Fleet fuel account statement template
Fleet fuel account statement template for fuel stations: litres and price per litre by vehicle group, exhaust fluid, washes, direct debits and the balance.
Templates by industry
- Diesel, vehicles 1-4: 612 litres
- Exhaust fluid (DEF), 60 litres
- Payment received, direct debit
- Diesel, vehicles 1-4: 548 litres
- Vehicle washes, 6
Preparation guide
Example workflow
Collect the period's documents
Example: list "Diesel, vehicles 1-4: 612 litres" and every other invoice, receipt and credit note for the customer in the period, oldest first.
Check the running balance
Confirm the balance after each line, including "Vehicle washes, 6", matches your accounts for this customer.
Send and follow up
Send the statement with the balance due and payment terms, then follow up on invoices past due.
A builder with four vans, a taxi firm or a farm often fills up at the same local station on account and pays once a month by direct debit. The fuel price changes from week to week, drivers come and go, and the accounts team wants to see which vehicles used what. This statement groups fuel by period and vehicle group with litres and the price per litre in each line, and keeps washes and other services apart, so the figures can be split across the fleet.
Fields to prepare
- Deliverables and line items
- Diesel, vehicles 1-4: 612 litres, Exhaust fluid (DEF), 60 litres, Payment received, direct debit, Diesel, vehicles 1-4: 548 litres, Vehicle washes, 6: list each invoice, payment and credit by date, with its document number.
- Diesel, vehicles 1-4: 612 litres
- Give litres and the average price per litre for the period; fleet managers compare it with the pump price they saw.
- Exhaust fluid (DEF), 60 litres
- Exhaust fluid is a separate product with its own price; keep it off the fuel line.
- Payment received, direct debit
- Record the direct debit on the date it was collected and the period it settled.
- Diesel, vehicles 1-4: 548 litres
- Fuel bought after the debit date starts the next month’s balance; show it as not yet due.
- Vehicle washes, 6
- Washes and similar services are often outside a company’s fuel card policy; list them so the customer can check.
- Period and balance brought forward
- Give the statement date and the period it covers, and carry over the balance from the previous statement.
- Charges and payments
- Enter each invoice under charges and each payment or credit note under payments and credits, at the amount on the document itself. "Add from my documents" copies those amounts from your saved documents for this customer.
- Scope to agree
- Group fuel by period and by the vehicles on the card or account, give litres and the price per litre, and keep washes and other services on their own lines.
Before sending
- Does “Diesel, vehicles 1-4: 612 litres” carry the number and amount of the document it comes from?
- Has every payment for “Exhaust fluid (DEF), 60 litres” been entered on the day it arrived?
- Would the customer find “Payment received, direct debit” in their own ledger at the same amount?
Show 5 more
- Does “Diesel, vehicles 1-4: 548 litres” carry the number and amount of the document it comes from?
- Has every payment for “Vehicle washes, 6” been entered on the day it arrived?
- Check the statement period, the balance brought forward and that every payment received is listed.
- List each invoice once, at the total it was issued for, and each credit note with the payments.
- Say how the customer can pay the balance due, and quote the numbers of any invoices past due.
Worked example with sample figures
The entries below are invented to show how the balance runs: 5 entries in USD over a period of 31 days.
- 31 days before the statement date: Diesel, vehicles 1-4: 612 litres, charged $1,015.92; balance $1,015.92
- 31 days before the statement date: Exhaust fluid (DEF), 60 litres, charged $51.00; balance $1,066.92
- 20 days before the statement date: Payment received, direct debit, paid $1,066.92; balance $0.00
- 12 days before the statement date: Diesel, vehicles 1-4: 548 litres, charged $909.68; balance $909.68
- 5 days before the statement date: Vehicle washes, 6, charged $72.00; balance $981.68
Balance due at the end of the period: $981.68.
What the document must show
These details make a statement of account easier to approve and to file.
- Your company name and address
- The customer's name
- Statement date and period
- Balance brought forward
- Each invoice, payment and credit with date and number
- Running balance and balance due
A statement adds no tax of its own: each line carries an invoice, a payment or a credit at the amount on that document, and the balance runs on from the balance brought forward.
Frequently asked questions
Should the statement show which driver filled up?
If your till records it, the vehicle registration is usually enough and raises fewer privacy questions. Give drivers’ names only if the customer asks for them and your privacy rules allow it.
How is tax shown on fuel bought on account?
Each fill-up is normally taxed on the invoice or receipt that records it; the statement only summarises them. Make sure the customer has those documents if it needs them to reclaim tax, and check the rules for your country.
How is the balance on this statement worked out?
A statement adds no tax of its own: each line carries an invoice, a payment or a credit at the amount on that document, and the balance runs on from the balance brought forward. In the worked example above the entries end at a balance of $981.68.
Is this template free?
Yes. You can fill in this template and print it or save it as a PDF without an account, and there is no payment step and no watermark on the document. Saving it to your account and downloading Excel or Word files need a free account.
Can I download it as Excel, Word or PDF?
Yes. A PDF needs no account: fill in the template and use Print / PDF. The Excel and Word files download from this page with a free account, and the spreadsheet keeps its formulas, so changing a charge or a payment updates the running balance and the balance due.
Read next
Reading for the Fleet fuel account statement template: Unpaid invoice: follow-ups, part payments and statements and Payment reminder email: three templates and timing. For an account that is overdue, the Payment reminder template is the next step.