Free fuel consumption log
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Free fuel consumption log (PDF). Track litres, cost and odometer per fill, then calculate L/100km and cost-per-km efficiency trends. Download free.
Commercial Director
Key takeaways
- 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.
Updated 4 June 2026
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- PDF format, ready to print or fill on screen
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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, the Fuel Tax Act 2006 requires businesses to keep records that substantiate fuel tax credit claims, and accurate fuel consumption data also supports scope 1 emissions reporting under the National Greenhouse and Energy Reporting Act 2007.
Learn more about gps and fleet tracking in MapTrack.
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.
- 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.
Book a demo to see how MapTrack handles logs.
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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 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.
Get the free templateEnter your email above to download the full fuel consumption log as a PDF.Back to download formHow often should you complete this log?
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.
Frequently asked questions
Applicable regulatory standards
This template aligns with the following regulations and standards:
- Fuel Tax Act 2006 - Fuel tax credits (records substantiating fuel tax credit claims)
- National Greenhouse and Energy Reporting Act 2007 - NGER (fuel data for scope 1 emissions from mobile combustion)
- WHS Act 2011, Section 19 - Primary duty of care (safe handling and storage of fuel on worksites)
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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:#0E7490;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>Please keep the “by MapTrack” attribution link in the snippet.
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