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Gas Receipt Template

A gas receipt records a fuel purchase: the station name and address, date, fuel grade, gallons or litres, price per unit, and the total paid. Drivers claiming mileage or fuel costs also need the pump number and often the vehicle or odometer reading. You can make one free below.

Gas receipt template filled in with gallons, price per gallon, pump number and odometer reading for a fuel expense claim.
Quantity and price per gallon are what make a fuel receipt claimable.

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

Frequently asked questions

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.