Free fleet cost per kilometre report template
Free fleet cost per kilometre report template. Track $/km per vehicle: fuel, tyres, maintenance, insurance and depreciation per ISO 55001 and ATO.
Updated 25 May 2026
Fleet Cost Per Kilometre Report Template
Operating cost report | Per AS/NZS ISO 55001, AS 4360 and ATO depreciation rules
Vehicle & period
Running costs
Fixed costs
Totals & cost per kilometre
Benchmarking
Review & distribution
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Short answer
A fleet cost per kilometre report totals each vehicle's costs for the period, including fuel, tyres, preventive and corrective maintenance, insurance, depreciation, registration and finance, and divides by kilometres travelled. Fleet managers run it monthly, quarterly and yearly. Tax depreciation follows Division 40 of the Income Tax Assessment Act 1997, while accounting depreciation follows AASB 116.
Checked against ITAA 1997 (Compilation C2026C00471, effective 2026-10-01, registered 2026-10-20; current as at 2026-10-26 (Federal Register of Legislation)) on by the MapTrack templates team. How we check templates
Key takeaways
- The MapTrack fleet cost per kilometre report template contains 36 checks across 6 sections. Sections covered: Vehicle & period, Running costs, Fixed costs, Totals & cost per kilometre, Benchmarking, Review & distribution.
- Split maintenance cost into preventive and corrective so the report shows what drives cost, not one bundled figure.
- State which depreciation the report uses: tax decline in value under ITAA 1997 Division 40, or accounting depreciation under AASB 116.
- For tax, s 40-75 sets prime cost, s 40-72 sets diminishing value for assets held after 9 May 2006, and s 40-95 covers the effective life choice.
- Compare a vehicle's rolling 12-month cost per kilometre with a replacement's projected figure before deciding to repair or replace.
- Run an out-of-cycle report after acquisitions, disposals, write-offs or major failures so the trend is not distorted.
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Used by construction, mining and field service teams
What is a fleet cost per kilometre report template?
A fleet cost per kilometre report template is a periodic document a fleet operator uses to consolidate every cost incurred against a vehicle across a reporting period (typically monthly, quarterly and annually) and divide by kilometres travelled to produce the cost-per-kilometre figure. It is the single most important metric in fleet asset management because it normalises the running cost of every vehicle to a like-for-like basis, allowing a 10-year-old high-mileage prime mover to be compared fairly against a one-year-old low-mileage utility, and the fleet-wide average to be benchmarked against industry data. The report captures the vehicle ID, the reporting period, kilometres travelled, fuel cost, tyre cost, maintenance cost (split between preventive and corrective), insurance allocation, depreciation, registration and licensing, financing cost, total cost, cost per kilometre, comparison to the fleet average, trend versus the previous period and contextual information about the vehicle age and utilisation rate.
The workflow runs from monthly cost extracts (fuel reconciliation, workshop invoices, tyre purchases, insurance ledger entries, depreciation schedule), through cost allocation against the vehicle, calculation of cost-per-kilometre, side-by-side comparison against fleet average and previous period, executive review and posting into the asset lifecycle decision file. AS ISO 55001:2024 (Asset management systems) sets the management system expectation that asset cost data feeds lifecycle decisions including repair-versus-replace, hold-versus-dispose and the timing of fleet refresh. AS ISO 31000:2018 risk management (which superseded AS/NZS 4360) drives the broader view that cost trend is a leading indicator of asset failure risk. Australian Tax Office depreciation rules set the effective life and the prime cost or diminishing value method elected for tax purposes, and aligning the depreciation component of the cost-per-kilometre report to them keeps the report consistent with the tax figures. In MapTrack the report rolls up automatically from work orders, fuel reconciliations, tyre purchases, insurance allocations and the depreciation schedule with monthly outputs available for fleet manager, finance, asset manager and executive review.
