Fuel Invoice Template: Complete Billing Guide for Fuel Businesses
Running a gas station or fuel delivery service requires accurate, detailed invoicing. A fuel invoice template helps you track fuel types, quantities, rates per liter, and vehicle information—ensuring accurate billing and compliance with tax regulations.
Why Fuel Invoices Need Special Templates
Unique Requirements:
1. Multiple Fuel Types
- Regular/Unleaded
- Premium/Super
- Diesel
- CNG/LPG
- Each with different pricing
2. Volume-Based Pricing
- Price per liter/gallon
- Quantity dispensed
- Automatic total calculation
3. Vehicle Information
- Vehicle registration number
- Odometer reading
- Driver name
4. Tax Compliance
- Fuel surcharges
- Environmental fees
- Road tax
- GST/VAT applicable
5. Delivery Details (for bulk delivery)
- Delivery location
- Tank capacity
- Time of delivery
- Delivery personnel
Essential Elements of a Fuel Invoice
1. Fuel Station/Supplier Details
- Business name and address
- Fuel station ID or license number
- GST/Tax registration number
- Contact information
2. Customer Information
For Retail (Walk-in):
- Customer name (optional)
- Vehicle registration number
- Phone number (for fleet clients)
For Commercial/Fleet:
- Company name
- Fleet ID
- Billing address
- Tax ID
3. Fuel Transaction Details
- Date and time of fueling
- Fuel type (petrol, diesel, etc.)
- Quantity (liters or gallons)
- Rate per unit
- Total amount
4. Vehicle Information
- Registration/License plate number
- Odometer reading (optional but useful)
- Driver name (for fleet vehicles)
5. Payment Information
- Payment method (cash, card, credit account)
- Invoice number
- Due date (for credit accounts)
Fuel Invoice Template Examples
Retail Gas Station Invoice
FUEL INVOICE
ABC Petrol Pump
123 Highway Road, City Name
License #: FP-12345
GSTIN: 29ABCDE1234F1Z5
Ph: (555) 123-4567
Invoice #: FI-2025-00123
Date: January 15, 2025
Time: 10:30 AM
CUSTOMER DETAILS:
Vehicle No: MH-12-AB-1234
Customer: John Doe (Optional)
Phone: (555) 987-6543
FUEL DETAILS:
Fuel Type Qty (L) Rate/L Amount
-----------------------------------------------
Premium Petrol 45.50 ₹102.50 ₹4,663.75
SUBTOTAL: ₹4,663.75
GST (5%): ₹233.19
TOTAL: ₹4,896.94
Payment Method: Credit Card (****1234)
Odometer Reading: 45,250 km
Thank you for your business!
Visit us again!
Fleet/Commercial Fuel Invoice
FUEL INVOICE
XYZ Fuel Supply Co.
Commercial Fuel Division
456 Industrial Area, City
GSTIN: 27WXYZ5678G1H2
Ph: (555) 234-5678
Invoice #: COM-2025-456
Date: January 15, 2025
Payment Terms: Net 30
BILL TO:
ABC Transport Ltd.
Fleet ID: FLT-1001
789 Business Park
Attn: Fleet Manager
fleet@abctransport.com
FUEL TRANSACTIONS - JANUARY 2025
Date Vehicle# Fuel Type Qty(L) Rate/L Amount
----------------------------------------------------------------
01/15/25 MH14-XY-5678 Diesel 150 ₹89.50 ₹13,425.00
01/15/25 MH14-AB-9012 Diesel 180 ₹89.50 ₹16,110.00
01/16/25 MH14-CD-3456 Diesel 160 ₹89.50 ₹14,320.00
Total Quantity: 490 Liters
SUBTOTAL: ₹43,855.00
GST (12%): ₹5,262.60
TOTAL: ₹49,117.60
Payment Due: February 15, 2025
Payment Methods: Bank Transfer, Cheque
Bank Details:
ABC Bank, Account: 1234567890
IFSC: ABCD0001234
Terms & Conditions:
- Payment due within 30 days
- Late payment interest: 2% per month
- Prices subject to change
Bulk Fuel Delivery Invoice
FUEL DELIVERY INVOICE
Premium Fuel Logistics
Bulk Fuel Delivery Services
Address: 321 Port Road, City
GSTIN: 36PQRS7890K1L2
Ph: (555) 345-6789
Invoice #: BFD-2025-789
Delivery Date: January 15, 2025
Delivery Time: 2:00 PM
DELIVER TO:
Industrial Manufacturing Co.
