Free fuel delivery log template (PDF and Excel)

The sheet has three parts. At the top, a shift header you fill in once. In the middle, the delivery rows, one per fill. At the bottom, the month-end helpers: a short table for gallons by contractor, the shift total, and the fuel left on the truck.

Start each shift with a fresh sheet and fill in the header before the first delivery: the company, your name, the truck number, the date, day or night shift, and the gallons on the truck when you start. That last number is what makes the fuel-left line at the bottom work.

Then, for every delivery, one row:

#

Already numbered. One row per delivery, in the order you made them. If you run out of rows, start a second sheet and carry on the numbering.

Time

The time you finished the fill. It settles most arguments later ("was that before or after shift change?").

Unit #

The number painted on the equipment, exactly as it is painted. Write P-12 every time, not P12 one night and Pump 12 the next.

Location / Pad

The pad, lease or site name your office uses on invoices. If a location has two names, pick one and stick to it.

Contractor

Who is billed for these gallons. This is the column the month-end totals are built on, so spell it the same way on every line.

Fuel type

ULSD, Dyed Diesel, DEF, Gasoline and Jet A, as listed at the top of the sheet. Write it on every row, even when the whole shift is one product; it matters when some customers are billed differently for DEF.

Gallons

As metered, to the decimal the meter shows. Numbers only, no "gal", so the column adds up cleanly.

Notes

Anything the office should know: what the unit was (heater, generator), a short fill, a meter that looked off.

At the end of the shift, add up the Gallons column for the total, subtract it from the starting fuel for the fuel left, sign the sheet and hand it in. In the Excel version, those lines calculate themselves.

A few habits make a paper log hold up when someone questions it later:

• One sheet per truck per shift. Two trucks on one sheet, or two shifts, is how gallons end up billed twice or not at all.
• Pen, not pencil. Cross a mistake out with a single line and write the right number beside it, so the office can see what changed.
• Photograph the sheet at the end of the shift. Text the photo to the office. If the paper is lost afterwards, the gallons are not.
• Hand it in the same day. A sheet reviewed while the fueler still remembers the night gets fixed in a minute; a month later it becomes a phone call.

The whole point of the log is the invoice: each contractor gets billed for the gallons their equipment took, and nothing else. Here is a method that holds up.

1. Fill in each sheet's contractor summary. Before a sheet leaves the truck, list each contractor on it and total their gallons. Check that the contractor totals add up to the sheet's total gallons; if they don't, a line was missed.
2. Collect every sheet for the month. Sort by date and shift, and look for gaps: a missing night is usually a sheet still in a truck, not a night without deliveries.
3. Clean up the names. Decide on one spelling per contractor, and treat Vantex, VANTEX and Vantex Services as the same customer only if they really are.
4. Add up per contractor. On paper, add each contractor's line from every sheet's summary. In Excel, type or paste all the month's rows into one sheet and use SUMIF on the Contractor and Gallons columns, or a pivot table with Contractor as rows and the sum of Gallons as values.
5. Hold back anything in dispute. If a line is questioned, leave it off this month's invoice and note it, rather than billing a number you may have to credit later.
6. Attach the totals to each invoice. A one-line summary per contractor, with the date range, is what most customers want to see.

A good template makes paper logs consistent. It does not fix the ways paper breaks down in the field, and it is worth knowing them before month end finds them for you.

• Sheets go missing. Wet, blown off a clipboard, left in the truck on days off. A lost sheet is a shift of gallons nobody can bill.
• Handwriting has to be read by someone else. A 1 or a 7, a 3 or an 8, at 3 a.m. with cold hands. The office guesses, or calls the crew.
• Everything is typed twice. Every row gets retyped into a spreadsheet before it can be totaled, and each retype is a chance for a new mistake.
• Names drift. The same contractor spelled three ways becomes three lines on a report until someone notices.
• The math is by hand. Totals and fuel left get added up on the tailgate, and a wrong sum travels all the way to the invoice.
• The office sees it late. Sheets arrive days or weeks after the shift, when the fueler no longer remembers what that smudged row said.

If those sound familiar, that is the gap Fuel Relay fills. See how the same log works as oilfield fuel delivery software, or keep reading below.