You run a fleet of minibuses, pickups or company cars and you want to know what each vehicle costs you per kilometre, how much fuel it uses, what you have spent on its maintenance and when it was last serviced, and which licence or insurance has expired or is about to. The free fleet fuel and maintenance sheet answers these from two logs you fill in: fuel fills and maintenance jobs.
The problem it solves
Fuel is on a receipt, repairs on the workshop slip, and licence dates in the memory of whoever keeps track. Ask which vehicle costs most and you must gather a month of paper; a licence may lapse unnoticed. The sheet pulls the data together, works out cost per kilometre for each vehicle and the whole fleet, and warns you before papers run out.
How it works, step by step
- In "Settings" type today's date and the number of days ahead you want a warning.
- In "Vehicles" write each vehicle's code, plate, type, driver, the odometer reading when tracking starts, and licence and insurance end dates.
- In "Fuel" log each fill: date, vehicle code, odometer reading, litres and price per litre.
- In "Maintenance" log each job: date, vehicle code, type, cost and workshop.
- The "Vehicles" sheet works out current odometer, kilometres, fuel and maintenance cost, cost per kilometre and last service.
- Open "Follow-up" and "Summary" to read the result.
What each sheet does
- Vehicles: per vehicle, the current odometer, kilometres, litres, fuel and maintenance cost, total, cost per kilometre, litres per 100 km, last service, nearest expiry and its alert.
- Fuel: each fill with its cost (litres times price) and the vehicle's plate filled in.
- Maintenance: the job log by type and cost.
- Follow-up: vehicles whose licence or insurance has expired or is close, soonest first, with the driver and days left.
- Summary: total kilometres, fuel and maintenance, fleet cost per kilometre, the highest and lowest cost vehicle, expired and expiring papers, and cost by vehicle type and by maintenance type.
A walk-through with the sample sheet
The names and numbers below are sample data inside the sheet, not real people, and "today" in it is 1 November 2026.
- Vehicle V01: the odometer moved from 120,000 to 123,300, so 3,300 km. Fuel 3,300 and maintenance 3,000 make 6,300, which is 1.91 per km, and it uses 5 litres per 100 km.
- Vehicle V03: only 1,700 km but 11,700 spent (fuel 2,700, maintenance 9,000), so 6.88 per km, the highest in the fleet. Its licence ended on 20 October, so it shows "expired".
- Vehicle V04: 1.71 per km, the lowest. Its insurance ends on 25 November, so "ending soon".
- Vehicle V02: its licence ends on 15 November, 14 days away, so it is second in the follow-up list.
- Vehicle V05: no fill logged yet, so its odometer and cost per km stay blank instead of showing a misleading number.
The summary shows six vehicles, 13,400 km, 742 litres costing 15,144, and maintenance of 34,500. Total cost is 49,644 and fleet cost per kilometre is 3.70. Follow-up lists V03, V02, then V04.
What you get out of it
You see which vehicle is expensive from its cost per kilometre, not from a hunch. A large repair shows up in that vehicle's cost instead of getting lost among invoices, and you can compare fuel use across similar vehicles. It works in Excel 2016 and later, Google Sheets and LibreOffice, free, and holds 200 vehicles and 2,000 fuel fills.
Using the online version
The sheet page opens straight on this example. Type in the white cells and the grey ones update at once, and add vehicles, fills and maintenance jobs from an entry form instead of typing into the table. You can import your own xlsx made from this sheet or export your work to xlsx. Your data stays in your browser and is not sent to a server. See the templates list.
Who it suits, and when it is not enough
It suits a small or medium fleet owner or a transport supervisor who wants to see each vehicle's cost. One caution: litres per 100 km is approximate, because it divides all logged litres by the kilometres driven, and it is more accurate if you fill the tank each time. The sheet does not count driver pay, depreciation or instalments, so cost per kilometre here is fuel and maintenance only. If you need each driver to log fills from a phone with management reviewing them, that is what a custom system is for. For renting cars out see the car rental sheet, and for a workshop that repairs them the car workshop job orders sheet.