Fuel Expense Report Template for Fleet Managers


The Fuel Expense Report Template is a valuable tool for tracking and documenting fuel expenses incurred by vehicles in your organization.

This report helps maintain transparency, control costs, and analyze fuel consumption patterns. 

Customize this template to match your company’s requirements and enhance your fuel expense management process.


Fuel Expense Report Template:

Report Information:

– Report Period: [Specify the period covered by the report]

– Prepared By: [Name of the person preparing the report]

– Date of Preparation: [Date when the report is prepared]

Vehicle Details:

– Vehicle ID/Plate Number: [Unique identifier or license plate number of the vehicle]

– Vehicle Type/Make/Model: [Type, make, and model of the vehicle]

Fuel Purchase Information:

– Date of Purchase: [Date when fuel was purchased]

– Fuel Station: [Name or location of the fuel station]

– Fuel Type: [Type of fuel, e.g., gasoline, diesel]

– Quantity: [Amount of fuel purchased in gallons/liters]

– Unit Price: [Price per unit of fuel]

– Total Cost: [Total cost of the fuel purchase]

Odometer Reading:

– Starting Odometer: [Odometer reading at the beginning of the report period]

– Ending Odometer: [Odometer reading at the end of the report period]

Additional Expenses:

[  ] Parking fees

[  ] Toll expenses

[  ] Maintenance costs related to fuel efficiency

Total Fuel Expenses:

– Total Fuel Purchases: [Sum of all fuel purchases during the report period]

– Total Additional Expenses: [Sum of additional expenses, if any]

– Grand Total: [Total fuel expenses including additional expenses]

Analysis and Notes:

[  ] Trends in fuel consumption

[  ] Fuel efficiency observations

[  ] Anomalies or discrepancies in expenses


[  ] Attach fuel receipts or invoices for verification

Employee Signature:

[  ] Employee’s signature acknowledging the accuracy of the report

Supervisor/Manager Approval:

[  ] Signature of approving supervisor/manager


The Fuel Expense Report Template is a practical solution for tracking and managing fuel expenses related to company vehicles.

By using this template, organizations can maintain accurate records, analyze fuel consumption patterns, and effectively manage their transportation costs.

Customize the template to align with your company’s processes and ensure efficient fuel expense management across your fleet of vehicles.

Choose Connecteam, the #1 Choice for Fleet Managers

Revolutionize your company’s fuel expense reporting and unleash unparalleled efficiency with Connecteam!

Take charge with our digital forms and checklists feature, effortlessly track and document expenses and efficiently run your business. But that’s just the beginning! 

Easily create perfect employee schedules with our dynamic employee scheduler, enabling seamless staff organization and maximizing productivity. Keep a tight grip on employee work times using our employee time clock feature, making precise payroll a breeze and freeing you from mundane administrative tasks.

Stay ahead of the game with Connecteam’s built-in employee Chat, fostering real-time collaboration and empowering your team to deliver extraordinary results.

And don’t forget, continuous growth and skill development are at your fingertips with Connecteam’s comprehensive Training & Onboarding features.

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