Fuel Mileage Tracker Spreadsheet
Free spreadsheet for tracking fuel purchases, MPG, mileage, gallons, costs, and vehicle fuel history.
This fuel mileage tracker is for small fleets, work trucks, contractors, delivery vehicles, equipment owners, and personal vehicle tracking. Use it to keep fill-ups, costs, mileage, gallons, and notes in one practical log.
Spreadsheet download
Editable fuel mileage workbook
Download Fuel Mileage Tracker
Editable spreadsheet for fuel purchases, mileage, gallons, MPG, fuel costs, and vehicle expenses.
What should a fuel mileage tracker include?
A useful fuel log should make each fill-up easy to compare later, especially when you need to review cost, usage, or mileage changes by vehicle.
Date
Vehicle or unit
Odometer or hours
Fuel type
Gallons
Total cost
Price per gallon
Distance since last fill-up
MPG
Notes
Sample fuel log table
Use consistent columns so fuel history stays easy to scan by vehicle or unit.
| Date | Vehicle / Unit | Odometer / Hours | Fuel Type | Gallons | Total Cost (USD) | MPG | Notes |
|---|---|---|---|---|---|---|---|
| 2026-01-07 | Work Truck 4 | 82,410 mi | Gasoline | 18.42 | $64.29 | 17.8 | Regular fill-up before route |
| 2026-01-12 | Van 12 | 119,880 mi | Diesel | 24.10 | $91.34 | 21.4 | Receipt attached |
| 2026-01-18 | Skid Steer 2 | 1,086 hrs | Diesel | 15.75 | $58.91 | N/A | Tracked by engine hours |
| 2026-01-25 | Delivery Car 3 | 48,620 mi | Gasoline | 11.30 | $37.74 | 31.2 | City route week |
Why spreadsheets become difficult over time
A spreadsheet is a practical starting point, but fuel tracking becomes harder when receipts, vehicle history, MPG calculations, and maintenance records all live in separate places.
Track fuel and maintenance digitally with EquipNote
EquipNote gives you one place for fuel logs, fuel expenses, maintenance logs, reminders, repair history, mileage/hours, attachments and receipts, and multiple vehicles or equipment records.
Frequently asked questions
What is a fuel mileage tracker?+
A fuel mileage tracker is a log for recording fuel purchases, odometer readings or hours, gallons, fuel costs, MPG, and notes for each vehicle or equipment unit.
How do I calculate MPG from fuel logs?+
To calculate MPG, divide the distance driven since the last fill-up by the gallons added at the current fill-up. For example, 320 miles divided by 16 gallons equals 20 MPG.
Is a spreadsheet enough for fleet fuel tracking?+
A spreadsheet can work for a small fleet or a simple starting workflow. It becomes harder when multiple people record fuel purchases, receipts need to be attached, and fuel costs need to be compared across vehicles.
What is the best way to track fuel costs by vehicle?+
Track each fuel purchase against a specific vehicle or unit, then review total cost, gallons, price per gallon, MPG, and mileage or hours over time. A digital system helps when you also need receipts, maintenance history, and multiple vehicles in one place.