Vehicle fleet and fuel tracking spreadsheet
Log your fill-ups (liters, amount, odometer) and the spreadsheet calculates fuel consumption, cost per kilometer and spend per vehicle. Fleet-tracking Excel export.
| A | B | C | D | E | F | G | H | I | J | |
|---|---|---|---|---|---|---|---|---|---|---|
| 1 | Fill-up log — Company fleet | |||||||||
| 2 | Add your fill-ups at the bottom of the table: distance, L/100 and checks calculate themselves. | |||||||||
| 3 | ||||||||||
| 4 | Date | Vehicle | Odometer (km) | Litres | Amount | Price / L | Distance (km) | L / 100 km | Cost / km | Check |
| 5 | 03/08/2026 | GH14 KLM | 41,200 | 38.40 | €70.27 | €1.830 | ||||
| 6 | 04/08/2026 | FR68 TPA | 88,410 | 46.10 | €79.75 | €1.730 | ||||
| 7 | 05/08/2026 | EZ21 MBX | 120,300 | 61.50 | €106.40 | €1.730 | ||||
| 8 | 14/08/2026 | GH14 KLM | 41,830 | 36.20 | €66.61 | €1.840 | 630 | 5.7 | €0.106 | |
| 9 | 18/08/2026 | FR68 TPA | 89,170 | 44.80 | €77.50 | €1.730 | 760 | 8.8 | €8.888 | 88,88 |
| 10 | 21/08/2026 | EZ21 MBX | 121,010 | 62.90 | €108.20 | €1.720 | 710 | 8.8 | €8.888 | 88,88 |
| 11 | 27/08/2026 | GH14 KLM | 42,440 | 45.60 | €83.90 | €1.840 | 610 | 8.8 | €8.888 | xxxx xxxx xxx xxxx |
| 12 | 02/09/2026 | FR68 TPA | 89,960 | 47.20 | €80.71 | €1.710 | 790 | 8.8 | €8.888 | 8 xxxx-xxx xx xxx xxxx xxx |
| 13 | 02/09/2026 | FR68 TPA | 89,960 | 31.00 | €53.01 | €1.710 | 790 | 8.8 | €8.888 | 8 xxxx-xxx xx xxx xxxx xxx |
| 14 | 08/09/2026 | EZ21 MBX | 121,690 | 60.20 | €103.54 | €1.720 | 680 | 8.8 | €8.888 | 88,88 |
Real formulas: change a value and everything recalculates
Opens in Excel, LibreOffice and Google Sheets.
Controlling a vehicle fleet's budget starts with rigorous tracking of fill-ups. From your readings, this generator calculates fuel consumption, cost per kilometer and spend per vehicle.
How the metrics are calculated
At each fill-up, the distance traveled is the odometer difference from the previous fill-up of the same vehicle.
Consumption equals liters over distance: L/100 = liters ÷ distance × 100. Cost per kilometer is the fill-up amount divided by the distance.
Per vehicle, the dashboard aggregates kilometers, liters, total spend, average consumption and average cost per kilometer — ideal for comparing the vehicles in the fleet.
Use cases
- Tradespeople and small businesses with one or more vans
- Transport and delivery companies
- Tracking consumption for rebilling or expense claims
- Comparing petrol / diesel / hybrid across the fleet
Frequently asked questions
How do I calculate fuel consumption per 100 km?
Divide the liters used by the distance traveled between two fill-ups, then multiply by 100. The calculation is most reliable when you fill the tank completely every time.
What is cost per kilometer?
It's the fuel spend divided by the distance traveled. It's a key metric for the fleet budget and for client rebilling.
Can I track several vehicles?
Yes. Add as many vehicles as you need; each fill-up is linked to a plate and the metrics are calculated vehicle by vehicle.
How do I track MOT, insurance and lease end dates?
Put three date columns next to each vehicle and use conditional formatting: red once the date has passed (formula =A2<TODAY()), amber within 30 days (=A2<TODAY()+30), green otherwise. As a reference point, a car in the UK needs its first MOT three years after registration, then one every year.
Does Excel still hold up as the fleet grows?
For 1 to 15 vehicles a well-built file is plenty, and far cheaper than software. Around 20 vehicles, pasting fuel-card exports by hand takes too long and you start wanting live feeds from the fuel card and the leasing company — that is where fleet management software pays for itself.