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Benefits of using this fleet cost per kilometre report template
- Like-for-like fleet comparison: cost per kilometre normalises running cost so high-mileage and low-mileage vehicles can be benchmarked on the same basis without distortion
- Repair-versus-replace evidence: a rising cost-per-kilometre trend feeds the vehicle replacement decision matrix with hard data rather than gut feel
- Industry benchmarking: cost-per-kilometre figures benchmark directly against ATA, NHVR and Truckline industry data so the fleet manager can defend the operating cost narrative
- Cost-centre posting accuracy: each cost component is posted to the right ledger account and cost centre, so finance gets clean data for management reporting
- Tyre and maintenance trending: splitting tyres and maintenance out of the bundled cost surfaces the components that are pushing the total up before they swamp the rest
- Depreciation alignment: the depreciation component aligns to the ATO effective life and method elected for tax purposes, so the report doubles as substantiation evidence
- Executive narrative: a single cost-per-kilometre figure per vehicle and per fleet gives the executive team a metric they can track on a single line of a board pack
Benefits of digitising forms in MapTrack
When you digitise cost per kilometre report process documents in MapTrack, you get:
- Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
- Email the right people when a form is submitted, with an automation you set up.
- File every completed form against the asset, location or person it covers.
- Download any completed form as a PDF, with failed answers listed at the top.
- Fill in forms offline; they upload when the device is back online.
- Build conditional logic (show or hide questions based on answers).
- Take pictures or attach photos. Not possible with a paper-based form.
- Electronic signatures.
- Edit forms later without reprinting.
- Set who can view, fill in or edit forms with user roles.
- Upload a paper form (PDF, Word, Excel or a photo) and MapTrack's AI builds a digital version for you to check.
- Schedule services by odometer, engine hours or date for every vehicle.
- Keep fuel receipts and service records with each vehicle's inspections.
- Record repair costs on each work order against the vehicle.
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Intuitive for field crews
“MapTrack's a great platform - intuitive for the guys out in the field and also has fantastic support.”
Matthew Anderson
Maintenance Planning Supervisor, Supagas
What to include in a fleet cost per kilometre report template
This fleet cost per kilometre report template covers 13 key areas:
- Vehicle identification: fleet number, registration, VIN, make/model, GVM class, year of manufacture and acquisition date
- Reporting period: start date, end date and frequency (monthly, quarterly, annual)
- Kilometres travelled: opening and closing odometer, kilometres travelled in the period and rolling annualised figure for comparison
- Fuel cost: total dollars spent on fuel per the reconciliation log, with private use deducted where applicable, and the dollar-per-litre and dollar-per-kilometre fuel ratios
- Tyre cost: tyres replaced, retreads, repairs and tyre management fees, with cost-per-kilometre tyre figure for trending
- Maintenance cost: split between preventive (scheduled servicing, condition-monitoring, planned interventions) and corrective (breakdowns, defect repairs, unscheduled work), with the preventive-to-corrective ratio for the period
- Insurance allocation: comprehensive, third-party, CTP and any goods-in-transit allocation against the vehicle, pro-rated for the reporting period
- Depreciation: depreciation expense for the period aligned to the ATO effective life and prime cost or diminishing value method elected for tax
- Registration and licensing: registration, fuel tax credit reversals where applicable, road user charges (heavy vehicle), permits and licensing fees pro-rated for the period
- Financing cost: interest expense for the period where the vehicle is financed, or the imputed cost of capital where wholly owned
- Total cost and cost per kilometre: sum of all cost components for the period divided by kilometres travelled to produce the dollar-per-kilometre figure
- Fleet average comparison: cost-per-kilometre comparison to the fleet average for the same vehicle class, with variance percent and dollar variance
- Trend and context: cost-per-kilometre trend versus the prior month, quarter and year, with vehicle age and utilisation rate for context
How to use this fleet cost per kilometre report template
- 1. Extract kilometres travelled for the period: capture opening and closing odometer readings from pre-start sheets or telematics, calculate kilometres travelled in the period and the rolling annualised figure, flag any odometer rollover, replacement or suspected misreading event before the cost calculation proceeds
- 2. Pull fuel cost from the reconciliation log: extract the reconciled fuel cost for the period from the fuel reconciliation log, deduct private use where applicable, calculate dollar-per-litre and the fuel component of dollar-per-kilometre and post the cost against the vehicle in the report
- 3. Pull tyre cost from purchasing and workshop records: extract tyre purchases, retreads, repairs and tyre management fees from the purchasing ledger and workshop invoices, allocate to the reporting period and calculate the tyre component of dollar-per-kilometre
- 4. Pull maintenance cost split between preventive and corrective: extract preventive maintenance costs (scheduled servicing, condition-monitoring, planned interventions) and corrective maintenance costs (breakdowns, defect repairs, unscheduled work) from the work order ledger, calculate the preventive-to-corrective ratio for the period and post both components against the vehicle
- 5. Allocate insurance, depreciation, registration and financing: pro-rate insurance premiums, depreciation expense aligned to the ATO effective life and method, registration and licensing fees and financing interest for the reporting period and post against the vehicle
- 6. Calculate total cost and cost per kilometre: sum all cost components for the period, divide by kilometres travelled to produce cost-per-kilometre and stamp the figure against the vehicle ID for the reporting period
- 7. Benchmark against fleet average and previous period: compare cost-per-kilometre to the fleet average for the same vehicle class, calculate variance percent and dollar variance, compare to the previous month, quarter and year and call out the direction and percent change
- 8. Add age and utilisation context: record vehicle age in years, total kilometres travelled life-to-date and utilisation rate against expected, so the cost-per-kilometre figure is read in context
- 9. Issue the report and post decisions: distribute the report to fleet manager, finance, asset manager and executive on the standing distribution list, file against the vehicle ID for the asset lifecycle decision file and feed the rolling cost-per-kilometre trend into the vehicle replacement decision matrix
In MapTrack, you can track your fleet with GPS and digital pre-starts. Each submission is stored as a timestamped PDF against the asset record.
