Fuel Log: Free Template for Tracking Company Vehicle Fuel

By Nicole Hullihen, former SaaS Chief Operating Officer and Microsoft MVP · Updated October 31, 2026

Fuel is one of the biggest costs for businesses with trucks, vans and equipment, and one of the hardest to control. Without records, it's impossible to tell whether a truck is burning more fuel than it should, whether a fuel card is being misused or which routes are eating into profit. A fuel log turns a pile of receipts into numbers you can manage.

This guide includes a free fuel log template and explains what to record, how to calculate miles per gallon and cost per mile, how to spot problems and how to cut fuel costs.

Free Fuel Log Template

What to Record at Each Fill-Up

Calculating Miles per Gallon

Fill the tank completely, record the odometer, then at the next full fill-up:

Track MPG over time for each vehicle. A sudden drop can mean tire, engine or driving problems, or fuel going somewhere other than the tank.

Cost per Mile

Cost per mile helps you compare vehicles, price service calls and decide when a vehicle is costing too much to run. Combine it with maintenance costs for a fuller picture. See the equipment maintenance log.

Fuel for Equipment

Mowers, generators, skid steers and other equipment burn fuel too. Track equipment by hour meter instead of odometer, and record fuel from cans or on-site tanks. Equipment fuel is easy to lose track of because it's often filled from a shared can.

Fuel Cards and Receipts

• Assign each fuel card to a vehicle or driver.
• Require drivers to enter odometer readings at the pump if your card allows.
• Set limits on purchase types, amounts and times.
• Collect receipts or digital records for every fill-up.
• Match card statements to the fuel log each month.

Spotting Fuel Theft and Waste

Most fuel problems come from habits like idling and inefficient routes, not theft. Look at the data before assuming the worst, and talk with drivers about what you find.

Monthly Fuel Report

Review this report monthly with your managers. Look for vehicles with falling MPG, rising costs and anything unusual.

Fuel Costs and Taxes

The IRS explains that businesses can generally deduct vehicle costs using either the standard mileage rate or actual expenses. Under the actual expense method, costs like gas, oil, repairs, tires, insurance, registration, licenses and depreciation attributable to business use can be included. The IRS also says expenses must be substantiated with adequate records. A fuel log with receipts helps support those records. Talk to your accountant about which method fits your vehicles. See the mileage rate and mileage tracker.

Cutting Fuel Costs

• Plan routes to cut backtracking. See the route sheet template.
• Reduce idling. Set a clear idling policy.
• Keep tires inflated and vehicles maintained.
• Remove extra weight from trucks and vans.
• Choose the right vehicle for each job.
• Use fuel card discounts and preferred stations.
• Watch driving habits like hard acceleration and speeding.

Example: A Plumbing Company

A plumbing company with six vans noticed fuel costs climbing but couldn't tell why. The owner started a fuel log with odometer readings at every fill-up and matched it to fuel card statements. One van's MPG had dropped sharply; a mechanic found a dragging brake. Another van showed weekend fill-ups that led to a conversation about personal use. Fixing both, plus tighter routing, brought monthly fuel costs down noticeably.

Common Fuel Log Mistakes

• No odometer readings, so MPG can't be calculated.
• Missing receipts.
• Shared fuel cards with no vehicle assignment.
• Ignoring equipment fuel.
• Never reviewing the log.

Fuel Log Checklist

Sample Completed Fuel Log

This sample uses made-up numbers. The last entry's MPG drop is worth a look: it could be a different route, more idling, a mechanical issue or fuel going somewhere else.

Fuel Policy for Drivers

Have drivers sign the policy when they receive a fuel card. Clear rules prevent most problems.

Idling

Idling burns fuel without moving the vehicle. Crews often idle to stay warm or cool, run equipment or wait between jobs. Tracking idle time through vehicle systems, or simply setting an idling rule, can noticeably reduce fuel use. Explain the cost to drivers. Most will cooperate once they see the numbers.

Comparing Vehicles

Adding maintenance cost per mile to fuel cost per mile shows which vehicles are expensive to run. Use it when deciding which vehicles to replace and which to assign to long routes.

Fuel Surcharges

When fuel prices rise sharply, some businesses add a fuel surcharge to service calls or deliveries. Your fuel log shows exactly how much fuel costs changed, which helps you set a fair surcharge and explain it to customers. Put any surcharge in your price list and contracts. See the price list template.

Personal Use of Company Vehicles

If employees use company vehicles for personal trips, decide how fuel for those trips is handled and put it in your vehicle policy. Personal use of a company vehicle may also have tax implications for the employee. Ask your accountant how to handle it.

