How to Track Fuel Records and Calculate Mileage in Google Sheets

 

Managing fuel records and calculating mileage is essential for tracking vehicle efficiency and budgeting fuel costs. In this guide, we'll show you how to create a mileage tracker in Google Sheets, including step-by-step instructions and formulas to calculate mileage accurately, even when partial fills are involved.

Why Track Mileage?

Tracking mileage helps:

• Optimize fuel efficiency.

• Monitor vehicle health.

• Budget fuel costs effectively.

Step 1: Set Up Your Google Sheet

1. Open Google Sheets and create a new spreadsheet.

2. Add the following headers to your sheet (Row 1):

   • Date: The date of the fuel fill.

   • Fuel Qty (Litre): Amount of fuel filled (in liters).

   • Cost (INR): Total cost of the fuel filled.

   • Kilometer: Odometer reading after the fill.

   • Partial Fill: Mark TRUE if it is a partial fill, otherwise FALSE.

   • Mileage (KM/L): Mileage calculated for each fill.

Step 2: Enter Your Data

Input your fuel fill data in the respective columns. Ensure to:

• Record the odometer reading after every fill.

• Indicate whether the fill is partial or complete in the Partial Fill column.

Step 3: Add the Mileage Formula

To calculate mileage, you need to consider:

• Distance traveled: Difference between the current and previous odometer readings.

• Fuel used: Current fill plus any accumulated partial fills.

Use the following formula in cell F3 (assuming your data starts in Row 2):

=IF(E3=TRUE, "", (D3 - D2) / (B3 + SUMIF(E$2:E2, TRUE, B$2:B2)))

Explanation of the Formula

• E3=TRUE: If the current row is marked as a partial fill, leave the mileage cell blank.

• D3 - D2: Calculates the distance traveled since the last entry.

• B3 + SUMIF(E$2:E2, TRUE, B$2:B2): Total fuel used, including current fill and accumulated fuel from partial fills.

Step 4: Drag the Formula Down

Drag the formula in column F down to apply it to all rows. This will calculate mileage for all rows with Partial Fill = FALSE.

Step 5: Reset Partial Fill Accumulation (Optional)

If you'd like to explicitly track accumulated partial fills, add a helper column:

• Header: "Accumulated Fuel"

• Formula (in G3):

=IF(E3=TRUE, G2 + B3, 0)

This formula tracks fuel accumulated from partial fills until a full fill is recorded.

Step 6: Analyze Your Data

• Highlight rows with the highest and lowest mileage to identify patterns.

• Use charts to visualize trends in mileage over time.

Sample Data

Download the Sample Sheet

Download Sample Google Sheet Template

Conclusion

Using Google Sheets to track your fuel records and mileage is a simple and effective way to monitor your vehicle’s efficiency. With the formulas and setup described above, you’ll have a clear picture of your fuel usage and costs.

Start your mileage tracking journey today and drive smarter!