Free template
Vehicle fuel log template
A fuel log records every fill-up for one vehicle: the date, odometer reading, where you bought it, the fuel type, the quantity and the total. Fill it in on this page, add your company name and logo, then print it or save it as a PDF.
Vehicle fuel log
Vehicle and period
Fuel purchases
| Date | Odometer | Location (station, city) | Prov./State | Fuel type | Quantity | Price per unit | Total | Receipt no. |
|---|---|---|---|---|---|---|---|---|
Why keep a fuel log
A fuel log lets you check fuel spending against the distance a vehicle actually drove. With an odometer reading at each fill-up, you can work out consumption per vehicle, spot a unit that suddenly uses more fuel, and match every fuel card charge to a receipt. For carriers that file IFTA, the jurisdiction column and the receipts are the fuel half of the record behind each quarterly return.
How GPS tracking fills in the distance side
A fuel log only tells half the story without accurate distance. High Point GPS tracking records every trip, the distance driven in each province and state, and idle time, so fuel and idling reports show which vehicles burn fuel without moving. Fuel purchases still come from receipts or your fuel card; the distance no longer depends on a driver writing down the odometer.
Get a quote for fleet trackingFour tips for a useful fuel log
Write the odometer reading at every fill-up. Without it, you cannot calculate consumption or tie the purchase to distance driven.
Note the province or state where you bought the fuel. IFTA carriers need it for credits, and it helps everyone check fuel card charges.
Keep the receipt and write its number on the line, so each entry can be matched to the original later.
Use one log per vehicle and per period, such as a month or a quarter. Mixed logs are hard to check.
Questions about fuel logs
- What should a vehicle fuel log include?
- Each line should show the date, the odometer reading, the place and jurisdiction of purchase, the fuel type, the quantity, the price per unit, the total and a receipt number. The header identifies the unit number, plate, driver and period, so every sheet clearly belongs to one vehicle and one stretch of time.
- Is anything I type sent to High Point GPS?
- No. The form works entirely in your browser. Nothing you type is sent to us, and your entries stay in this browser on this device until you clear them. When you are done, print the log or save it as a PDF, then file it with your receipts for that vehicle and period.
- Can I use this fuel log for IFTA?
- It covers the fuel side: date, jurisdiction, fuel type, quantity and receipt for each purchase. IFTA also needs distance by jurisdiction for every trip, which this sheet does not record. Pair it with our IFTA mileage log, or use GPS tracking that records distance by province and state automatically, and keep the original receipts.
- How do I calculate fuel consumption from the log?
- Take the distance between two full fill-ups by subtracting the earlier odometer reading from the later one. Then divide the fuel added at the second fill-up by that distance, and multiply by 100 for litres per 100 kilometres. Compare the result month to month for each vehicle to spot changes worth checking.
- Should drivers fill it in or the office?
- Drivers usually fill in each line at the pump, because they have the receipt and can read the odometer. The office then checks the log against fuel card statements at the end of the period. Filling it in the same day is what makes the log reliable, since reconstructed entries are hard to verify.