Gas Receipt Template

A fuel expense is easy to reject when the receipt has faded or shows only a total. A claimable gas receipt records the station, date, fuel grade, quantity, price per unit and amount paid. Lay one out free below with no signup, using the details from your statement or app, then download the PDF.

Fuel is one of the most commonly claimed business expenses and one of the most commonly rejected, usually because the receipt faded or never showed the quantity. Thermal paper from a pump is unreadable within months, which is why so many drivers rebuild these.

What goes on a gas receipt

• Station name, address and station number
• Date and time of the fill
• Pump number
• Fuel grade, such as regular, mid, premium or diesel
• Quantity in gallons or litres, to two or three decimal places
• Price per gallon or litre
• Fuel total, tax if shown separately, and amount paid
• Payment method with the last four card digits
• Odometer or vehicle number if you are running a fleet

An example

A driver fills up on the way to a job. Pump 6, regular unleaded, 14.212 gallons at $3.459 per gallon. Fuel total $49.16, paid by card ending 8830, odometer 84,215.

Without the quantity and the unit price, a claim like this rarely survives review. A receipt showing only $49.16 does not prove it was fuel rather than a sandwich and a coffee.

Fuel receipts and mileage claims

You generally cannot claim both a mileage rate and actual fuel cost for the same trip. Mileage rates already include fuel. Keep fuel receipts when you are claiming actual running costs, or when you run a company vehicle and need the fuel spend recorded against it. If you are reimbursing an employee per mile instead, the receipt is still worth keeping as evidence the trip happened.

Build a fuel receipt

Put the gallons and the pump price into the receipt generator and it works out the total for you. No account, and the file never leaves your device.

Related receipt templates

• General receipt template
• Cash receipt template
• Rent receipt template
• Donation receipt template
• All free templates

Last updated October 2026. General guidance, not tax or legal advice. Expense and mileage rules vary by country and employer.

How do you get a gas receipt after you have left the station?

1. Check your card or bank statement. It shows the station, date and amount, and works as supporting evidence.
2. Open the fuel brand’s app or loyalty account, since many keep a history of fills with the quantity and price.
3. If you use a fuel card, sign in to the card provider’s portal and download the transaction report.
4. Ask the station for a copy by giving the date, pump and card digits. Many can reprint a receipt.
5. Photograph or scan paper receipts the same day, because thermal paper fades.

How is the fuel total worked out?

The total is the quantity multiplied by the price per unit, rounded to the cent. In the example on this page, 14.212 gallons at $3.459 per gallon comes to $49.16. Price per unit is often shown to three decimal places, so a total that does not equal quantity times price is a sign that something was entered wrongly. If your price includes tax, say so. If tax is shown separately, give it its own line.

What does an EV charging receipt need?

Electric vehicle charging is fuel too, and the receipt looks a little different.

Detail	Why it matters
Charging network and station address	Shows where the session took place
Charger or connector ID	Lets the network trace the session
Date, start time and end time	Fixes the session on your trip log
Energy delivered in kWh	The quantity, like gallons for petrol
Price per kWh and any idle or session fee	Explains the total
Total paid and payment method	The amount you can claim
Vehicle registration or card used	Ties the charge to the right vehicle

What should a fleet or business driver log?

For a company vehicle, record the date, odometer reading, quantity, price per unit, total and the vehicle every time you fill up. A simple log makes it easy to calculate fuel economy, spot a leak or an odd fill, and answer an auditor. Keep it next to the receipts so each line has a matching document.

Why must a gas receipt match a real purchase?

Some websites sell receipt makers for any amount. Do not use a template to invent a fill-up. Fuel claims are checked against card records and fuel-card data, and a false receipt is fraud. Use this page only to present a fuel purchase you actually made, with the figures copied from your statement, app or card report, for example when the paper slip has faded.

Which gas receipt mistakes get claims rejected?

• Only a total, with no quantity or price per unit.
• A receipt so faded that the date cannot be read.
• Claiming a fill-up for the wrong vehicle.
• Claiming actual fuel cost and a mileage rate for the same trip.
• Mixing food, a car wash or other store items on the same slip without separate lines.
• No odometer reading on a fleet vehicle.

Related receipts: toll receipt template, parking receipt template, car rental receipt template and taxi receipt template. Read invoice vs receipt for the difference between a bill and a receipt.

Frequently asked questions

Is there a gas receipt generator online?

Yes. The free receipt generator on this page works as a gas receipt generator: enter the pump number, gallons and price per gallon and it lays out the total correctly.

What if the pump receipt has faded?

Reissuing a legible copy from your own records is normal practice, as long as the details match the original transaction. Use the original date, station and amount. Your card statement is the supporting evidence.

Do I need the gallons on a fuel receipt?

For most expense and tax purposes, yes. A filling station sells sandwiches and cigarettes too. The quantity and price per gallon separate fuel from everything else on the forecourt.

Can I claim fuel and mileage together?

Not for the same journey. A mileage rate is designed to cover fuel along with wear and running costs, so claiming both duplicates the fuel element.

How do I get a gas receipt online?

Check your card statement, the fuel brand’s app or loyalty account, or your fuel card provider’s portal. You can also ask the station for a reprint using the date, pump and card digits.

What should an EV charging receipt include?

The network and station address, date and times, kWh delivered, price per kWh, any session fee, the total paid and the vehicle or card used.

Can I claim fuel and mileage for the same trip?

Usually not. A mileage rate normally already covers fuel, so claim one or the other for the same trip. Check your employer or tax authority for the exact rule.

How is a gas receipt total calculated?

Multiply the quantity of fuel by the price per unit and round to the cent. Show tax on its own line if it is not included in the price.