in my vWork Account to use EROAD?

There are 3 things you need to do to set up your vWork Account for EROAD after it has been integrated with your account. These are:

  1. Turn on invoicing in your vWork account
  2. Set up the mileage rates for Users and Equipment
  3. Associate the EROAD Display Name with the User or Equipment

Turn on invoicing in your vWork account

You need to ensure you have the invoice settings turned on in your account. If you haven’t already enabled Invoicing, the article Invoicing with vWork has all the details to help you set this up.

 

Set up the mileage rates for Users and Equipment

To enable your invoices to automatically show mileage as a line item you need to:

  1. Add the Distance Rate to your Users and/or Equipment. The article How can I set up individual charge-out rates for mileage and hours? explains how to do this.

  2. Enable the job templates to automatically add mileage as a line item to the job invoices generated from the templates. This article How do I add hours and mileage as line items to invoices? has all the details to help you do this.

 

Associate the EROAD Display Name with the User or Equipment

Once EROAD is enabled in your account, you will see a new field called Eroad Vehicle in the User Details and/or Equipment Details pages.  This is where you associate the EROAD Display Name with the User or Equipment. 

To associate the EROAD Display Name with your User:

  1. Go to Settings > Users  > Users and select the User to open their User Details
  2. In the Eroad Vehicle field begin typing the EROAD Display Name. When the one you want displays in the list select it.
  3. Click Update to save.

User_Eroad_vehicle_id.png

 


To associate the EROAD Display Name with your Equipment:

  1. Go to  Settings > Equipment and click the Equipment ID or Name to open the details page for the selected equipment.
  2. In the Eroad Vehicle field begin typing the EROAD Display Name. When the one you want displays in the list select it.
  3. Click Update to save.

Equipment_semi_trailer_Eroad_vehicle_id.png

Related articles