Fuel Management · Excel template
Free Fuel Log / Fuel Tracking Sheet
A fuel log that records every fill-up — gallons, cost, and odometer — so you can calculate MPG, catch fuel waste, and feed IFTA reporting.
Built and reviewed by the FleetOpsClub research team. Preview it free below. Enter your name and email to unlock the full template and the editable spreadsheet — a CSV that opens in Excel, Google Sheets, or Numbers.
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What you get
- Columns for date, odometer, gallons, price/gallon, total cost, and location
- A calculated MPG / cost-per-mile column
- Per-vehicle fuel history for trend spotting
- Example fills showing how MPG is derived from consecutive entries
- Editable sheet that feeds fuel-cost and IFTA worksheets
How to use it
- 1
Log every fill-up — partial fills break MPG math, so fill to full when you can.
- 2
Record the odometer at each fill; MPG is miles since last fill divided by gallons added.
- 3
Capture price per gallon and total cost to track spend and spot price spikes.
- 4
Note the location/state — you'll need per-jurisdiction gallons for IFTA.
- 5
Review MPG trends per vehicle; a sudden drop often signals a mechanical or driver-behavior issue.
Preview the template
Here's a real sample of the layout — the actual columns and structure you'll work in. The complete template, plus the editable spreadsheet, unlocks the moment you enter your email.
Preview
Fuel Log / Fuel Tracking Sheet
| Date | Vehicle | Odometer (mi) | Gallons | Price/Gal (USD) | Total (USD) | MPG | Location / State |
|---|---|---|---|---|---|---|---|
| 2026-04-01 | TRK-007 | 118,000 | — | — | — | — | Newark, NJ |
| 2026-04-04 | TRK-007 | 118,520 | 82.5 | 3.98 | 328.35 | 6.3 | Allentown, PA |
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Unlock the full template
Enter your name and email to reveal the complete template and download the editable spreadsheet. You can print it, save it as a PDF, or adapt the columns to your own vehicles. It's a fair trade: the preview costs nothing, and the full file costs you about 20 seconds.
- Editable CSV
- Every row & section
- Branded PDF
Frequently asked questions
Quick answers to the questions buyers usually ask once the category, software, or rollout details start getting more specific.
Divide the miles driven since the last fill (current odometer minus previous odometer) by the gallons added at this fill. Always fill to full and log every stop, or the math drifts.
Yes. Because IFTA is reported by jurisdiction, logging the state/location of each purchase and your odometer readings gives you the per-state gallons and miles the IFTA worksheet needs.
Common causes are under-inflated tires, a dragging brake, a clogged filter, excess idling, or aggressive driving. A fuel log makes the drop visible so you can investigate before it costs more.
Related guides & tools
- Fleet fuel efficiency guide
- How to reduce fleet fuel costs
- IFTA Mileage & Fuel Tax Worksheet
- Glossary: Fuel card
Looking for more? Browse all fleet templates or run a fleet calculator.