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Fuel Log Template

While you can't control the costs of purchasing fuel, you can reduce the impact of fuel costs on your fleet by monitoring for high-consumption vehicles and spotting outliers – and possible fuel theft – within your fleet. Our customizable fuel log spreadsheet provides a simple solution to start logging and tracking fuel usage across your fleet.

Fuel Log Template

How do I keep track of fuel expenses?


There are a variety of ways to track and capture your fuel data, including paper forms, receipt trails, spreadsheets and software. A fuel log spreadsheet or fuel management software is the easiest way for people to track their fuel usage, as they allow you to quickly surface historical data and compare your usage across various vehicles in your fleet to identify trends and cost savings opportunities.

How do I calculate fuel usage?


The easiest way to calculate fuel usage for a single vehicle is to divide the distance traveled by the gallons of fuel needed to fill up your vehicle. If you'd like to look into further fuel usage trends, you can then divide the cost of fueling up by the number of miles driven to calculate your cost per mile (CPM) and then compare the cost per mile driven against other vehicles in your fleet.

fuel log spreadsheet walkthrough

How to use Fleetio’s free fuel log template

This fuel log spreadsheet was designed to help you quickly compare the following individual vehicle metrics against your fleet averages: Miles per Gallon (or km/L), Cost per Mile (or Kilometre), and Cost per Gallon (or Litre).

Our fuel log template is built using Google Sheets, a free online alternative to Excel. To create your own editable version of this template, you simply need to select “File” and then “Make a copy” once you open the template link.

Log and track information

With this free fuel log template, you will be able to better track your fleet's fuel usage and expenses, with features such as:

  • Easily log individual fuel purchases along with standard fuel purchase information: date, time, fuel card number, vendor, and vehicle operator

Example of fuel purchase history on fuel log spreadsheet
Parts spreadsheet product image

Manage fuel tracking in Fleetio

If you're tired of the spreadsheets and paper forms, it's time to track your fleet's fuel usage in Fleetio. Fleetio's fleet fuel management system simplifies your fuel data collection, allowing you to automatically import fuel transactions from fuel card purchases or a mobile fleet app that drivers can fill out at the pump. Improve your fleet's fuel management with Fleetio to identify cost-savings opportunities and surface potential theft.

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