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. Use it alongside our fleet calculators to size the costs this template tracks, or browse fleet management software when you are ready to automate the workflow. See all downloads in the template library, and check the fleet glossary for any unfamiliar terms.
Built and reviewed by the FleetOpsClub research team. Preview it free below.
- 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 CSV. Yours to keep
- Print or save as PDF
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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.
What's inside
- 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
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 |
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.