What should a fuel usage log sheet include?

A fuel usage log sheet should capture: date of refuelling, vehicle registration or asset ID, operator name, start and end odometer reading (for vehicles) or start and end hours (for plant), total distance travelled or hours operated, litres fuelled, cost per fill, fuel type (diesel, ULP, premium), refuelling location or supplier, and the operator's signature. A monthly summary row helps with reconciliation and budget reporting.

Why should businesses keep a fuel log?

Fuel logs are used to control costs, detect theft or excessive consumption, allocate fuel costs to specific projects or cost centres, and comply with ATO requirements for claiming fuel tax credits (FTC) under the Fuel Tax Act 2006. For businesses claiming FTC, keeping accurate records of litres used per asset and activity is a legal requirement. Fuel logs also support fleet maintenance planning by correlating fuel consumption with vehicle condition.

Are fuel records required by the ATO in Australia?

Yes. To claim fuel tax credits, the ATO requires businesses to keep records showing the quantity of fuel acquired and used in eligible activities. This includes purchase receipts and evidence of fuel use. A fuel usage log sheet that records litres fuelled per vehicle or plant item, along with the activity (e.g. construction site, off-road), supports FTC claims. Speak with your accountant or refer to ATO guidance for your specific obligations.

How long should fuel records be kept?

The ATO generally requires fuel tax credit records to be kept for five years. For general business record-keeping purposes, Australian tax law requires most records to be kept for five years from when they are prepared, obtained or the transaction completed, whichever is latest. Company policy may specify longer retention periods for fleet or site records.

Is this fuel usage log sheet free to use?

Yes. Download and use the fuel usage log sheet for free. Open the file in your browser and use Print → Save as PDF. No MapTrack account is required. If you want to track fuel consumption digitally against each asset, with automated alerts for excessive usage and integration with maintenance records, MapTrack can do that. Book a demo to see how.

Skip to download form

Free fuel usage log sheet

Enter your email below to download the PDF-ready log sheet. No account required.

A fuel usage log sheet is a register used to record fuel consumption across fleet vehicles and plant equipment. It tracks refuelling events by date, vehicle, operator, odometer or hours, litres and cost - supporting cost control, ATO fuel tax credit claims and fleet maintenance planning. This page explains what to include and provides a free PDF-ready template.

Last updated: 2026-02-21 · MapTrack

Jarrod Milford

Commercial Director

Updated 21 February 2026

How to use: Fill in fleet details → log each refuelling event → complete the monthly summary → obtain manager sign-off → save as PDF.

✓PDF-ready. Open and print to PDF
✓Covers odometer/hours, litres, cost, fuel type and location
✓Monthly summary row for budget reconciliation

See the template in action →

Download free PDF template

Trusted by Australian construction, mining and facilities teams

We use your email to send your download and occasional MapTrack updates. Unsubscribe anytime. Privacy policy

Preview the template

See the first part of the log sheet below. Enter your email above to download the full fuel usage log (PDF-ready).

Download to get the full template →

What is a fuel usage log sheet?

A fuel usage log sheet is a record used by fleet managers, site supervisors and plant operators to document every refuelling event for vehicles and equipment. Each row captures who refuelled which asset, when, how many litres were added, the cost, and the odometer or hour meter readings before and after. Totalled across a period, the log provides a clear picture of fuel consumption per asset, per operator or per project.

In Australia, fuel usage logs play an important role in claiming fuel tax credits (FTC) from the ATO. The Fuel Tax Act 2006 requires businesses to maintain records that substantiate their FTC claims. A well-maintained fuel log, combined with purchase receipts, provides that substantiation. Beyond tax, fuel logs support cost allocation, theft detection and maintenance scheduling.

Benefits of using a fuel usage log sheet

Cost control: track fuel spend per vehicle, asset or project. Identify high consumers and investigate anomalies.
Fuel tax credit (FTC) compliance: ATO requires records substantiating FTC claims. A fuel log is the primary supporting document.
Theft and loss detection: unexpected high consumption or missing litres can indicate fuel theft or leaks.
Maintenance triggers: a sudden increase in fuel consumption for a specific asset can indicate mechanical problems requiring attention.
Project cost allocation: attribute fuel costs to specific jobs, cost centres or projects for accurate job costing.
Operator accountability: operator signatures create a clear chain of responsibility for fuel usage.

Benefits of digitising forms in MapTrack

When you move from paper or static PDFs to digital forms in 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).

Book a demo to see digital fuel tracking and forms in MapTrack.