Site Address: Factory Complex, Plot 45
Industrial Area Phase-II
Contact: Site Manager
Ph: (555) 456-7890
DELIVERY DETAILS:
Fuel Type: High Speed Diesel (HSD)
Quantity Ordered: 5,000 Liters
Quantity Delivered: 5,000 Liters
Tank Capacity: 10,000 Liters
Current Level Before: 2,500 Liters
Current Level After: 7,500 Liters
Rate per Liter: ₹88.00
Base Amount: ₹4,40,000.00
ADDITIONAL CHARGES:
Delivery Charge: ₹2,000.00
Handling Fee: ₹1,000.00
SUBTOTAL: ₹4,43,000.00
GST (18%): ₹79,740.00
TOTAL: ₹5,22,740.00
Delivered By: Driver Name - License# DL123456
Received By: _________________ (Signature)
Payment Terms: Due upon receipt
Method: Bank Transfer / Cheque
Quality Certificate: QC-2025-456 (Attached)
Batch Number: BTH-15012025
CNG/LPG Invoice
FUEL INVOICE
GreenFuel CNG Station
Eco-Friendly Fueling
567 Main Street, City
License #: CNG-567
GSTIN: 29GHIJ1234M5N6
Invoice #: CNG-2025-321
Date: January 15, 2025
Time: 11:15 AM
CUSTOMER:
Vehicle No: DL-8C-AH-1234
Customer: Taxi Service Co.
Driver: Rajesh Kumar
FUEL DETAILS:
Fuel Type: Compressed Natural Gas (CNG)
Quantity: 18.50 kg
Rate: ₹75.00 per kg
Amount: ₹1,387.50
SUBTOTAL: ₹1,387.50
GST (5%): ₹69.38
TOTAL: ₹1,456.88
Payment: UPI - GooglePay
Reference: TXN123456789
Odometer: 78,450 km
Previous Fill: 78,150 km
Distance Covered: 300 km
Thank you for choosing clean fuel!
Pricing Models for Fuel Invoices
1. Retail Pump Price
Standard pricing:
- Display board rate
- Updated daily based on market rates
- Same for all retail customers
2. Commercial Discount Pricing
For fleet/bulk customers:
- Base rate minus discount (e.g., ₹2 per liter off)
- Volume-based discounts
- Monthly negotiated rates
3. Bulk Delivery Pricing
Components:
- Base fuel cost per liter
- Delivery charges
- Handling fees
- Minimum order quantities
4. Credit Account Pricing
For regular customers:
- Fixed monthly rates
- Credit period (Net 30)
- Volume commitments
Tax Considerations for Fuel Invoices
India (GST on Fuel):
Petrol/Diesel:
- Not under GST currently
- Subject to excise duty and VAT
- State-specific taxes apply
CNG/LPG:
- GST applicable (5%)
- Input tax credit available
Always check current tax regulations in your jurisdiction!
Invoice Tax Display:
Diesel: 50 Liters @ ₹90/L ₹4,500.00
(Includes excise duty and state VAT as per regulations)
Or for GST-applicable fuels:
CNG: 20 kg @ ₹75/kg ₹1,500.00
GST (5%): ₹75.00
TOTAL: ₹1,575.00
Special Features for Fleet Invoices
1. Multiple Transactions
Consolidate multiple fueling into one invoice:
FLEET SUMMARY - JANUARY 2025
Client: ABC Logistics
Fleet Size: 25 vehicles
Total Transactions: 150
Total Fuel Dispensed: 7,500 Liters
Average per Vehicle: 300 Liters
Total Amount: ₹6,75,000.00
Detailed transaction list attached.
