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Free fleet fuel log

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

Updated 3 May 2026

Fleet Fuel Log

Vehicle fuel consumption and cost tracking

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0 of 5 checks

Monthly Summary & Reconciliation

1Total litres consumed matches fuel card statement
2Average consumption (L/100km) within expected range
3All receipts attached and accounted for
4No unexplained odometer discrepancies identified
5Fuel expenditure within monthly budget allocation

Driver Sign-off

Signature

Print name

Date

Fleet Manager Sign-off

Signature

Print name

Date

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These templates are free general guides provided as-is. They do not constitute legal, safety or compliance advice. You are responsible for ensuring any form meets your specific workplace obligations, industry standards and applicable regulations.

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Jarrod Milford

Jarrod Milford

Co-Founder & Commercial Director

Updated 3 May 2026
Also see:GPS and fleet tracking →Best fleet management software (AU) →MapTrack vs Fleetio →

Short answer

A fleet fuel log records every fill: date, vehicle, driver, station, fuel type, litres, cost, odometer reading and the resulting litres per 100 km. Drivers log each fill, with monthly summaries and quarterly trend reviews a common practice. The log supports fuel tax credit claims under Division 41 of the Fuel Tax Act 2006 and the odometer records the FBT operating cost method relies on.

Checked against Fuel Tax Act 2006 (Compilation C2026C00140, effective 2026-04-02, registered 2026-04-14; 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 fuel log contains 5 checks.
  • Work out litres per 100 km between full tanks: litres added since the last full fill, divided by kilometres travelled, multiplied by 100.
  • Investigate a vehicle whose consumption moves more than about 15 percent from its own average, a practice threshold rather than a rule.
  • Match fuel card transactions to log entries and investigate any mismatch with the driver and supporting receipts.
  • The ATO's fuel tax credit records guidance lists log books, odometer readings and supplier statements among supporting records.

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Used by construction, mining and field service teams

Saunders InternationalMineral ResourcesSupagasHacer GroupMetro TunnelUltrabuilt

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.
  • 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.”
Supagas

Matthew Anderson

Maintenance Planning Supervisor, Supagas

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

  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. 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.

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Frequently asked questions

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.

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.

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.

Yes. This fleet fuel log template is completely free to download and use. It downloads as a ready-to-print PDF. No MapTrack account is required. If you later want automated fuel tracking integrated with GPS and maintenance schedules, MapTrack can help.

Fuel logs that support a Fuel Tax Credits (FTC) claim must be retained for at least five years after the fuel transactions are completed (longer if the period of review runs longer), under section 382-5 of Schedule 1 to the Taxation Administration Act 1953. Records used to substantiate the business-use percentage for FBT operating cost calculations follow the same five-year period under the Fringe Benefits Tax Assessment Act 1986. Fuel card statements, receipts, odometer evidence and the underlying fuel log entries should all be filed together so the FTC apportionment between on-road and off-road use remains defensible during an ATO review.

Log every fuel purchase at the time of the fill, not from receipts at the end of the week. Compile the monthly summaries at the end of each calendar month, when the fuel card statement is available to reconcile against. Review consumption trends quarterly to pick out vehicles whose litres per 100 kilometres are drifting, because a rising trend usually means a vehicle needs servicing, a driver needs coaching, or the vehicle is approaching the point where replacement costs less than running it.

Record each purchase at the time of filling, noting the date, vehicle, driver, fuel station, litres, cost and odometer reading. Calculate the kilometres since the last fill and the consumption rate for each entry. At the end of the month, reconcile the fuel card statement against the logged purchases and investigate any purchase that appears on one but not the other. Complete the monthly vehicle and fleet summaries, review the anomalies, sign off and file the completed log with the statement.

A header for the month or reporting period, the fleet name or depot and who prepared the log. Vehicle details: registration, fleet number, make, model and fuel type. Fuel purchase rows, with space for twenty or more entries, each with the date, driver name, fuel station, litres, cost and odometer. Then the calculated fields: kilometres since the last fill and litres per 100 kilometres. Monthly summary rows at the bottom total the litres, cost and distance per vehicle and for the fleet.

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.

  • Fuel Tax Act 2006

    Edition: Compilation C2026C00140, effective 2026-04-02, registered 2026-04-14; current as at 2026-10-26 (Federal Register of Legislation)

    Fuel tax credits for fuel used in carrying on an enterprise, which the log helps substantiate.

    • Div 41: Fuel tax credits for business taxpayers and non-profit bodies.
    • s 41-5: Entitlement to a fuel tax credit for fuel used in carrying on an enterprise.

    Commonwealth of Australia (Federal Register of Legislation)

  • Fuel tax credit business records - overview

    Edition: Web guidance, last updated 28 November 2019

    Lists records that support fuel tax credit claims, including log books, odometer readings and supplier statements.

    Australian Taxation Office

  • Fringe Benefits Tax Assessment Act 1986

    Edition: Compilation C2026C00332, effective 2026-07-01, registered 2026-07-24; current as at 2026-10-26 (Federal Register of Legislation)

    The operating cost method reduces for business use only if log book and odometer records are kept.

    • s 10A: Operating cost reduces for business use in a log book year only if log book and odometer records are kept.

    Commonwealth of Australia (Federal Register of Legislation)

  • Logbook method (deductions for motor vehicle expenses)

    Edition: Web guidance, last updated 19 June 2024

    Car expense logbook rules for sole traders and some partnerships; companies providing cars use the FBT rules.

    Australian Taxation Office

Each source was read at its publisher and the page checked on 26 October 2026. The publisher's current text is the authority.

Fleet fuel log preview

Fleet fuel log template preview showing fields and layout

The numbers behind this fleet fuel log

The pages below gather the figures behind this kind of check. Each figure on them carries its source and date, so you can quote it in a toolbox talk, a budget case or a board paper without chasing the original report.

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Run an industry blog, trade association site, or training resource? Drop a preview of this free fleet fuel log straight into your page. The snippet is self-contained, needs no scripts, and links readers back to the full free template.

<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 fuel log</p>
  <ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
    <li style="margin:4px 0;">Header: month or reporting period, fleet name or depot, prepared by.</li>
    <li style="margin:4px 0;">Vehicle details: vehicle registration, fleet number, make/model, fuel type (diesel, ULP, premium).</li>
    <li style="margin:4px 0;">Fuel purchase rows (20+ rows): date, driver name, fuel station or location, odometer reading, litres, price per litre, total cost.</li>
    <li style="margin:4px 0;">Calculated fields: km since last fill, litres per 100 km.</li>
    <li style="margin:4px 0;">Monthly summary per vehicle: total litres, total cost, average consumption (L/100 km), total km driven.</li>
    <li style="margin:4px 0;">Fleet summary: total fleet litres, total fleet fuel cost, average fleet consumption, highest and lowest consumption vehicles.</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-fuel-log" style="color:#071D49;font-weight:600;text-decoration:none;">Fleet fuel log</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.

Cite this template

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 fuel log contains 5 checks.

Short attribution
MapTrack Fleet fuel log, https://www.maptrack.com/templates/fleet-fuel-log
Reference list
MapTrack. (2026). Fleet fuel log [Checklist template]. Retrieved from https://www.maptrack.com/templates/fleet-fuel-log

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-fuel-log.

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