What to include in a fuel usage log sheet

Our free fuel usage log sheet covers:

Fleet / site details: fleet or company name, site, reporting period and supervisor.
Date: date of refuelling event.
Vehicle rego / asset ID: links each refuelling to a specific vehicle or piece of plant.
Operator name: who refuelled the vehicle.
Start odometer / hours: reading at the start of the shift or trip.
End odometer / hours: reading at refuelling or end of shift.
Distance / hours used: calculated from start and end readings.
Litres fuelled: quantity added at the refuelling event.
Cost ($): dollar amount for the refuelling event.
Fuel type: diesel, ULP, premium, AdBlue.
Location / supplier: refuelling location or fuel supplier name.
Operator signature: confirms accuracy of the entry.
Monthly totals: total litres, total cost and total distance/hours for the period.
Manager sign-off: fleet manager or supervisor review and acknowledgement.

How to use a fuel usage log sheet

Fill in the fleet or site name, reporting period and supervisor details at the top of the register.
At the start of each shift or trip, note the odometer reading (for vehicles) or hour meter reading (for plant).
At the point of refuelling, record the date, vehicle/asset ID, operator name, current odometer/hours reading and the number of litres dispensed.
Calculate the distance (km) or hours used since the last reading and record in the Distance/Hours column.
Enter the cost of the fill and the fuel type (e.g. Diesel, ULP). Note the location or fuel supplier.
The operator signs the entry to confirm accuracy.
At the end of the month, total all litres, costs and distance/hours in the monthly summary row.
The fleet manager or supervisor reviews and signs the completed register.

In MapTrack, operators can log fuel fills on their mobile device by scanning a QR code on the asset. Totals and reports are generated automatically. Book a demo to see how.

Get the free template

Enter your email above to download the fuel usage log sheet.

Back to download form

How often should fuel logs be completed?

Fuel logs should be completed at every refuelling event. Not weekly or daily, but in real time each time fuel is added to a vehicle or piece of plant. Operators should fill in the log immediately after refuelling while readings are accurate and quantities are known. Waiting until the end of the day or week leads to errors and estimated figures that may not satisfy ATO or auditing requirements.

The completed register should be reviewed and reconciled by the fleet manager or supervisor at the end of each month. Monthly reconciliation allows early detection of consumption anomalies, lost dockets or data entry errors before they compound. Retain completed fuel logs for a minimum of five years in line with ATO record-keeping requirements.

Frequently asked questions

What should a fuel usage log sheet include?: A fuel usage log sheet should capture: date of refuelling, vehicle registration or asset ID, operator name, start and end odometer reading (for vehicles) or start and end hours (for plant), total distance travelled or hours operated, litres fuelled, cost per fill, fuel type (diesel, ULP, premium), refuelling location or supplier, and the operator's signature. A monthly summary row helps with reconciliation and budget reporting.
Why should businesses keep a fuel log?: Fuel logs are used to control costs, detect theft or excessive consumption, allocate fuel costs to specific projects or cost centres, and comply with ATO requirements for claiming fuel tax credits (FTC) under the Fuel Tax Act 2006. For businesses claiming FTC, keeping accurate records of litres used per asset and activity is a legal requirement. Fuel logs also support fleet maintenance planning by correlating fuel consumption with vehicle condition.
Are fuel records required by the ATO in Australia?: Yes. To claim fuel tax credits, the ATO requires businesses to keep records showing the quantity of fuel acquired and used in eligible activities. This includes purchase receipts and evidence of fuel use. A fuel usage log sheet that records litres fuelled per vehicle or plant item, along with the activity (e.g. construction site, off-road), supports FTC claims. Speak with your accountant or refer to ATO guidance for your specific obligations.
How long should fuel records be kept?: The ATO generally requires fuel tax credit records to be kept for five years. For general business record-keeping purposes, Australian tax law requires most records to be kept for five years from when they are prepared, obtained or the transaction completed, whichever is latest. Company policy may specify longer retention periods for fleet or site records.
Is this fuel usage log sheet free to use?: Yes. Download and use the fuel usage log sheet for free. Open the file in your browser and use Print → Save as PDF. No MapTrack account is required. If you want to track fuel consumption digitally against each asset, with automated alerts for excessive usage and integration with maintenance records, MapTrack can do that. Book a demo to see how.

Need digital fuel tracking linked to each asset?

Log fuel fills in MapTrack by scanning a QR code on the asset. Consumption reports, cost summaries and maintenance triggers are generated automatically. No spreadsheets required.

Book a demo Fleet management

Compliance · Maintenance · Templates · Resources