Fleet fuel and maintenance tracker

What the fleet fuel and maintenance tracker does

Vehicles are one of the biggest running costs, and fuel theft and poor maintenance hide in them. This tracker records each fill with the odometer reading, litres and cost, works out the cost per litre, the distance since the last fill, the kilometres per litre and the cost per kilometre, and keeps a maintenance log with the next service due.

Who it is for

Owners of delivery vans, matatus, lorries, boda bodas and company cars, and transport managers who want to see what each vehicle really costs to run.

How to use the workbook

1. Enter the vehicle at the top, then each fill with the odometer reading, litres and cost.
2. Fill the tank each time, so the figures are comparable.
3. Record each service or repair on the Maintenance sheet.
4. Read the kilometres per litre and the cost per kilometre; investigate a sudden change.
5. Save a copy under a new name for each month or year, so earlier records stay as they were.

What is inside

• Cost per litre and kilometres since the last fill
• Kilometres per litre and cost per kilometre
• Total and average fuel figures
• Maintenance log with the next service
• One workbook per vehicle

The workbook has these sheets: Instructions, Fuel, Maintenance. The main table has the columns Date; Odometer (km); Litres; Cost; Cost per litre; Km since last fill; Km per litre; Cost per km. Yellow cells are for you to fill in and grey cells calculate by themselves, so leave the grey cells alone. The example rows show how it works; type over them with your own entries.

Tips for getting it right

• Fill to the same level each time and record the odometer.
• Compare drivers and routes using km per litre.
• Keep receipts; fuel and repairs are deductible business costs.
• Service on schedule; breakdowns cost more than maintenance.

Why keep this record

Running a business on memory works until it grows. Writing the numbers down turns opinions into facts you can compare month to month, and shows early which products, customers or costs deserve attention. Even a simple workbook, used every week, usually beats a sophisticated one that is opened once a year.

Questions people ask

Do I need to know Excel formulas? No. Type into the yellow cells and the rest is worked out for you. The formulas are visible if you want to see how a figure is reached.

Can I add rows or change the layout? You can add your own columns to the right and your own notes. If you insert rows inside a table, copy the grey formula cells down so the new rows calculate too.

Will it work on my phone or in Google Sheets? Yes for viewing and typing, but dropdown lists and the charts look best in desktop Excel or LibreOffice.

Keeping it safe and up to date

A plan is only as good as the numbers you put in. Start with honest estimates, update the workbook as real figures arrive, and compare the two so your next estimate is better. Save a dated copy each month so you can see how your thinking changed.

Read how to build a cash flow forecast for the wider picture. See more business templates or ask us for a custom one.

The workbook works in Microsoft Excel, LibreOffice and Google Sheets. It is a tool to help you work out and record figures, not tax, legal or accounting advice, and it is not affiliated with the Kenya Revenue Authority. If something does not work as described, contact us and we will put it right.

Related guides, calculators and templates

• Guide: How to build a 12-month cash flow forecast for a small business
• Guide: How to price your products and services: markup, margin and break-even
• Guide: Turnover tax for small businesses in Kenya: rate, limits and when to use it
• Another template: 12-month cash flow forecast
• Another template: Break-even and pricing calculator
• Another template: Budget versus actual tracker

Need something different? Request a custom template, browse all guides or see every Excel template.