Free fuel consumption log
Free fuel consumption log (PDF). Track litres, cost and odometer per fill, then calculate L/100km and cost-per-km efficiency trends. Download free.
Updated 4 June 2026
Fuel Consumption Log
Record each fill on its own row. Enter the odometer, litres and cost, then calculate distance, L/100km and cost per km for the interval.
| # | Date | Rego / asset ID | Odometer | Distance | Litres | Cost ($) | L/100km | Cost/km & notes |
|---|---|---|---|---|---|---|---|---|
| e.g. | 12/03/2024 | EXC-102 | 3,120 | - | - | 145,000 | 3,120 | 145,000 |
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The PDF includes all 28 numbered rows, ready to print or fill on screen.
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Short answer
A fuel consumption log records each fill: date, vehicle, odometer, litres and cost, then calculates litres per 100 km and cost per km to show each vehicle's efficiency trend. Fleet managers enter every refuel and review consumption at least monthly. Division 41 of the Fuel Tax Act 2006 sets fuel tax credit entitlements for businesses, and ATO guidance explains the records that support a claim.
Checked against Fuel Tax Act 2006 (Compilation C2026C00140, effective 2026-04-02, registered 2026-04-14; current as at 2026-10-26 (Federal Register of Legislation)) on by the MapTrack templates team. How we check templates
Key takeaways
- The MapTrack fuel consumption log has 8 columns and room for 28 entries. Columns: Date, Rego / asset ID, Odometer, Distance, Litres, Cost ($), L/100km, Cost/km & notes.
- A fuel consumption log tracks litres, cost and odometer per fill, then calculates L/100km and cost per km to show efficiency over time.
- It focuses on efficiency trends, not just refuelling records, so a rising L/100km flags a problem early.
- Distance between fills divided by litres gives consumption; comparing it to a baseline isolates the vehicles worth investigating.
- Fuel records substantiate ATO fuel tax credit claims under the Fuel Tax Act 2006 and feed scope 1 emissions reporting.
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Used by construction, mining and field service teams
What is a fuel consumption log?
A fuel consumption log template is a tracking register used to measure how efficiently each vehicle or item of plant uses fuel, not just how much fuel it draws. For each fill it captures the date, the vehicle, the odometer reading, the litres added and the cost, then uses the distance travelled since the previous fill to calculate litres per 100 kilometres and cost per kilometre. Plotted across a period, those figures show whether a vehicle's consumption is steady, improving or drifting upward, which is the signal a fleet manager acts on. It goes a step beyond a basic fuel log, which simply records each refuelling event, by turning the same raw entries into an efficiency and cost trend per vehicle.
Fleet managers, plant coordinators and site supervisors in transport, construction, mining and civil use a consumption log to compare like vehicles, isolate the units driving fuel spend and catch mechanical problems early, since a sudden rise in L/100km often precedes a fault. It also underpins accurate job costing when fuel is allocated to projects. In MapTrack, fuel and odometer entries feed cost tracking and reporting, so consumption and cost per kilometre are calculated per asset without rebuilding a spreadsheet each month. In Australia, businesses entitled to fuel tax credits must keep records of the fuel they acquire for 5 years under Schedule 1, section 382-5 of the Taxation Administration Act 1953, and accurate fuel consumption data also supports scope 1 emissions reporting under the National Greenhouse and Energy Reporting Act 2007.
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Benefits of using this fuel consumption log
- Efficiency visibility: L/100km per vehicle turns raw fills into a trend you can compare across like units.
- Early fault detection: a sustained rise in consumption for one vehicle often signals a mechanical problem before it fails.
- Cost per kilometre: dividing fuel cost by distance exposes the true running cost of each vehicle, not just total spend.
- Baseline comparison: measuring each fill against an expected figure isolates the vehicles actually worth investigating.
- Fuel tax credit support: per-asset litres and odometer records help substantiate ATO fuel tax credit claims.
- Accurate job costing: allocating fuel by vehicle and project gives a defensible cost per job rather than a fleet average.
- Theft and leak signals: an unexplained jump in litres or consumption can point to fuel theft, a leak or unrecorded use.
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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“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 fuel consumption log
This fuel consumption log covers 11 key areas:
- Log details: fleet or business name, prepared by, reporting period and the vehicle or group covered.
- Date: the date of each refuelling event.
- Vehicle rego or asset ID: links each fill to a specific vehicle or item of plant.
- Odometer reading: the reading at the fill, used to calculate distance since the last fill.
- Distance since last fill: current odometer less the previous reading.
- Litres added: the quantity of fuel put in at this fill.
- Cost: the dollar amount paid for this fill.
- Fuel type: diesel, ULP, premium or AdBlue.
- L/100km: litres divided by distance, multiplied by 100, for this interval.
- Cost per km: fuel cost divided by distance travelled since the last fill.
- Notes: anomalies, part fills, idling-heavy work or a suspected issue to investigate.
