Business Fleet Cost Tracker – South African Edition
Track Fuel, Maintenance, Driver Costs and Cost per Client — All in One Excel Toolkit
What’s Included
- Business Fleet Cost Tracker Workbook
- Business Fleet Cost Tracker User Guide
- Business Fleet Cost Tracker Employer Handbook
- Business Fleet Cost Tracker One-Page Overview
Key Features
- ✓ vehicle and optional driver registers
- ✓ maintenance and repair cost log
- ✓ cost per kilometre and fuel efficiency
- ✓ client trip cost estimator
- ✓ monthly fleet summary and fuel estimator
- ✓ fuel log with kilometres litres and cost
What This Solves
- ✓ fuel costs are spread across receipts and cards
- ✓ vehicle running costs are hard to compare
- ✓ maintenance spending is not visible by vehicle
- ✓ client trip costs are not tracked consistently
- ✓ no early warning when a vehicle needs service
Who It’s For
- – small fleet operators
- – delivery and service businesses
- – tradespeople and contractors
- – freelancers tracking vehicle costs
- – owners managing business vehicles
How It Helps You
- ✓ shows monthly fuel spend and distance
- ✓ compares running costs across vehicles
- ✓ estimates fuel for client and job trips
- ✓ makes service history easier to review
Why You Need It
- ✓ complete fill-up logs make fuel costs clearer
- ✓ maintenance records reveal true vehicle cost
- ✓ trip costs matter when quoting and pricing work
Frequently Asked Questions
Can I use this tracker for a single vehicle?
Yes. The workbook can track a single vehicle or a small fleet. You can leave the Drivers sheet unused if you are tracking only a personal vehicle, then log fill-ups, maintenance and trips under the same vehicle name.
Can I track repairs and maintenance costs?
Yes. Use the Maintenance sheet to record service dates, repair and tyre costs, odometer readings, supplier details and notes. These entries contribute to the monthly cost view alongside fuel spend, helping you review the cost of keeping each vehicle on the road.
Are the client trip cost figures exact estimates?
They are estimates based on the selected vehicle’s recorded average fuel cost per kilometre and the trip distance you enter. They may not include every operating cost, such as tolls, parking, labour, insurance or depreciation. Use them as a planning reference and apply your own pricing judgment.
Does it connect to fuel cards or GPS systems?
No. Enter fill-up, odometer, maintenance and trip details manually. The workbook does not connect to fuel cards, bank accounts, GPS trackers or vehicle telematics. Consistent entries help the summaries remain useful.
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