Fuel Logs for Small Fleets

You don't need a large fleet to benefit from a fuel log. Even two or three vehicles can show big differences in MPG and cost per mile. Start by logging every fill-up for one month and calculate MPG for each vehicle. The numbers often reveal quick wins, like a vehicle that needs service or a route that wastes miles.

Fuel Budget

Budget fuel based on expected miles and recent prices. Compare monthly, and adjust pricing or routes if fuel costs stay above budget. See the annual budget template.

Fuel and Job Costing

For service businesses, fuel is part of the cost of each job. If certain customers or areas require long drives, fuel cost per job can be significant. Use your fuel log and mileage records to estimate fuel cost per job and include it in pricing or trip charges. See how to track labor costs by job.

Electric and Hybrid Vehicles

If you add electric or hybrid vehicles, track charging costs and kilowatt-hours the same way you track fuel. Record where vehicles charge, such as at the shop, public stations or employees' homes, and set a policy for reimbursing home charging. Compare cost per mile across vehicle types when planning replacements.

Getting Drivers on Board

• Explain why the log matters: costs, maintenance and fair pricing.
• Make logging fast, with a card in the vehicle or a phone form.
• Share monthly results with the team.
• Recognize drivers with the best MPG improvement.
• Follow up privately on unusual entries.

Drivers are more likely to log accurately when they see the results used to improve vehicles and routes, not just to catch mistakes.

Fuel Log for Shared Vehicles

When several employees drive the same vehicle, add a driver column to every entry and keep the log in the vehicle or on a shared phone form. Ask drivers to record odometer readings at the start and end of each shift as well as at fill-ups. That makes it easier to see who drove how far and to follow up on unusual entries fairly.

On-Site Fuel Tanks

Some businesses keep fuel tanks at the shop or job site. Track every withdrawal with date, vehicle or equipment, gallons and who filled it. Compare total withdrawals with tank deliveries each month. Differences can point to leaks, measuring errors or unrecorded use.

Fuel Log Quick Reference

Getting Started

1. Print a log for each vehicle or set up a phone form.
2. Record the odometer at the next fill-up for each vehicle.
3. Log every fill-up for one month.
4. Calculate MPG and cost per mile.
5. Match fuel card charges and receipts.
6. Review the results with drivers and managers.

After the first month, you'll have a baseline for every vehicle, and changes will be easy to spot.

Fuel Cards vs. Reimbursement

Some businesses give drivers fuel cards; others have employees pay and submit receipts for reimbursement. Fuel cards make tracking easier and can include purchase controls and discounts. Reimbursement works for occasional driving but creates more paperwork and slower tracking. Whichever you use, the fuel log should capture every fill-up with odometer, gallons and cost so you can compare vehicles and spot problems.

Fuel and Maintenance Together

Fuel and maintenance records tell a fuller story together. A truck with dropping MPG and rising repair costs may be ready for replacement. Review both each quarter and plan vehicle replacements before breakdowns force the decision during your busiest season.

Seasonal Fuel Patterns

Fuel use often changes with the seasons. Cold weather can lower MPG, summer air conditioning adds load and busy seasons mean more miles. Compare fuel costs to the same month last year, not just last month, so normal seasonal changes don't look like problems. Seasonal comparisons also help you budget fuel for the year ahead and plan price adjustments before your busiest months.

Fuel Log Mistakes to Watch for in Drivers' Entries

• Odometer readings that go down or jump unrealistically.
• Rounded gallons that don't match receipts.
• Missing entries on busy days.
• Fill-ups recorded on the wrong vehicle.

Check a sample of entries against receipts each month and correct errors quickly. Accurate entries make every calculation in the log trustworthy, and drivers quickly learn that the numbers are actually used. Over a few months, the log becomes one of the most reliable tools you have for controlling vehicle costs.

Sharing Fuel Results With Your Team

Post a simple monthly chart of fuel cost per mile by vehicle in the shop or share it at a team meeting. When drivers see how their vehicles compare and how fuel affects the business, they're more likely to cut idling, report mechanical problems early and log fill-ups accurately.

Start with one month of complete entries, and let the numbers guide your next steps.

Small, steady improvements in MPG across a fleet add up to real savings over a full year of driving.

Keep the log simple enough that drivers fill it in every time.

Track Vehicles and Mileage With Updoot

Updoot's mileage tracking logs miles for every vehicle, and asset tracking keeps vehicle and equipment records together.

Sources

• IRS: Topic No. 510, Business Use of Car

Frequently Asked Questions