How to use this fuel consumption log
- Set up the log with the vehicle or group and a baseline expected consumption.: Enter the fleet name, reporting period and the vehicle or group the log covers, then record an expected L/100km baseline for each vehicle from its history or the manufacturer figure. The baseline is what later fills are measured against, so set a realistic one for the type of work the vehicle does.
- At every fill, record the date, odometer, litres and cost.: Capture the four raw inputs for each refuelling event: the date, the odometer reading at the fill, the litres added and the dollar cost. Always read the odometer at the fill rather than estimating, because every downstream calculation depends on accurate distance between consecutive fills.
- Calculate distance, then litres per 100 km for each interval.: Subtract the previous odometer reading from the current one to get the distance since the last fill, then divide litres by that distance and multiply by 100 to get L/100km for the interval. Record it on the same row so each fill carries its own efficiency figure rather than only a period total.
- Calculate cost per kilometre and compare it to the baseline.: Divide the cost of the fill by the distance travelled since the previous fill to get cost per kilometre, then compare both L/100km and cost per km against the vehicle's baseline. Flag any interval that is materially worse so it stands out for review rather than being lost in an average.
- Investigate flagged vehicles and record the cause.: For any vehicle running consistently above its baseline, check for the usual causes: tyre pressure, load, driving style, excessive idling, a part fill or a developing mechanical fault. Record what you find in the notes so a genuine trend is separated from a one-off reading or a data-entry error.
- Total the period and review consumption across the fleet.: At period end, total litres, cost and distance per vehicle, calculate the period L/100km and cost per km, and compare vehicles doing similar work. Use the results to plan maintenance, reallocate fuel cost to projects and decide which vehicles need attention before the next period.
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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Record an entry at every refuelling event so each fill carries its own distance, litres and cost. Review consumption per vehicle at least monthly, comparing L/100km and cost per km against each vehicle's baseline and against like units, and act on any sustained rise rather than a single reading. Reconcile the log with fuel-card statements at period end for fuel tax credit and emissions reporting. In MapTrack, fuel and odometer entries feed cost tracking and reporting, so consumption and cost per kilometre are calculated per asset without rebuilding a spreadsheet.
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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 |
|---|---|---|---|
| Fuel Tax Act 2006Entitlement to fuel tax credits and the time limit on claims. ATO guidance sets out the supporting records. | Compilation C2026C00140, effective 2026-04-02, registered 2026-04-14; current as at 2026-10-26 (Federal Register of Legislation) |
| Commonwealth of Australia (Federal Register of Legislation) |
| National Greenhouse and Energy Reporting Act 2007Fuel use feeds emissions reporting only for corporations above the s 13 thresholds. | Compilation C2025C00621, effective 2025-11-03, registered 2025-11-04; current as at 2026-10-26 (Federal Register of Legislation) |
| Commonwealth of Australia (Federal Register of Legislation) |
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)
Entitlement to fuel tax credits and the time limit on claims. ATO guidance sets out the supporting records.
- 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.
- s 47-5: Time limit on entitlements to fuel tax credits.
National Greenhouse and Energy Reporting Act 2007
Edition: Compilation C2025C00621, effective 2025-11-03, registered 2025-11-04; current as at 2026-10-26 (Federal Register of Legislation)
Fuel use feeds emissions reporting only for corporations above the s 13 thresholds.
- s 13: Sets corporate group and facility emissions and energy thresholds, such as 50 kilotonnes CO2-e for a group, that trigger registration.
- s 19: Requires a registered corporation to report emissions, energy production and energy consumption to the Regulator.
Each source was read at its publisher and the page checked on 26 October 2026. The publisher's current text is the authority.
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Fuel consumption log preview
The numbers behind this fuel consumption 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 fuel consumption 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;">Fuel consumption 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;">Log details: fleet or business name, prepared by, reporting period and the vehicle or group covered.</li>
<li style="margin:4px 0;">Date: the date of each refuelling event.</li>
<li style="margin:4px 0;">Vehicle rego or asset ID: links each fill to a specific vehicle or item of plant.</li>
<li style="margin:4px 0;">Odometer reading: the reading at the fill, used to calculate distance since the last fill.</li>
<li style="margin:4px 0;">Distance since last fill: current odometer less the previous reading.</li>
<li style="margin:4px 0;">Litres added: the quantity of fuel put in at this fill.</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/fuel-consumption-log-template" style="color:#071D49;font-weight:600;text-decoration:none;">Fuel consumption 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 fuel consumption log has 8 columns and room for 28 entries.
- Short attribution
- MapTrack Fuel consumption log, https://www.maptrack.com/templates/fuel-consumption-log-template
- Reference list
- MapTrack. (2026). Fuel consumption log [Checklist template]. Retrieved from https://www.maptrack.com/templates/fuel-consumption-log-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/fuel-consumption-log-template.
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