Petrol Bill Format: Free Fuel Receipt in Word, Excel & PDF

A petrol bill, or fuel receipt, records a genuine fuel purchase at a fuel station. It can show the station, date and time, dispenser details, fuel rate, quantity or amount, vehicle and payment information. Employees may use genuine petrol bills for fuel or conveyance reimbursement, while businesses use them to track vehicle running costs.

Petrol and diesel are currently outside GST, so the fuel itself should not carry a separate CGST, SGST or IGST charge.

Download petrol bill templates

• Editable Word template (.docx)
• Excel monthly fuel log (.xlsx)
• Filled sample PDF — SAMPLE / DEMO (.pdf)

The filled PDF and image use a fictional station and fictional values and should be visibly marked SAMPLE / DEMO — NOT VALID FOR CLAIMS.

Fuel-station receipts vary by outlet and billing system, but a useful receipt should make the genuine purchase easy to identify and reconcile.

Fuel station

• Station name and address
• Phone number where printed
• Oil-company or dealer reference where the station prints one
• Receipt or invoice number

Fill details

• Date and time of the purchase
• FIP or dispenser number where available
• Nozzle number where available
• Fuel product, such as petrol or diesel, where shown
• Density where the dispenser prints it
• Rate per litre
• Quantity dispensed where recorded
• Total amount charged

Customer and payment

• Vehicle registration number where required
• Customer name where the station or employer records it
• Payment method and reference, such as UPI, card, cash or fleet card
• Odometer reading where maintained for a mileage or fleet record

Field-by-field

Field	What to enter	Why it matters
Receipt number	Station's genuine reference	Identifies the purchase and helps prevent duplicate claims
Date and time	Actual fill date and time	Connects the receipt to the correct claim period
FIP and nozzle	Actual dispenser details where available	Helps connect the receipt to the station's sales record
Product	Fuel actually purchased	Should match the transaction and vehicle
Rate per litre	Actual pump rate charged	Fuel prices can vary by place and date
Quantity	Actual volume dispensed where recorded	Should reconcile with the amount and rate
Vehicle registration	Actual vehicle number where required	Connects the expense to the relevant vehicle
Payment reference	Genuine UPI, card or other reference	Helps reconcile the bill with payment evidence

Consider a fictional petrol purchase in Bengaluru, paid by UPI:

Item	Detail	Amount
Product	Petrol (motor spirit), FIP 2, nozzle 3
Rate	₹103.00 per litre — illustrative only
Volume	30.00 litres
Fuel amount	30.00 L × ₹103.00	₹3,090.00
GST on petrol	Not applicable	—
Total		₹3,090.00

The example can also show a genuine receipt number, date and time, vehicle registration, odometer reading and payment reference. The ₹103 rate is purely illustrative and is not a statement of the current Bengaluru petrol price. Use the actual rate charged at the station on the transaction date.

All names, registration numbers, station details and payment references in the downloadable sample are fictional, and the sample should remain marked SAMPLE / DEMO — NOT VALID FOR CLAIMS.

The Word petrol bill template is a blank editable A4 layout for genuine station, dispenser, fuel, vehicle and payment details.

The Excel fuel log can record multiple genuine fills during a month. Enter the actual date, rate, quantity, amount and odometer readings. The sheet can calculate totals and help track distance and fuel consumption where sufficient odometer and quantity data is available.

The filled sample PDF demonstrates one fictional fuel purchase. All three files download without signing in.

Replace every example value with information from the real transaction. The sample PDF is an example only and should not be submitted as a station-issued receipt.

Petrol and high-speed diesel remain outside the present GST levy. Section 9(2) of the CGST framework provides that GST on petroleum crude, high-speed diesel, motor spirit (petrol), natural gas and aviation turbine fuel applies from a date notified on the GST Council's recommendation.

Current Government petroleum-tax data continues to classify petrol and high-speed diesel as non-GST goods. The Petroleum Planning & Analysis Cell currently publishes central excise and related duties for these products under its Non-GST Goods table and separately publishes the state and Union Territory VAT or sales-tax rates applicable to petrol and diesel.

See the PPAC current central excise table and the PPAC state VAT and sales-tax table.

What this means for a fuel bill

• No GST on the petrol or diesel line. Do not add CGST, SGST or IGST to the fuel merely because a bill template contains a tax field.
• No GST input tax credit on the fuel purchase itself. Since GST is not levied on petrol or diesel, there is no GST charged on that fuel purchase to claim as input tax credit.
• A GSTIN can still appear in some station records. An outlet may be registered under GST for other taxable goods or services, such as lubricants. The presence of a GSTIN does not make the petrol or diesel itself subject to GST.
• Central and state taxes still apply. Petrol and diesel remain subject to the applicable central-duty and state VAT or sales-tax structure. State taxes differ, which is one factor behind differences in retail fuel prices between locations.

