Fuel Management · Excel template
Free Fuel Purchase Log
A fuel purchase log that records every fill (date, location, gallons, price, and odometer), and computes MPG and cost per mile so fuel spend is tracked vehicle by vehicle, not buried in a card statement. 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.
- A line per fill with date, station/location, gallons, price per gallon, and total cost
- Odometer capture so the log can compute miles driven between fills
- Automatic MPG and cost-per-mile columns per fill-up
- Per-vehicle totals you can roll into a fuel budget or IFTA worksheet
- Editable CSV. Yours to keep
- Print or save as PDF
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How to use it
- 1
Record each fuel purchase as a new row: date, location, gallons, and price per gallon.
- 2
Enter the odometer reading at the fill so the log can compute miles since the last one.
- 3
Let the sheet calculate MPG (miles ÷ gallons) and cost per mile (cost ÷ miles).
- 4
Watch MPG trend per vehicle: a steady decline often signals a maintenance issue.
- 5
Roll the per-vehicle totals into your fuel budget, cost-per-mile worksheet, or IFTA summary.
What's inside
- A line per fill with date, station/location, gallons, price per gallon, and total cost
- Odometer capture so the log can compute miles driven between fills
- Automatic MPG and cost-per-mile columns per fill-up
- Per-vehicle totals you can roll into a fuel budget or IFTA worksheet
- A worked example of two fills on one truck showing the MPG calculation
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 Purchase Log
Miles = current odometer − previous odometer. MPG = miles ÷ gallons. Cost/mile = total cost ÷ miles. Keep one log per vehicle for clean MPG trends.
| Date | Vehicle | Location | Odometer | Gallons | Price/Gal ($) | Total ($) | MPG | Cost/Mile ($) |
|---|---|---|---|---|---|---|---|---|
| 06/02 | TRK-007 | Pilot, Memphis TN | 117,420 | 112.0 | 3.49 | 390.88 | — | — |
| 06/09 | TRK-007 | Love's, Nashville TN | 118,180 | 118.2 | 3.55 | 419.61 | 6.4 | 0.55 |
Frequently asked questions
Quick answers to the questions buyers usually ask once the category, software, or rollout details start getting more specific.
A fuel purchase log is a running record of every fuel fill for a vehicle (date, location, gallons, price, and odometer), used to compute fuel economy and cost per mile and to track total fuel spend over time.
Subtract the previous odometer from the current one to get miles driven, then divide by the gallons added at the current fill. Filling the tank fully each time makes the MPG figure far more accurate.
The purchase log is about tracking fuel economy and spend per vehicle. The reconciliation sheet is about matching card transactions to receipts and catching misuse. They share data but answer different questions.
The gallons-by-location data feeds an IFTA fuel summary, but IFTA also requires miles by jurisdiction. Use the log as a source and pair it with a dedicated IFTA mileage and fuel tax worksheet for filing.