Free Fleet Templates — Excel & PDF

Fleet Management Templates That Actually Save Time

Auto-calculating formulas

Excel & PDF formats

$0 Cost · No sign-up for PDF

Get All Excel Templates Free

First Name

Last Name

Work Email

Phone

Company

Fleet Size

Free forever · No credit card required

Browse Templates

Fleet Fuel Log Template

Track every litre, every kilometre and every fuel cost across your entire fleet.

View Template

Document Expiry Tracker

Never let a vehicle registration, insurance or driver licence expire unnoticed.

View Template

Vehicle Service Schedule

Plan, track and cost every service — from oil changes to annual major services.

View Template

Fleet KPI Dashboard

Track 15 fleet KPIs across operations, fuel, maintenance, safety and compliance.

View Template

One Pattern, Four Templates

Built on the Same Logic

Every template in this library follows the same structure, so once you've used one, the others feel familiar.

Enter raw data in one sheet

Numbers only, no formulas required from you. Total vehicles, litres consumed, costs incurred, incidents logged.

Calculated metrics appear automatically

Cost per km, PM percentage, compliance rate, days remaining. All derived from your inputs.

Summary views update without you touching them

Dashboards, cost summaries, trend rows and status indicators recalculate every time the file opens.

Colour-coding shows status at a glance

Every template uses the same convention: red means action required now, amber means act this week, green means all clear.

Google Sheets compatible

All templates use standard Excel functions (IF, SUM, SUMIF, DAYS, TODAY, IFERROR). Upload the .xlsx file to Google Drive and open with Sheets. Everything works.

The Honest Comparison

Templates Get You Organised. TransportSimple Keeps You There.

	These Templates	TransportSimple
Cost	Free	Subscription
Data entry	Manual monthly	Automatic from telematics, fuel cards, job cards
Alerts	None — you check the file	Push alerts at 90, 60, 30 days before expiry or service due
Vehicle limit	30–35 per file	Unlimited
Real-time visibility
Driver app
Best for	Fleets under 20 vehicles or just getting organised	Fleets ready to eliminate manual reporting entirely

The right time to move to TransportSimple is when filling in the spreadsheet takes longer than acting on what it tells you. For most fleet managers, that point arrives between 15 and 25 vehicles.

Common Questions