Truck logs.
Ready for the work.
Free truck log templates and spreadsheets for owner-operators and small fleets. Record fuel, maintenance, downtime, waiting time and the details behind your operating costs.
Choose a log below for instructions, a hypothetical example and a free download. These are business records, not driver hours-of-service logbooks.
Free truck logs for everyday operations.
Keep availability, waiting time, tyre history, fluid use, handovers and collections organised. Each log has a practical guide, a hypothetical example and a blank template.
Truck downtime log
Track unavailable time, the cause and direct costs without turning every lost hour into lost revenue.
Read the guide & download →Truck detention and waiting-time log
Record waiting time, agreed billable hours and charges while keeping them separate from payments received.
Read the guide & download →Truck tyre log and replacement history
Keep tyre identity, position, installation and removal details together, with costs and follow-up notes.
Read the guide & download →DEF and fluid top-up log
Record DEF and other fluid additions by product and system, with quantities, receipts and follow-up.
Read the guide & download →Trailer handover and condition-notes log
Record each handover with trailer identity, location, condition notes, evidence and unresolved follow-up.
Read the guide & download →Trucking invoice and payment log
Track due dates, credits and actual payments so billed revenue stays separate from cash collected.
Read the guide & download →These operating worksheets are not statutory driver logbooks or ELD records. Downloads have English labels and fixed CAD, kilometre and litre units.
One workbook. Four everyday jobs.
Start with a completed hypothetical example, then enter your own figures in the separate blank working area. The workbook includes formulas, input checks and instructions.
Download the Fleet Toolkit (.xlsx)Free download. No account or email required.
Before you start
- Save a working copy and keep the original as a blank template.
- Amber cells are editable. Grey cells contain formulas.
- Use a consistent period, vehicle group and tax basis.
- Examples are invented for learning and are not fleet results.
The downloadable workbook has English labels and uses CAD, kilometres and litres. Website language and unit controls do not convert the file.
Fuel log
Turn fuel receipts and odometer readings into a record you can compare over time.
What to record
Use one row for a complete full-to-full interval for one truck. Record the starting and ending odometer, all litres added after the starting fill through the ending fill, and the matching fuel cost.
If there are partial fills between full tanks, include all of them in that interval. A single partial fill does not establish how much fuel the truck consumed since the last stop.
What it calculates
- Distance covered between full tanks.
- Litres per 100 kilometres.
- Average paid fuel price per litre.
- Fuel cost per kilometre for the interval.
A complete interval
A truck moves from 100,000 to 101,000 km. It takes 360 L to return the tanks to the same fill level, and the matching fuel costs CAD 558.
- Consumption
- 36 L/100 km
- Average fuel price
- CAD 1.55/L
- Fuel cost per kilometre
- CAD 0.558/km
Compare similar work. Load, weather, idle time, route and inconsistent tank filling can all change the result.
Maintenance history
Keep the date, kilometres, invoice and actual work together so the next decision starts with a useful record.
What to record
Enter one row for each completed job: vehicle, date, odometer, work performed, exact parts or fluids shown on the invoice, cost and invoice reference. Use the follow-up field for unresolved work.
Enter the next due date or odometer only after checking the applicable manufacturer schedule, duty cycle and service guidance. The worksheet does not supply service intervals or approve a part’s fitment.
Keep the invoice behind the entry
“Service completed” leaves important questions unanswered. A stronger entry records what was changed, the exact product or part number, the odometer and where the invoice is saved.
For a deferred repair, record the finding and follow-up action. Do not mark it completed until the work has actually been done.
Monthly cost worksheet
Bring a month’s kilometres, billed revenue and listed operating costs into one view.
Use a consistent basis
Choose one truck or the same group of trucks for every row. Enter total kilometres and loaded kilometres separately. Complete every numeric input, using zero where a category has no cost.
Count each expense once. Do not add a maintenance reserve on top of repair invoices covering the same costs, or include a tyre invoice in both maintenance and tyres.
Read the result carefully
The result is billed revenue less the costs you entered. It is not net profit or cash flow. Revenue may still be unpaid, and the worksheet excludes income tax, depreciation, loan principal and equipment purchases.
Empty kilometres still need paying for
With 10,000 total km, 8,500 loaded km and CAD 18,100 in listed operating costs:
- Listed cost per all kilometre
- CAD 1.81/km
- Listed cost per loaded kilometre
- CAD 2.13/km
The loaded-kilometre figure covers these listed costs only. A profit target and any omitted costs still need to be considered.
Load comparison
Compare the revenue remaining after the entered trip costs, including the empty distance needed to reach the next comparable opportunity.
Compare the whole decision
Enter agreed revenue, loaded and empty kilometres, fuel consumption, fuel price, driver costs, tolls and other additional trip costs. Include a realistic maintenance and tyre allowance in the other variable cost per kilometre, while keeping fuel and driver costs separate.
Use the same time horizon for both choices. A comparison that includes the return journey for one load but stops at delivery for the other can be misleading.
Keep time separate from cash
Planned hours help you compare the work and the remaining revenue per hour. The workbook does not turn saved hours into cash savings or assume that another paying load is available.
Different revenue, similar remainder
The example’s CAD 2,400 load travels 950 total km. The CAD 2,100 load travels 700 total km. After the entered fuel, driver, toll and distance-based costs:
- Example A remainder
- CAD 1,029.90
- Example B remainder
- CAD 1,029.40
That remainder must still contribute toward fixed overhead and profit. Availability, legal hours, payment terms and load suitability also affect the decision.
Use these as working records
The workbook contains 50 prepared fuel intervals and 50 maintenance rows. Copy a blank row with its formulas to extend the fuel log. The monthly and load sheets can be duplicated for a new period or decision.
CSV downloads are blank input templates. They do not include formulas, formatting or the workbook’s input checks. Keep receipts and original service documents alongside your records.
These files support operating decisions. They do not replace an IFTA return, required inspection record, manufacturer service information or professional accounting advice.