--- title: Auto-Fill Vehicle Details from the VIN description: Enter a VIN on Create Vehicle, click Decode, and MetaFleet fills in year, make, model and the specs it found. --- [Skip to content](https://support.metafleet.ai/auto-fill-vehicle-details-from-the-vin#main-content) English Show submenu for translations ![AI-powered fleet repair software](https://support.metafleet.ai/hs-fs/hubfs/Transparent%20logo%20for%20dark%20background.png?width=350&height=54&name=Transparent%20logo%20for%20dark%20background.png) Open main navigation Close main navigation - English Show submenu for translations - [Contact us](mailto:support@metafleet.ai) [Contact us](mailto:support@metafleet.ai) How can we help you? - There are no suggestions because the search field is empty. 1. [MetaFleet Answer Hub](https://support.metafleet.ai/?hsLang=en) 2. [Companies & Contacts](https://support.metafleet.ai/companies-contacts?hsLang=en) 3. [Vehicles](https://support.metafleet.ai/companies-contacts?hsLang=en#vehicles) # Auto-Fill Vehicle Details from the VIN ## Type or paste a VIN, click Decode, and MetaFleet fills in the year, make and model and lists the engine, brake, weight and other specs it found. **For:** Dispatchers and managers · **Time:** Under a minute ### Quick summary 1. Open **Create Vehicle**, choose the **Customer** and an **Asset Type**. 2. Type or paste the VIN in the **VIN** field. 3. Click **Decode**. 4. Check the **Year**, **Make** and **Model** that filled in and the specs panel below the VIN. 5. Add the **Unit Number** and click **Create vehicle**. ### Before you start - **A VIN of 17 characters.** **Decode** turns on at 11 characters, which gives a partial read. - **Truck, Trailer, Tractor or Other.** **Heavy Equipment** and **Dolly** use a **Serial Number** field with no **Decode** button, because a manufacturer serial number isn't a VIN. - **VIN lookup turned on for your shop.** MetaFleet turns it on per shop. If the **Decode** button is missing on a Truck, Trailer, Tractor or Other, contact MetaFleet support. ### Open Create Vehicle On the **Vehicles** page, or a company's **Vehicles** tab, click **+ Create vehicle**. Choose the **Customer**, then pick the **Asset Type**. The asset type decides which fields show below it. To edit a vehicle instead, open it and choose **Edit**. On **Edit**, **Decode** fills Year, Make and Model but shows no specs panel and no **Use this** button. ### Enter the VIN and click Decode Type or paste the VIN in the **VIN** field. The **Decode** button sits to the right of the field and turns blue once the VIN has at least 11 characters. A technician can also photograph the VIN plate in the field (see [Capture Vehicle Info Photos](https://support.metafleet.ai/capture-vehicle-info-photos?hsLang=en)). Click **Decode**. The button reads **Decoding…** while it works and **Decoded** when it's done. ![Create Vehicle form with Truck selected, a VIN typed in the VIN field and the blue Decode button to its right](https://support.metafleet.ai/hs-fs/hubfs/knowledge-base/oct-2026/auto-fill-vehicle-details-from-the-vin-01-vin-entered.png?width=698&height=221&name=auto-fill-vehicle-details-from-the-vin-01-vin-entered.png) ### Review what filled in MetaFleet fills **Year**, **Make** and **Model**, but only the ones that are still blank. It never overwrites what you typed. On **Create Vehicle**, a read-only panel under the VIN field shows everything else the lookup returned. On **Edit**, the same fields fill in but the panel doesn't show. ![Specs panel under the VIN field grouped into Identity, Engine, Chassis and Brakes, Dimensions, Safety and Manufacturing](https://support.metafleet.ai/hs-fs/hubfs/knowledge-base/oct-2026/auto-fill-vehicle-details-from-the-vin-02-decoded.png?width=698&height=628&name=auto-fill-vehicle-details-from-the-vin-02-decoded.png) ### Adjust if needed, then save Change anything that's off, enter the **Unit Number**, and click **Create vehicle**. > **Also in Create Service Order.** Starting an order for a truck that isn't on file? In the vehicle picker, choose **+ Create a new vehicle**. A short vehicle form opens with the VIN field and **Decode**. Year, Make and Model fill in. The specs panel shows only on Create Vehicle. ### What gets filled in | Group | Examples | | --- | --- | | Filled on the form | Year, Make, Model, Asset Type | | Identity | Trim, series, body class, vehicle type | | Engine | Engine model and make, cylinders, displacement, horsepower, configuration, fuel, fuel injection, turbo, transmission | | Chassis & brakes | Brake system, drive type, number of axles, axle configuration | | Dimensions | GVWR, GCWR, curb weight, cab type, doors, wheelbase, seats | | Electric | Battery type and capacity, charger level, EV drive unit | | Safety | ABS, ESC, traction control, TPMS, forward-collision and lane-departure warnings, blind-spot monitoring | | Manufacturing | Manufacturer, plant city, state and country | A group shows only when the lookup found values for it, so the panel differs by vehicle. The **All decoded fields** section at the bottom expands to every value returned. > **Where the details come from.