2. Driver Tracking
Date Driver Name Vehicle# Liters Amount
--------------------------------------------------------
01/15/25 Ramesh K. MH-12-1234 150 ₹13,500
01/15/25 Suresh P. MH-12-5678 180 ₹16,200
3. Route Information
For logistics companies:
Route: Mumbai to Pune
Distance: 150 km
Fuel Consumed: 45 Liters
Fuel Efficiency: 3.33 km/L
Digital vs Paper Fuel Invoices
Digital Advantages:
- Automatic calculation
- No manual errors
- Easy record-keeping
- Email directly to customers
- Integrate with accounting software
- Environmentally friendly
When to Use Paper:
- Retail walk-in customers
- Backup when systems down
- Regulatory requirements
- Customer preference
Common Fuel Invoicing Mistakes
❌ Mistake #1: Wrong Fuel Type
Problem: Invoice says "Petrol" but dispensed "Diesel" Solution: Double-check pump selection before finalizing
❌ Mistake #2: Incorrect Quantity
Problem: Meter reading error Solution: Verify quantity on pump display matches invoice
❌ Mistake #3: Missing Vehicle Details
Problem: Fleet client can't track which vehicle filled up Solution: Always record vehicle registration number
❌ Mistake #4: Tax Calculation Errors
Problem: Wrong GST rate or missing taxes Solution: Use automated invoice generator with correct tax rates
❌ Mistake #5: No Payment Proof
Problem: Customer disputes payment Solution: Keep digital payment references, card receipts, or cash vouchers
Fuel Invoice Best Practices
1. Real-Time Invoicing
Generate invoices immediately at point of sale—don't delay.
2. Sequential Numbering
Use continuous invoice numbers:
- FI-2025-00001, FI-2025-00002, etc.
- Never skip numbers
- Maintain separate series for retail vs commercial if needed
3. Backup Records
Keep copies of:
- Daily fuel sales reports
- Pump reading logs
- Payment receipts
- Delivery challans (for bulk delivery)
4. Regulatory Compliance
Ensure invoices meet:
- Local fuel retail regulations
- Tax department requirements
- Pollution control norms
- Safety standards
5. Customer Communication
For commercial clients:
- Send invoices via email
- Provide monthly statements
- Offer online payment options
- Give advance notice of rate changes
Using a Fuel Invoice Generator
Benefits:
1. Speed Generate invoices in seconds at the pump
2. Accuracy Automatic calculations eliminate errors
3. Compliance Pre-configured with tax rates and required fields
4. Professional Consistent, branded invoices
5. Record-Keeping Digital copies for easy retrieval
Must-Have Features:
- ✅ Multiple fuel type support
- ✅ Automatic quantity × rate calculation
- ✅ Vehicle detail fields
- ✅ GST/tax calculation
- ✅ Fleet/commercial templates
- ✅ PDF generation
- ✅ Mobile-friendly (for on-site delivery)
Frequently Asked Questions
Do I need separate invoices for each fuel type?
No. One invoice can list multiple fuel types. For example:
Diesel: 100L @ ₹90/L = ₹9,000
Petrol: 50L @ ₹105/L = ₹5,250
Total: ₹14,250
How do I handle partial fills for commercial clients?
Track each transaction separately and create a consolidated monthly invoice:
Date Qty Rate Amount
01/05 150L ₹89/L ₹13,350
01/12 180L ₹90/L ₹16,200
01/20 160L ₹89.50/L ₹14,320
Total: 490L ₹43,870
What if fuel prices change during the billing period?
Show each transaction with the rate applicable on that date. Your consolidated invoice should reflect actual prices charged.
Do I need odometer readings?
Not mandatory, but highly recommended for:
- Fleet management
- Fuel efficiency tracking
- Fraud prevention
- Audit trails
How long should I keep fuel invoice records?
Minimum: 6 years (tax requirements in most countries) Recommended: 7-10 years Best practice: Digitize and keep indefinitely
Conclusion
Professional fuel invoices are essential for:
- ✅ Accurate billing
- ✅ Tax compliance
- ✅ Fleet management
- ✅ Fraud prevention
- ✅ Business record-keeping
Use a fuel invoice generator to create compliant, professional invoices that meet regulatory requirements and provide clear documentation for both you and your customers.
Create Fuel Invoices Now
- Generate Fuel Invoice → - Free template for gas stations
- View Sample Templates → - See fuel invoice examples
- Learn About GST on Fuel → - Tax compliance guide
Last updated: December 2024 Note: Tax rates and regulations vary by location. Consult local authorities for compliance.