Free templates

Eight spreadsheets, and every derived cell is a formula

The formats the guides argue for, as files you can open. No email, no sign-up, no watermark — and nothing that expires.

Excel .xlsx

Daily sales report

The whole day in five sheets — meter readings, sales by fuel, stock per tank, collections by type, and a reconciliation that computes itself.

  • Meter readings — one row per nozzle per shift, litres sold computed
  • Sales by fuel — litres rolled up by grade and valued at the day's rate
  • Stock — one row per tank, book stock and variance computed
  • Collections — cash, UPI, card, fleet and credit as five separate lines
  • Reconciliation — entirely computed from the other four
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Excel .xlsx

Monthly stock register

A month per tank with the daily variance computed down the column — because a variance is meaningless as one figure and diagnostic as a series.

  • One sheet per tank, 31 days, opening carried from yesterday's dip
  • Book stock, variance and variance as a share of throughput, all computed
  • Summary — every tank side by side, because a total hides a drifting one
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Excel .xlsx

Credit ledger (udhar)

Every fill and every settlement, with balances aged into buckets automatically — because a balance without an age is not information.

  • Transactions — one row per fill and per settlement, sale value computed
  • Customers — balances and ageing pulled from the transactions by formula
  • Ageing buckets: current, 30, 60 and 90-plus days
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Excel .xlsx

Tanker delivery log

Invoiced quantity against what actually entered the tank, with the 15 °C correction built in — so a warm delivery stops looking like a shortage.

  • Deliveries — seals, density, temperature, dips before and after
  • The volume correction factor computed per row from ASTM D1250 constants
  • Constants — the published product-group values the correction uses
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Excel .xlsx

Shift handover sheet

One block per shift with the people named at the top and the difference computed at the bottom — because a shortfall that belongs to a shift is answerable tonight.

  • Three shift blocks a day; one you do not run stays blank
  • Collections by type, with drawer payouts added back and the float taken out
  • Difference computed per shift and for the day
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Excel .xlsx

Monthly expense register

Every recurring cost grouped, led by the two that are never a payment — evaporation priced at what you paid, and the working capital tied up in every load.

  • A month per sheet, 25 lines grouped into staff, site, statutory and financial
  • Evaporation and working capital above the payments, where a bank statement misses them
  • Compare — three months side by side with the movement computed
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Excel .xlsx

Fuel quality check log

One row per check, with the density corrected to 15°C before it is compared — because an uncorrected reading looks out of tolerance when nothing is wrong.

  • Quality checks — 28 rows, date, product, nozzle, reading, temperature, filter paper and water
  • The correction to 15°C computed in two visible columns, so a supplier can see what was applied
  • Constants — the ASTM D1250 coefficients the lookup uses, stated rather than buried
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Excel .xlsx

Tank dip chart

The chart taped inside every office, generated from your own tank. Enter the internal diameter and length once and every millimetre computes.

  • Dip chart — 0 to 3,000 mm in 10 mm steps, litres computed by circular segment
  • A litres-per-10mm column, because the rise is not linear and that is the point
  • Rows past your diameter blank themselves rather than repeating the full tank
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What is in it →

All eight open in Excel, LibreOffice, WPS and Google Sheets. No email, no sign-up, no watermark.

Why every derived cell is a formula

That is the whole reason to give away workbooks rather than printable tables, and it is the one thing all eight have in common.

A sheet where the derived figure is typed teaches exactly the habit that makes reconciliation pointless: the moment one side of a check can be adjusted to agree with the other, it has stopped checking anything. Book stock has to compute, or it can always be nudged until the dip agrees.

The failure you cannot see

Overwriting a formula with a value is undetectable by looking at the sheet. It still adds up, the totals stay internally consistent, and the only symptom is that a check which used to catch things silently no longer does. If you share a file, share the original rather than a copy somebody has been working in.

Each one has a guide behind it

The template is the format; the guide is the argument for it. A spreadsheet nobody knows how to fill in is a spreadsheet nobody fills in, so every file here links to the guide that explains what each block is doing and why.

If you would rather work the numbers than the format, there are ten calculators as well, none of them gated either.

When a spreadsheet stops being enough

Worth saying plainly on a page giving them away. For a single outlet with one person doing the entry, these are a real answer and they cost nothing. They stop being one at four specific points, none of which is a revenue figure.

  • More than one person entering. A spreadsheet has no concept of a role, so anybody who can open it can change last month.
  • More than one outlet. Comparing two files by hand is a job; comparing eight is not one anybody does.
  • Needing yesterday’s figures while standing on the forecourt. A file on an office computer is not available where the questions get asked.
  • Wanting a trend rather than a figure. A variance is diagnostic as a series, and stitching thirty files together to see one is work nobody keeps doing.

Questions about the templates

Is it really free?

Yes. No email, no sign-up, no watermark. Download them, change them, share them — they are spreadsheets, not a trial.

Which spreadsheet programs do they work in?

They are standard .xlsx files, so Excel, LibreOffice Calc, WPS and Google Sheets all open them. The formulas are ordinary ones — IF, SUM, VLOOKUP and cross-sheet references — with nothing that depends on a particular program.

Why are there sample figures in them?

Because an empty template is hard to understand. The samples tie to each other across the sheets, so you can see what feeds what before you clear them. Each file's Read me says to clear them before your first day.

Can I add my own columns?

Yes, and that is one of the genuine advantages a spreadsheet has. Just be careful around the formula cells: overwriting one is undetectable by looking at the sheet, because the totals stay internally consistent while the check quietly stops checking.

Do I still need software if I use these?

Not necessarily. For one outlet with one person entering everything, a disciplined spreadsheet is a real answer. It stops being one when more than one person enters data, when you have more than one outlet, or when you need somebody to be unable to change last month — a spreadsheet has no concept of a role.

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