Car Fuel & Expense Log in Excel: Real Consumption and Cost per km

How much does your car really use? Brochure figures are usually better than reality, and the real cost of a car is more than fuel: oil, tires, insurance and registration all add up.

This sheet calculates consumption with the full-tank method from odometer readings and liters, adds up all maintenance, then gives you the cost per kilometer and the next oil change.

Who is it for?

• Car owners tracking their spending
• Sales reps and drivers who need a cost per km
• Small companies with a few vehicles

What is inside the sheet?

• A log for three hundred fills: odometer, liters, price, cost, distance, km/L
• A log for one hundred fifty maintenance expenses by type
• Average consumption and liters per 100 km
• Cost per km including fuel and maintenance
• Oil change reminder and distance left
• Expenses by type

How to use it

1. Enter the car and the oil change interval.
2. Log every full fill: date, odometer, liters and price.
3. Log maintenance expenses and pick their type.
4. Check the summary.

Formulas used

• Distance = odometer − previous fill odometer
• Consumption (km/L) = total distance ÷ liters of fills after the first
• Cost per km = (fuel after the first fill + maintenance) ÷ distance

Worked example from the sheet itself

Eight fills between August and October 2026 covering 4,160 km:

• Average consumption is 12.0 km/L, or 8.3 L per 100 km.
• With 2,070 of maintenance the cost per km is 0.69, and the next oil change is due at 58,950 km (9,590 km left).

Tips for best results

• Fill the tank completely each time for accurate figures.
• A sudden rise in consumption may mean low tire pressure or a service is due.
• Use the cost per km when comparing the car with other transport options.

Frequently asked questions

Why is the first fill excluded?

It is the starting point; we do not know the distance covered on the fuel before it.

What if I do not fill up completely?

That period will be off, but the long-term average stays close.

Does it handle several cars?

Use one file per car.

Download the sheet

Press the download button at the top of the page to get the Excel file. It includes a full guide sheet, yellow input cells and formulas protected from accidental edits. The sheet is also available in Arabic from the language switcher.