How do I calculate fuel consumption from this log?

For each fuel entry, subtract the previous fill odometer reading from the current reading to get kilometres driven since last fill. Divide the litres dispensed by the kilometres driven and multiply by 100 to get litres per 100 km. For example, if you filled 60 litres and drove 500 km, the consumption is (60 / 500) x 100 = 12.0 L/100 km. The template includes a calculated field for this.

What consumption rate should trigger an investigation?

As a general rule, investigate any vehicle whose consumption deviates more than 15 percent from its historical average or from the manufacturer specification. A sudden increase in consumption often indicates a mechanical issue such as a dirty air filter, incorrect tyre pressure, faulty injectors or a dragging brake. Gradual increases over time may indicate engine wear or the need for a major service.

Can this fuel log help detect fuel theft?

Yes. By reconciling fuel card transactions against logged fuel purchases and cross-referencing with odometer readings, you can identify discrepancies. If a fuel card transaction appears but no corresponding log entry exists, or if the kilometres driven do not align with the fuel consumed, this warrants investigation. Regular reconciliation is the most effective deterrent.

Is this fleet fuel log template free to download?

Yes. This fleet fuel log template is completely free to download and use. Open the HTML file in any browser and print to PDF. No MapTrack account is required. If you later want automated fuel tracking integrated with GPS and maintenance schedules, MapTrack can help.

Free fleet fuel log

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Download a free fleet fuel log template. Track fuel purchases, litres, cost and consumption per vehicle. PDF format, ready to print.

Jarrod Milford

Commercial Director

Updated 3 May 2026

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What is a fleet fuel log?

A fleet fuel log is a record used to track fuel purchases, consumption and costs across a fleet of vehicles. Each entry captures the date, vehicle, driver, fuel station, litres dispensed, fuel type, cost, odometer reading and calculated consumption rate (litres per 100 km). Fleet managers use fuel logs to monitor fuel budgets, detect anomalies such as unusually high consumption or potential fuel theft, and support FBT and tax reporting.

Fuel is typically the second-largest fleet operating cost after depreciation. Without structured fuel tracking, organisations have limited visibility into which vehicles are consuming more than expected and whether fuel cards are being used appropriately. A well-maintained fuel log enables comparison of actual consumption against manufacturer specifications, triggering maintenance investigations when consumption deviates significantly. Over time, fuel log data supports fleet replacement planning by identifying vehicles that have become uneconomical to operate. The log also provides the fuel cost data needed for accurate cost-per-kilometre calculations across the fleet.

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Benefits of using this fleet fuel log

Cost control: track fuel expenditure per vehicle and per trip to identify where fuel costs are running above budget.
Consumption monitoring: calculate litres per 100 km for each vehicle to detect mechanical issues or driving behaviour problems.
Theft prevention: reconcile fuel card transactions against logged fuel purchases and odometer readings to detect misuse.
Budget forecasting: historical fuel data helps predict future fuel costs based on fleet size, usage patterns and fuel price trends.
Maintenance trigger: abnormally high fuel consumption often indicates a mechanical issue that warrants investigation.
Tax and FBT support: documented fuel costs support operating cost claims and fleet tax reporting.

Benefits of digitising forms in MapTrack

When you move your logs from paper to MapTrack, you get:

Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
Automatically get alerts when faults are identified.
Link every form digitally as a PDF to the relevant asset, location or person.
Receive a digital PDF copy with every submission to your email.
Ability to share forms digitally.
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.
Restrict permissions (who can view, complete or approve).
Build forms with AI (describe what you need and MapTrack suggests the form).
Monitor odometer and service-interval triggers across your entire fleet.
Capture fuel receipts and trip logs alongside vehicle inspection data.
Compare vehicle downtime and repair costs to inform replacement decisions.

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What to include in a fleet fuel log

This fleet fuel log covers 8 key areas:

Header: month or reporting period, fleet name or depot, prepared by.
Vehicle details: vehicle registration, fleet number, make/model, fuel type (diesel, ULP, premium).
Fuel purchase rows (20+ rows): date, driver name, fuel station or location, odometer reading, litres, price per litre, total cost.
Calculated fields: km since last fill, litres per 100 km.
Monthly summary per vehicle: total litres, total cost, average consumption (L/100 km), total km driven.
Fleet summary: total fleet litres, total fleet fuel cost, average fleet consumption, highest and lowest consumption vehicles.
Anomaly notes: space to flag any unusual readings or discrepancies for investigation.
Signatures: fleet manager review and sign-off.

How to use this fleet fuel log

Record each fuel purchase at the time of filling, noting the date, vehicle, driver, station, odometer, litres and cost.: Drivers should complete the fuel log entry at the bowser. Record the exact odometer reading before and after filling. Retain the fuel receipt and attach it to the log or photograph it for digital records.
Calculate kilometres since last fill and consumption rate for each entry.: Subtract the previous fill odometer from the current reading to get kilometres driven. Divide litres by kilometres and multiply by 100 to get litres per 100 km. Flag any reading that deviates more than 15 percent from the vehicle average.
Reconcile fuel card statements against logged purchases at the end of each month.: Compare the fuel log entries against fuel card transaction reports. Investigate any transactions that appear on the card statement but not in the log, or vice versa. This reconciliation helps detect fuel card misuse.
Complete the monthly vehicle and fleet summaries.: Total litres and cost for each vehicle. Calculate the average consumption rate. Identify the highest and lowest consumption vehicles. Compare against the previous month and against manufacturer specifications to spot trends.
Review anomalies, sign off and file the completed log.: The fleet manager should review all flagged anomalies, investigate as needed and sign off the log. File completed logs for at least three years to support audits, insurance claims and fleet replacement planning.

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How often should you complete this log?

Fuel purchases should be logged at the time of every fill. Monthly summaries should be compiled at the end of each calendar month. Fleet managers should review fuel consumption trends quarterly to identify vehicles that may need servicing or replacement.

Frequently asked questions

How do I calculate fuel consumption from this log?: For each fuel entry, subtract the previous fill odometer reading from the current reading to get kilometres driven since last fill. Divide the litres dispensed by the kilometres driven and multiply by 100 to get litres per 100 km. For example, if you filled 60 litres and drove 500 km, the consumption is (60 / 500) x 100 = 12.0 L/100 km. The template includes a calculated field for this.
What consumption rate should trigger an investigation?: As a general rule, investigate any vehicle whose consumption deviates more than 15 percent from its historical average or from the manufacturer specification. A sudden increase in consumption often indicates a mechanical issue such as a dirty air filter, incorrect tyre pressure, faulty injectors or a dragging brake. Gradual increases over time may indicate engine wear or the need for a major service.
Can this fuel log help detect fuel theft?: Yes. By reconciling fuel card transactions against logged fuel purchases and cross-referencing with odometer readings, you can identify discrepancies. If a fuel card transaction appears but no corresponding log entry exists, or if the kilometres driven do not align with the fuel consumed, this warrants investigation. Regular reconciliation is the most effective deterrent.
Is this fleet fuel log template free to download?: Yes. This fleet fuel log template is completely free to download and use. Open the HTML file in any browser and print to PDF. No MapTrack account is required. If you later want automated fuel tracking integrated with GPS and maintenance schedules, MapTrack can help.

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