Free fuel / usage log sheet
Free fuel log template as PDF or Excel (XLSX). Record vehicle, odometer, litres and cost per fill, with totals that support ATO fuel tax credit claims.
Updated 10 Aug 2026
Fuel Usage Log Sheet
Fleet & plant fuel consumption register: complete at each refuelling event
| # | Date | Vehicle Rego / Asset | Operator | Start Km / Hrs | End Km / Hrs | Dist / Hrs | Litres | Cost ($) | Fuel Type | Location / Supplier | Operator Sig. |
|---|---|---|---|---|---|---|---|---|---|---|---|
| e.g. | 12/03/2024 | - | S. Carter | 3,120 | 3,120 | - | - | 145,000 | Plant | Depot A | S. Carter |
| 1 | |||||||||||
| 2 | |||||||||||
| 3 | |||||||||||
| 4 | |||||||||||
| 5 |
The PDF includes all 27 numbered rows, ready to print or fill on screen.
Fleet Manager / Supervisor Sign-off
Signature
Print name
Date
How to use: download the PDF, print or complete digitally on any device.
- PDF format, ready to print or fill on screen
- Use as-is or customise to suit your operation
- Go digital in MapTrack for photos, alerts and audit trails
Download formats
- Fuel usage log sheet PDF
PDF: Print-ready two-page fuel register: one row per refuelling event with odometer, litres, cost and monthly totals.
- Fuel usage log sheet XLSX
XLSX: Editable Excel workbook with the same fuel log columns plus automatic distance, litres and cost totals.
Two ways to use it
Use in MapTrack →Use it digitally instead
Unlimited usersThese same 11 columns, already built.
- Scan the asset’s QR tag with any phone
- Submitted forms can trigger alerts
- Photos on fails, audit-ready records
- Export responses, PDF reports with your logo
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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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Commercial Director
Key takeaways
- Records date, vehicle, odometer, litres, cost and driver, so consumption is tracked per vehicle as litres per 100 km rather than as one fleet fuel bill.
- Keep the odometer reading on every entry. Without it, litres cannot be converted into a consumption rate and the record proves only that fuel was bought.
- A sudden rise in litres per 100 km usually points to a mechanical fault, low tyre pressure or fuel drawn off, so watch the ratio rather than the total spend.
- Fuel tax credit claims must be substantiated by records, so the log is the evidence behind a claim rather than a reporting nicety.
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Used by construction, mining and field service teams
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, the fuel type 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. Tracking litres per 100 kilometres or litres per hour helps identify inefficient vehicles, overloaded plant or mechanical problems that increase consumption.
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 across projects, theft detection through consumption anomaly analysis, and maintenance scheduling by correlating rising fuel use with engine condition. For organisations reporting under the National Greenhouse and Energy Reporting Act 2007 (NGER), accurate fuel consumption records are also required to calculate and report scope 1 emissions from mobile combustion sources. Section 19 of the WHS Act 2011 places a primary duty of care on the PCBU to manage risks associated with hazardous substances, which includes the safe handling and storage of fuel on worksites.
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Benefits of using this 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 your log / registers 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 log / registers.
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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 / usage log sheet
This fuel / usage log sheet covers 14 key areas:
- 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 this fuel / usage log sheet
- Fill in the fleet or site name, reporting period and supervisor details at the top of the register.: Enter the company or fleet name, site location, the month and year for the reporting period, and the name of the responsible supervisor who will review the completed log at period end.
- At the start of each shift or trip, note the odometer reading (for vehicles) or hour meter reading (for plant).: Record the reading before the vehicle or plant item moves. For vehicles, use the dashboard odometer. For plant and equipment, use the hour meter on the instrument panel. This becomes the baseline for calculating distance or hours used.
- At the point of refuelling, record the date, vehicle/asset ID, operator name, current odometer/hours reading and the number of litres dispensed.: Fill in the entry immediately at the fuel point while the pump display is visible. Record the exact litres to one decimal place. Match the vehicle registration or asset ID to the correct row to avoid cross-asset errors.
- Calculate the distance (km) or hours used since the last reading and record in the Distance/Hours column.: Subtract the previous odometer or hour meter reading from the current reading. This figure enables fuel consumption rate calculations such as litres per 100 km or litres per operating hour for benchmarking.
- Enter the cost of the fill and the fuel type (e.g. Diesel, ULP). Note the location or fuel supplier.: Record the total dollar amount from the fuel receipt. Specify the fuel type, as diesel and petrol have different cost and consumption profiles. Note the fuel station name or on-site tank to support supplier reconciliation.
- The operator signs the entry to confirm accuracy.: The person who performed the refuelling signs the entry to confirm the litres, cost and readings are correct. This creates an accountable chain of custody for each fuel transaction recorded in the log.
- At the end of the month, total all litres, costs and distance/hours in the monthly summary row.: Sum the litres, cost and distance columns for the reporting period. Calculate the average fuel consumption rate (litres per 100 km) for each vehicle. Flag any asset with consumption more than 15% above its historical average for investigation.
- The fleet manager or supervisor reviews and signs the completed register.: The supervisor cross-checks the log entries against fuel card statements or bulk tank dip readings. Investigate any discrepancies. Sign and date the register, then file or upload for retention per ATO five-year record-keeping requirements.
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 / usage log sheet as a PDF.Back to download formHow often should you complete this log / register?
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
Applicable regulatory standards
This template aligns with the following regulations and standards:
- WHS Act 2011 (Section 19 - Primary duty of care)
- Heavy Vehicle National Law (HVNL) Chapter 4
- National Greenhouse and Energy Reporting Act 2007 (NGER)
- Fuel Tax Act 2006 (Fuel Tax Credits)
Fuel / usage log sheet preview
The numbers behind this fuel / usage log sheet
Every figure below is sourced and dated, so you can quote it in a toolbox talk, a budget case or a board paper without having to chase the original report.
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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:#071D49;margin:0;">Free template</p>
<p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">Fuel / usage log sheet</p>
<ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
<li style="margin:4px 0;">Fleet / site details: fleet or company name, site, reporting period and supervisor.</li>
<li style="margin:4px 0;">Date: date of refuelling event.</li>
<li style="margin:4px 0;">Vehicle rego / asset ID: links each refuelling to a specific vehicle or piece of plant.</li>
<li style="margin:4px 0;">Operator name: who refuelled the vehicle.</li>
<li style="margin:4px 0;">Start odometer / hours: reading at the start of the shift or trip.</li>
<li style="margin:4px 0;">End odometer / hours: reading at refuelling or end of shift.</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-usage-log-sheet" style="color:#071D49;font-weight:600;text-decoration:none;">Fuel / usage log sheet</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.
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Writing about this topic? You’re welcome to quote this checklist. Here’s the wording to use so your readers can find the original.
- Short attribution
- MapTrack Fuel / usage log sheet, https://www.maptrack.com/templates/fuel-usage-log-sheet
- Reference list
- MapTrack. (2026). Fuel / usage log sheet [Checklist template]. Retrieved from https://www.maptrack.com/templates/fuel-usage-log-sheet
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-usage-log-sheet.
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