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The cost-per-kilometre report runs on three concurrent cadences. A monthly report per vehicle and per fleet is the operating cadence used by the fleet manager and the finance team for cost-centre posting and management reporting. A quarterly consolidated report feeds the asset manager review of asset lifecycle decisions including repair-versus-replace, hold-versus-dispose and the timing of fleet refresh. An annual report aligned to the financial year end feeds the executive board pack and the budget cycle for the following financial year. Any major capital event triggers an out-of-cycle report: vehicle acquisition, vehicle disposal, accident write-off, insurance claim above a dollar threshold, major mechanical failure, fuel price step-change or change to the depreciation method elected for tax purposes. Any vehicle that crosses 70 percent of the fleet refresh threshold (typically age in years or kilometres travelled life-to-date) automatically enters the monthly executive watch list with the cost-per-kilometre report attached so the replacement decision can be timed against the cost-trend curve rather than a calendar date alone.
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Frequently asked questions
Applicable regulatory standards
This template is a starting point. Check the current requirements that apply to your equipment, work and location. The template alone does not establish compliance.
| Standard | Edition | Clauses this template relies on | Source |
|---|---|---|---|
| Income Tax Assessment Act 1997Tax decline in value: prime cost or diminishing value, and the effective life choice, if the report uses tax depreciation. | Compilation C2026C00471, effective 2026-10-01, registered 2026-10-20; current as at 2026-10-26 (Federal Register of Legislation) |
| Commonwealth of Australia (Federal Register of Legislation) |
| AASB 116 Property, Plant and EquipmentAccounting depreciation: components, systematic allocation over useful life, and yearly useful life review. | AASB 116 (August 2015), latest compilation dated 2022-12-31 |
| Australian Accounting Standards Board |
| Guide to depreciating assets 2026The ATO's annual guide to effective life and the two decline in value methods. | Guide to depreciating assets 2026, published 30 May 2026 | Whole instrument | Australian Taxation Office |
| Asset management - Asset management system - RequirementsAsset data and life cycle planning that the cost trend feeds; a management system standard, not law. | ISO 55001:2024 (Edition 2) |
| International Organization for Standardization (ISO)Sold by the publisher |
| Asset management - Asset management system - RequirementsThe Australian adoption is AS ISO 55001:2024; there is no AS/NZS ISO 55001. | AS ISO 55001:2024 | Whole instrument | Standards AustraliaSold by the publisher |
| Risk management - GuidelinesRisk management guidelines that replaced AS/NZS 4360; the page's AS 4360 reference points here. | AS ISO 31000:2018 | Whole instrument | Standards AustraliaSold by the publisher |
Income Tax Assessment Act 1997
Edition: Compilation C2026C00471, effective 2026-10-01, registered 2026-10-20; current as at 2026-10-26 (Federal Register of Legislation)
Tax decline in value: prime cost or diminishing value, and the effective life choice, if the report uses tax depreciation.
- Div 40: Capital allowances: deductions for the decline in value of depreciating assets.
- s 40-75: Prime cost method of working out decline in value.
- s 40-95: Choice between the Commissioner's effective life and self-assessed effective life.
