Mileage and fuel log template
Type the carrier name, the year and quarter, and how many trucks or units there are. The page builds an Excel workbook for the quarter: a Miles sheet with one row for the miles driven in a jurisdiction, a Fuel sheet with one row per fuel purchase, a Units sheet, a Log sheet with the name, the year, and the quarter, and an instructions sheet that says what each column holds.
The workbook is built in your browser. Nothing you type is uploaded.
What the workbook will hold
The workbook is a layout to fill in. It holds values only and has no formulas, so it does not add anything up. Once the Miles sheet and the Fuel sheet are filled in, the quarterly fuel tax worksheet takes the one workbook in both of its boxes, reading the Miles sheet in the first and the Fuel sheet in the second, and works out miles per gallon, taxable gallons, and tax per jurisdiction at the rates typed there. The fuel-card ledger adds up the Fuel sheet by jurisdiction and by unit, and miles per gallon by truck works out miles per gallon for each unit from the two sheets.
What gets checked
- Before the download starts, the finished workbook is read back in your browser: its sheet names, each header row, and each row count are compared with what was asked for.
- The Units sheet has the number of blank numbered rows that was typed, and the Log sheet carries the carrier name, the year, and the quarter as typed.
- The Miles sheet is the first sheet in the file, the one opened when no sheet is asked for by name, and its header row, as read back from the file, is matched the way the quarterly fuel tax worksheet matches it: the jurisdiction and the miles are each found in the column written for them.
- The Fuel sheet is found under its own name, and its header row is matched the way the fuel tools match it: date, unit, jurisdiction, location, gallons, amount, and card or driver are each found in the column written for them. The Unit column is taken for the truck and never for gallons.
- Both sheets are run through the same row readers the tools use, and each reads as a list with nothing entered yet: no rows, nothing unreadable, nothing left out.
- The workbook holds values only. No cell contains a formula.
How it works
- Answer four questions. Type the carrier name, the year, the quarter, and the number of trucks or units. The name, the year, and the quarter can be left blank; the count sets how many numbered rows the Units sheet starts with.
- Build the workbook. The Excel file is put together in the browser, read back to confirm its sheets, header rows, and row counts, run through the readers the fuel tax tools use, and downloaded. There is no sign-up and no limit.
- Fill in the Miles and Fuel sheets. On the Miles sheet, one row for the miles driven in one jurisdiction, by trip, by day, or for the whole quarter: the date, the unit, the jurisdiction (a state or province), the miles, and a trip or load. On the Fuel sheet, one row per fuel purchase: the date, the unit, the jurisdiction, the location, the gallons, the amount, and the card or driver.
- Add it up with the tools. The template does not add anything up. The quarterly fuel tax worksheet takes the one workbook in both of its boxes: it reads the Miles sheet in the first and the Fuel sheet in the second, and works out miles per gallon, taxable gallons, and tax per jurisdiction at the rates typed there. The fuel-card ledger adds up the Fuel sheet by jurisdiction and by unit, and miles per gallon by truck divides each unit's miles by its gallons. Each shows its checks.
Worked example
For a made-up carrier, Castellan Freight, with 2 trucks, logging the third quarter of 2026, the workbook has these sheets.
| Sheet | Columns | Rows to fill in |
|---|---|---|
| Miles | Date, Unit, Jurisdiction, Miles, Trip or load, Notes | One for the miles driven in a jurisdiction, under the header row |
| Fuel | Date, Unit, Jurisdiction, Location, Gallons, Amount, Card or driver, Notes | One per fuel purchase, under the header row |
| Units | Line, Unit, Notes | 2 numbered |
| Log | Item, Value | Carrier, year, and quarter filled in |
| Instructions | Sheet, Column, What it holds | What each sheet and column holds |
The Log sheet arrives with Castellan Freight, 2026, and quarter 3 already filled in. The Units sheet has rows numbered 1 to 2, both blank, and the Miles sheet and the Fuel sheet each have a header row and nothing under it. The file downloads as mileage-fuel-log-castellan-freight-2026-q3.xlsx.
The example uses made-up names and numbers.
Questions
Does the template work out miles per gallon or tax?
No. It is a clean layout with values only and no formulas. The tools on this site do the adding: the quarterly fuel tax worksheet reads the Miles sheet and the Fuel sheet and works out miles per gallon, taxable gallons, and tax per jurisdiction at the rates typed there, with the checks behind every figure.
Is it really free?
Yes. There is no sign-up and no limit on how many templates are built.
Does one workbook really go in both boxes of the fuel tax worksheet?
Yes. The worksheet page has a box for miles and a box for fuel, and the same filled-in workbook goes in each. In the first box the page reads the sheet named Miles, and in the second it reads the sheet named Fuel. The fuel-card ledger reads the sheet named Fuel as well.
What happens when a jurisdiction is written two ways?
The tools compare the text itself, with capitals set aside, so TX and Texas count as two jurisdictions. The worksheet then gives each one a row of its own, and a jurisdiction with no rate in the table typed there fails a check instead of being skipped. On the Fuel sheet, where the Jurisdiction cell is blank, the tools take the two-letter code at the end of a Location written like Amarillo, TX.
Does anything read the Units sheet?
No. It is a list of the trucks or units, one per row, and no tool reads it. The fuel-card ledger adds the Fuel sheet up by its Unit column, miles per gallon by truck adds both sheets up by theirs, and two spellings of one unit count as two units.
Can a date be typed the way Excel shows it?
Yes. The tools read a date written like 2026-07-03 or 7/3/2026, and the day-count number a spreadsheet stores when a cell is formatted as a date. On the Fuel sheet a row with gallons and no date is listed as unreadable, because leaving it out would change the totals. The Date column of the Miles sheet can be left blank.
Does the workbook say what a mileage or fuel record has to hold?
No. It holds column names and blank rows and nothing else: no rates, no dates on which anything is due, and no rule about what a record has to hold or how long it is kept. The tools calculate and check the numbers typed in.
This tool calculates and checks numbers. It is not legal, tax, or medical advice.