Free Excel template

Free Excel car maintenance and fuel log template

For drivers who want to know what their car really costs to run and when the next service is due. Log each fill-up with the odometer reading and gallons, and keep one row per service with its mileage and time interval; the template works out MPG for every tank, fuel cost per mile, which services are overdue or due soon by miles or by date, and your running cost per mile.

cellwise-car-maintenance-and-fuel-log.xlsxExcel workbook · 5.9 KB · works in Excel, Google Sheets, Numbers and LibreOffice · no signup

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This is the template's sheet, calculated by the same engine as the Cellwise app. Change any number to see the formulas react before you download.

	A	B	C	D	E	F	G	H	I
1	Car maintenance and fuel log
2	Vehicle	2019 compact SUV		As of date	Nov 2, 2026		Warn within (miles)	1000
3
4	Fill-up date	Odometer	Gallons	Price per gallon	Fuel cost	Miles driven	MPG	Fuel cost per mile
5	Aug 2, 2026	48210	11.2	3.49	39.09
6	Aug 12, 2026	48528	11.4	3.45	39.33	318	27.9	0.124
7	Aug 21, 2026	48851	11.6	3.39	39.32	323	27.8	0.122
8	Aug 29, 2026	49190	10.9	3.59	39.13	339	31.1	0.115
9	Sep 8, 2026	49498	11.3	3.42	38.65	308	27.3	0.125
10	Sep 19, 2026	49812	11.5	3.39	38.99	314	27.3	0.124
11	Sep 30, 2026	50120	12.9	3.35	43.22	308	23.9	0.14
12	Oct 9, 2026	50431	11.2	3.29	36.85	311	27.8	0.118
13	Oct 19, 2026	50745	11.4	3.31	37.73	314	27.5	0.12
14	Oct 28, 2026	51054	11.3	3.36	37.97	309	27.3	0.123
15
16
17
18	Service	Every (miles)	Every (months)	Last done	Odometer then	Next due (miles)	Miles left	Status	Last cost
19	Oil and filter change	5000	6	Jun 20, 2026	46900	51900	846	Due soon	68.99
20	Tire rotation	7500	12	Aug 15, 2026	48700	56200	5146	OK	24.99

How the formulas work

MPG for each tank (full-tank method)

G6=IF(OR(F6="",C6=0),"",ROUND(F6/C6,1))

Fill the tank to the click every time, then miles driven since the last fill-up (this odometer reading minus the previous one, in column F) divided by the gallons it took to refill gives that tank's MPG. The first row has no previous reading, so it only sets the starting point. In the sample, the September 30 tank drops to 23.9 MPG, a cue to check tire pressure.

Fuel cost per mile

D33=IF(D29>0,ROUND(D32/D29,3),0)

Fuel cost divided by miles driven. Both leave out the first fill-up, because that tank was burned before the log started. About 12 cents a mile in the sample; multiply by your yearly miles to see what fuel costs you in a year.

Service due by miles or by months, whichever comes first

H19=IF(A19="","",IF(OR(G19<0,EDATE(D19,C19)<$E$2),"Overdue",IF(OR(G19<=$H$2,EDATE(D19,C19)-$E$2<=30),"Due soon","OK")))

Most service intervals are "every X miles or Y months". G19 is the miles left to the next service; EDATE adds the months to the date it was last done. OR flags the service if either limit has passed. In the sample, the cabin air filter is overdue by date even though it has plenty of miles left, and the oil change is due soon by miles.

Service spend over the same miles

D34=SUMPRODUCT((E19:E26>=B5)*I19:I26)

Counts the last cost of each service done since the first fill-up in the log (its odometer reading is at least B5). Adding it to fuel cost and dividing by miles gives the running cost per mile in D35. It leaves out insurance, registration and depreciation, so add those separately if you want the full cost of ownership.

Make it yours

Use the intervals in your owner's manual. The numbers in the sample are typical examples, and many cars use a maintenance minder or a severe-service schedule that changes them.
Color the service status: select H19:H26, Home > Conditional Formatting > Highlight Cells Rules > Text that Contains, type Overdue and choose red, then Due soon in yellow.
Track a second car by copying the sheet (right-click the tab > Move or Copy > Create a copy) and renaming the tab.
If you skip logging a fill-up, the next MPG will be too high because the miles cover two tanks. Leave the row in and note it, or add the missed gallons to the next row.

FAQ

How do I calculate MPG in Excel?

Subtract the previous odometer reading from the current one to get miles driven, then divide by the gallons you put in at this fill-up: =(B6-B5)/C6. It is accurate when you fill the tank completely each time.

How do I work out cost per mile for my car?

Add up what you spent over a stretch of driving (fuel, and maintenance if you want running cost) and divide by the miles driven in that stretch. This template does both: fuel only in D33 and fuel plus service in D35.

Can I use this with liters and kilometers?

Yes. Enter liters instead of gallons and kilometers instead of miles; the MPG column becomes kilometers per liter. For liters per 100 km, divide liters by kilometers and multiply by 100.

Functions used

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Updated November 2, 2026