** A badge at the top of the panel names the source: **NHTSA live** (the US vehicle database) for a fresh lookup, **NHTSA (cached)** for a recent result for the same VIN, or **Offline decoder**. The offline decoder is the built-in backup MetaFleet uses when the live lookup is unavailable. It covers the common specs from the VIN pattern. ### When the VIN only partly decodes If the lookup doesn't have every field, the button reads **Retry** and a note says **Decoded partially**. The fields it found are filled in. The panel may also warn that the **1 - Check Digit (9th position) does not calculate properly**. That usually means a typo in the VIN. Check each character against the plate, then decode again. ![Retry button and a Decoded partially note beside the VIN, with a check digit warning at the top of the specs panel](https://support.metafleet.ai/hs-fs/hubfs/knowledge-base/oct-2026/auto-fill-vehicle-details-from-the-vin-03-partial-decode.png?width=698&height=568&name=auto-fill-vehicle-details-from-the-vin-03-partial-decode.png) ### When a VIN has an invalid character The letters **I**, **O** and **Q** never appear in a VIN because they look like 1 and 0. If one slips in, a note appears next to the VIN field and the **Decode** button is greyed out. The note names the position and shows a corrected VIN. On **Create Vehicle**, click **Use this** to put the fix in the field, then click **Decode**. On **Edit**, retype the character by hand. ![Note beside the VIN field saying O at position 9 isn't used in VINs, with a suggested VIN and a Use this button](https://support.metafleet.ai/hs-fs/hubfs/knowledge-base/oct-2026/auto-fill-vehicle-details-from-the-vin-06-invalid-character.png?width=698&height=244&name=auto-fill-vehicle-details-from-the-vin-06-invalid-character.png) ### Serial numbers don't decode Choose **Heavy Equipment** or **Dolly** and the field becomes **Serial Number** with no **Decode** button. Enter those details by hand. ![Create Vehicle form with Heavy Equipment selected and a plain Serial Number field with no Decode button](https://support.metafleet.ai/hs-fs/hubfs/knowledge-base/oct-2026/auto-fill-vehicle-details-from-the-vin-07-serial-number-no-decode.png?width=698&height=318&name=auto-fill-vehicle-details-from-the-vin-07-serial-number-no-decode.png) ### Troubleshooting | Symptom | Likely cause | Fix | | --- | --- | --- | | No **Decode** button | The asset type is Heavy Equipment or Dolly, or VIN lookup is off for your shop | For Heavy Equipment and Dolly, enter the serial number by hand. Otherwise contact MetaFleet support to turn on VIN lookup. | | **Decode** is greyed out | The VIN is under 11 characters, or it contains I, O or Q | Add the missing characters, or on Create Vehicle click **Use this** on the suggested fix. | | **Decoded partially** | The lookup didn't have every field for this VIN | The basics fill in. Type in anything missing, then save. Check the VIN for a typo if you expected more. | | **Couldn't decode this VIN** | The VIN wasn't found in NHTSA's data, usually a typo | Check the VIN against the plate, or fill the fields in by hand. | | **This looks like a manufacturer serial number** or **That doesn't look like a 17-character VIN** | You typed a serial number into a Truck, Trailer, Tractor or Other | Switch the asset type to Heavy Equipment or Dolly, or fill the fields in by hand. | | **VIN decode is not enabled for this tenant** | VIN lookup is off for your shop | Contact MetaFleet support to turn it on. | | Make or model didn't change after decoding | Those fields already had a value | Clear the field and decode again, or edit it directly. | ### FAQs **Do I have to type the VIN, or can I scan it?** Either. Type or paste it on the vehicle form, or have a technician photograph the VIN plate. See [Capture Vehicle Info Photos](https://support.metafleet.ai/capture-vehicle-info-photos?hsLang=en). **Will it overwrite details I already entered?** No. It fills **Year**, **Make** and **Model** only when they're blank. **What if the lookup service is down?** MetaFleet falls back to its built-in offline decoder, so you can keep adding the vehicle. The panel badge reads **Offline decoder**. **Where do I see everything the lookup found?** On **Create Vehicle**, in the panel under the VIN field. Expand **All decoded fields** for every value. **My equipment serial number won't decode. Is that a bug?** No. Heavy Equipment and Dolly have no **Decode** button. A manufacturer serial number isn't a VIN. ### Related articles - [Capture Vehicle Info Photos](https://support.metafleet.ai/capture-vehicle-info-photos?hsLang=en) - [Manage Vehicles — Archive & Restore](https://support.metafleet.ai/manage-vehicles-archive-restore?hsLang=en) - [Enrolling Vehicles in a PM Program](https://support.metafleet.ai/enrolling-vehicles-in-a-pm-program?hsLang=en) - [Start Here](https://support.metafleet.ai/start-here?hsLang=en) - [Companies & Contacts](https://support.metafleet.ai/companies-contacts?hsLang=en#main-content) - [Create/Edit Companies](https://support.metafleet.ai/companies-contacts?hsLang=en#create-edit-companies) - [Contacts](https://support.metafleet.ai/companies-contacts?hsLang=en#contacts) - [Vehicles](https://support.metafleet.ai/companies-contacts?hsLang=en#vehicles) - [Work Intake (Requests & Service Orders)](https://support.metafleet.ai/work-intake-requests-service-orders?hsLang=en#main-content) - [Creating Service Orders](https://support.metafleet.ai/work-intake-requests-service-orders?hsLang=en#creating-service-orders) - 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