Fuel Card and Expense Reconciliation

Who this is for

A fuel card statement checked line by line. Each transaction takes what the receipt said and what the statement said, and the sheet shows the difference, counts the missing receipts and compares the total with the statement figure you entered.

Drivers who have to account for a company card, small firms checking a card statement before it is paid, and anyone reclaiming fuel and needing the receipts to match.

What this helps you track

• Every transaction on the card, with the date and where it was taken
• What the receipt said against what the statement charged
• The difference on each line, and across the whole period
• Which transactions have no receipt behind them
• Whether the lines you have listed add up to the statement total

How to use it

1. Write the card holder, the last four digits of the card, the vehicle and the period at the top, then the statement total as printed on the statement.
2. Enter one row per transaction from the statement: the date, the merchant, the units and the amount charged.
3. Go through the receipts and enter what each one says in the receipt column, ticking the box as you match it.
4. The difference column and the totals are worked out in the browser and the workbook; on paper, subtract across each row.
5. Write the odometer reading where the receipt or the driver recorded one, so a transaction can be tied to a journey.
6. Compare the summary with the statement total. Query any line with a difference or a missing receipt before the statement is paid.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

What does a difference on a line mean?

Only that the two figures disagree — a mistyped amount, a service charge, a different currency, or a transaction that is not yours. The sheet flags it; finding out why is the phone call that follows.

Why record units as well as the amount?

Because a price alone hides a great deal. Units against distance is how a consumption figure is worked out, and an unusual quantity is often the first sign that a card is being used by someone else.

Do I need a receipt for every transaction?

What your employer or your tax authority expects is their rule, not ours. The tick column and the count of missing receipts exist so you know where you stand before anyone asks.

Can one sheet cover several cards?

Use one sheet per card and per statement period — that is what makes the comparison with the statement total meaningful. For several vehicles' costs side by side, the multi-vehicle fleet tracker is the place.