AASB 116 Property, Plant and Equipment
Edition: AASB 116 (August 2015), latest compilation dated 2022-12-31
Accounting depreciation: components, systematic allocation over useful life, and yearly useful life review.
- para 43: Each significant part of an item of property, plant and equipment must be depreciated separately.
- para 50: The depreciable amount of an asset must be allocated on a systematic basis over its useful life.
- para 51: Residual value and useful life must be reviewed at least at each financial year-end.
Guide to depreciating assets 2026
Edition: Guide to depreciating assets 2026, published 30 May 2026
The ATO's annual guide to effective life and the two decline in value methods.
Asset management - Asset management system - Requirements
Edition: ISO 55001:2024 (Edition 2)
Asset data and life cycle planning that the cost trend feeds; a management system standard, not law.
- 7.6: Data and information about assets needed to support asset management decisions.
- 8.1: Operational planning and control, including life cycle management of assets.
International Organization for Standardization (ISO)Sold by the publisher
Asset management - Asset management system - Requirements
Edition: AS ISO 55001:2024
The Australian adoption is AS ISO 55001:2024; there is no AS/NZS ISO 55001.
Standards AustraliaSold by the publisher
Risk management - Guidelines
Edition: AS ISO 31000:2018
Risk management guidelines that replaced AS/NZS 4360; the page's AS 4360 reference points here.
Standards AustraliaSold by the publisher
Each source was read at its publisher and the page checked on 26 October 2026. The publisher's current text is the authority.
Check the current source
Fleet Cost Per Kilometre Report Template preview
The numbers behind this fleet cost per kilometre report template
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<div style="max-width:480px;font-family:system-ui,-apple-system,'Segoe UI',Roboto,sans-serif;border:1px solid #E5E7EB;border-radius:12px;padding:20px;background:#ffffff;">
<p style="font-size:12px;font-weight:700;letter-spacing:0.05em;text-transform:uppercase;color:#071D49;margin:0;">Free template</p>
<p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">Fleet Cost Per Kilometre Report Template</p>
<ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
<li style="margin:4px 0;">Vehicle identification: fleet number, registration, VIN, make/model, GVM class, year of manufacture and acquisition date</li>
<li style="margin:4px 0;">Reporting period: start date, end date and frequency (monthly, quarterly, annual)</li>
<li style="margin:4px 0;">Kilometres travelled: opening and closing odometer, kilometres travelled in the period and rolling annualised figure for comparison</li>
<li style="margin:4px 0;">Fuel cost: total dollars spent on fuel per the reconciliation log, with private use deducted where applicable, and the dollar-per-litre and dollar-per-kilometre fuel ratios</li>
<li style="margin:4px 0;">Tyre cost: tyres replaced, retreads, repairs and tyre management fees, with cost-per-kilometre tyre figure for trending</li>
<li style="margin:4px 0;">Maintenance cost: split between preventive (scheduled servicing, condition-monitoring, planned interventions) and corrective (breakdowns, defect repairs, unscheduled work), with the preventive-to-corrective ratio for the period</li>
</ul>
<p style="font-size:13px;color:#6B7280;margin:14px 0 0;padding-top:12px;border-top:1px solid #E5E7EB;">Free <a href="https://www.maptrack.com/templates/fleet-cost-per-kilometre-report-template" style="color:#071D49;font-weight:600;text-decoration:none;">Fleet Cost Per Kilometre Report Template</a> by MapTrack</p>
</div>Free to reuse, including commercially. This template is published under a Creative Commons Attribution 4.0 licence. Copy it, adapt it, put it on your own site or in your own docs. All we ask is that you credit MapTrack with a link back to this page. The snippet above already includes that credit, so if you use it as-is you’re covered.
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Writing about this topic? You’re welcome to quote this checklist. Here’s the wording to use so your readers can find the original.
The MapTrack fleet cost per kilometre report template contains 36 checks across 6 sections.
- Short attribution
- MapTrack Fleet Cost Per Kilometre Report Template, https://www.maptrack.com/templates/fleet-cost-per-kilometre-report-template
- Reference list
- MapTrack. (2026). Fleet Cost Per Kilometre Report Template [Checklist template]. Retrieved from https://www.maptrack.com/templates/fleet-cost-per-kilometre-report-template
Free to reuse with credit under a Creative Commons Attribution 4.0 licence. If you’d rather link straight to it, the page is https://www.maptrack.com/templates/fleet-cost-per-kilometre-report-template.
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