Free fuel delivery ticket template (PDF and Excel)

Each ticket has three parts. The top says who, where and when. The middle has a line for each unit filled, with the meter readings and gallons. The bottom has notes and the signatures.

A fuel delivery ticket covers one delivery, or one stop for one customer, and the customer signs it. It's the receipt: the customer keeps a copy, and it's your proof they took the gallons.

A fuel delivery log covers a whole shift on one sheet, one row per delivery for every customer, and nobody signs each line. It's how the office totals gallons per contractor at month end.

A crew that fills a customer's tank once a week often lives on tickets alone. A crew that tops off dozens of units a night for several contractors, like wet hosing on a frac pad, usually keeps a log and writes a ticket only where the customer asks for one. If that's you, take the free fuel delivery log template too.

Ticket no.

Number every ticket in order and never reuse a number. If one is spoiled, write VOID on it and keep it, so the sequence has no gaps.

Date and time

When the fuel went in. The time settles questions about shift change later.

Customer / contractor

Who pays for this fuel. Spell it the way it appears on your invoices.

Location / pad / lease

The site name the customer uses, so they can match the ticket to their own records.

AFE / PO / job #

Whatever reference the customer asked for. Leave it blank if they have none, but ask before the first delivery.

Truck # and driver

Which truck and who was on the hose.

Unit #

The equipment or tank filled, as painted on it. Use one line per unit; a ticket has 5 lines, enough for one stop.

Fuel type

ULSD, Dyed Diesel, DEF, Gasoline and Jet A. Write it on every line, since products are often billed at different rates.

Meter start and end

The truck meter before and after the fill. Gallons are end minus start; the Excel file does that subtraction for you.

Signatures

The driver signs, then the customer signs and prints their name. A signed ticket is the customer agreeing to the gallons.

• Get the signature at the tank. A ticket signed later, from memory, is easy to dispute.
• Write the meter readings, not just the gallons. Start and end readings let anyone check the math.
• Keep the numbers in order. A gap in the sequence is the first question an auditor asks.
• Turn tickets in every shift. A ticket that sits in the truck for a week is a week of billing late.
• Match tickets to the invoice. List the ticket numbers behind each invoice total. See what goes on a fuel delivery invoice.

Fuel Relay doesn't replace a signed ticket. It replaces the shift log and the retyping that comes after it. Fuelers log each delivery on an Android phone, with the unit, location, contractor, fuel type and gallons, and it saves with no signal. The office reviews each shift and gets gallons per contractor as a PDF, CSV or Excel file, or makes the invoice itself if invoicing is turned on.

It doesn't record meter readings or print a ticket per delivery. Two optional features come close. With customer signatures on, the person receiving the fuel signs on the fueler's phone for the deliveries at one place. With delivery receipts on, each contractor you give an email gets its own fills from a log by email: the date, truck, fueler, units and gallons, with no ticket number or meter readings. If your customers want a paper ticket, keep writing them and log the same delivery in the app. For the full picture, see the oilfield fuel delivery software page.