2026 Truck Driver Trip Sheet Template for Excel — Free Template

1. Set assumptions and operating lists

Begin on Settings by updating the assumption cells B4:B6 for target revenue per mile, target miles per gallon, and target maximum empty-mile percentage. The populated values are $2.25 per mile, 7.00 miles per gallon, and 15%, and they can be replaced with your own operating targets.

Current lists cover trip statuses, load types, expense categories, payment methods, drivers, trucks, trailers, state codes, and the Dashboard driver filter. Keep entries together without blank rows when possible. Driver names appear in both the Drivers list and the separate Dashboard Driver Filter, so update both areas when needed.

2. Replace sample trips with working trip records

Continue to Trip Log, which has 500 prepared rows from row 5 through row 504. Populated records are samples, and the blank prepared rows are available for operating entries. Use one row per Trip ID. The input cells cover status, driver, truck and trailer numbers, dispatch and appointment dates, origin and destination, BOL or load number, load type, odometer readings, loaded miles, gross revenue, and trip notes.

Keep the calculated cells unchanged. Total Miles subtracts Start Odometer from End Odometer, and Empty Miles subtracts Loaded Miles from Total Miles. Formulas also return Fuel Gallons, Fuel Cost, Other Expenses, Total Expenses, Net Trip Margin, Revenue per Mile, Cost per Mile, Miles per Gallon, and the trip Data Check.

3. Link fuel and expenses to each trip

On Expenses, use one row for each transaction within the 500-row prepared range. Enter Expense ID, Trip ID, Expense Date, Category, Vendor, City, State, Gallons when applicable, Amount, Payment Method, Receipt or Reference, and Notes. Select the same Trip ID used on Trip Log so each amount is assigned to the correct trip.

For Diesel Fuel transactions, enter gallons and the actual amount in U.S. dollars. Cost per Gallon is calculated by dividing Amount by Gallons. The Data Check is also calculated, so neither output should be overwritten. Sample expense rows illustrate fuel and toll entries; use available blank rows for current transactions.

4. Choose a dashboard reporting period

Finish on Dashboard by entering or selecting Start Date, End Date, and Driver. Valid dates run from 2020 through 2035, and End Date must be on or after Start Date. Choose All Drivers for a fleet view or a listed name for an individual view.

Review Total Trips, Completed Trips, Total Miles, Loaded Miles, Gross Revenue, Fuel Cost, Total Expenses, Net Trip Margin, Fuel Gallons, Average Miles per Gallon, Revenue per Mile, Cost per Mile, Empty Mile Percentage, Open Trips, and issue counts. Trip summaries use Dispatch Date from Trip Log.

Dispatch records combine equipment, timing, locations, load references, and financial information in one row. Separate city and state fields document the origin and destination, while the state cells use the list maintained on Settings. Pickup and delivery fields accept both dates and times.

Start Odometer and End Odometer are entered by the user. Total Miles is their calculated difference. Loaded Miles is another user entry, allowing Empty Miles to be calculated as Total Miles minus Loaded Miles. Those results feed the dashboard mileage and efficiency summaries.

Expense transactions connect to the Trip Log through Trip ID. Multiple expenses may reference one trip as long as every Expense ID remains unique. This structure accommodates separate fuel, toll, DEF, and other transactions drawn from the category list on Settings.

Diesel amounts and gallons are summed into Fuel Cost and Fuel Gallons for the matching trip. Remaining linked amounts become Other Expenses. Total Expenses combines fuel and other costs, while Net Trip Margin subtracts that result from Gross Revenue.

Selecting a date range and driver updates formula-based dashboard summaries. Revenue per Mile divides gross revenue by total miles, Cost per Mile divides total expenses by total miles, and Average Miles per Gallon compares total miles with linked diesel gallons. Empty Mile Percentage compares miles not loaded with total miles.

Formula results in the driver summary include trips, total miles, gross revenue, total expenses, net trip margin, average MPG, and revenue per mile. The included chart uses driver names and Net Trip Margin from the first four driver-summary rows.

Color guidance identifies yellow inputs, blue calculations, green OK results, and red records needing review. The Data Check columns can identify duplicate IDs and missing required information. Trip checks also review completed records for missing delivery, odometer, loaded-mile, or revenue details.

Row-level expense checks can report an unknown Trip ID, a negative amount, or missing gallons for Diesel Fuel. Dashboard issue totals count trip checks within the selected dispatch period. The expense issue total uses Expense Date and is labeled for all drivers.