For reimbursement purposes, the GST treatment of the fuel and the income-tax or payroll treatment of an employee's fuel reimbursement are separate issues. Follow the employer's reimbursement policy for the actual claim.

• Petrol bill: records one genuine fuel purchase at a fuel station.
• Fuel log: is your own record of multiple fills, often including odometer readings, quantity, amount and trip or business-use information.
• Fuel card statement: is the statement provided for transactions made using a fleet or fuel card.

The Excel log on this page is an organisational record. It does not replace a genuine fuel-station receipt, fuel-card transaction or other original evidence where your employer or business requires it.

1. Open the fuel bill generator and choose one of the available templates.
2. Enter the genuine fuel-station name and address and, where available, its telephone, FCC ID, FIP and nozzle details.
3. Select the actual payment method and enter only a genuine tax or transaction identifier where the original record contains one. A GSTIN field identifies the station; it does not mean GST applies to petrol or diesel.
4. Enter the actual fuel rate, total amount, bill date and time.
5. Add the genuine customer and vehicle details requested by the selected template.
6. Review the live preview carefully, sign in and generate the PDF.

The current generator calculates and displays information according to the selected template. Use it only for a fuel purchase you are authorised to document, and do not invent station, vehicle or transaction details.

Fuel receipts can fade or become difficult to organise over time. A consistent record format makes it easier to keep the same useful information for each genuine fill and to reconcile monthly expenses with bank, UPI, card or fuel-card transactions.

The Excel fuel log can complement the original receipts by keeping dates, quantities, amounts and odometer readings together. Preserve the genuine station evidence as well where your employer or accounting process requires it.

Before saving or submitting a petrol bill PDF, check that:

• The station details correspond to the genuine purchase
• The bill date and time are correct
• The fuel rate and total amount match the actual transaction
• Any displayed quantity reconciles with the amount and rate
• Vehicle details are correct where included
• GST has not been added to petrol or diesel
• Payment information matches the genuine transaction where recorded

Open the generated PDF itself before using it; do not rely only on the preview.

Use these templates only for fuel that was actually purchased and for transactions you are authorised to document.

Do not copy an oil company's logo, a station's dealer identity, GSTIN, address or dispenser information onto a document for a purchase that did not occur there. Do not invent fills, increase the quantity or amount, or create a receipt for fuel that was never purchased.

If an original station receipt is lost or unreadable, ask the station whether it can provide a duplicate or transaction record. Keep genuine card, UPI, bank or fuel-card evidence where available. The fictional sample on this page exists only to demonstrate the format and must not be submitted as evidence of an actual purchase.

• Adding GST to petrol or diesel. These fuels are currently outside GST.
• Amounts that do not reconcile. Where quantity and rate are both shown, their calculation should agree with the actual amount charged.
• Incorrect fuel or vehicle information. Record the product and vehicle that actually relate to the transaction.
• Using an old or illustrative rate. Use the station's actual rate on the transaction date.
• Copying another outlet's details. Station identity must correspond to the genuine purchase.
• Combining separate fills into a fabricated single receipt. Keep each genuine transaction separate and use the Excel log to total multiple fills.

What is the format of a petrol bill?

A useful petrol bill identifies the fuel station and transaction and can show the bill number, date and time, dispenser information, fuel rate, quantity or amount, vehicle and payment details. The exact fields vary by station and billing system.

Is GST charged on petrol in India?

No. Petrol and high-speed diesel are currently classified as non-GST goods. They remain under the applicable central-duty and state VAT or sales-tax structure, so a petrol or diesel fuel line should not show a separate CGST, SGST or IGST charge.

Can I download a petrol bill format in Word?

Yes. The Word template is a blank editable format available without signing in. The page also provides an Excel fuel log and a fictional sample PDF.

What is a petrol slip?

A petrol slip is the receipt printed by a fuel dispenser or station billing system after a purchase. The information printed varies by station but can include the receipt number, date and time, dispenser details, rate, quantity and total amount. Thermal receipts can fade, so preserve a scan or other record of the genuine transaction if needed.

How do I claim fuel reimbursement from my employer?

Requirements vary by employer. A company may ask for original fuel receipts, vehicle details, a monthly fuel log, odometer readings or evidence of business travel. Follow your company's current reimbursement policy rather than assuming every employer uses the same documentation or per-kilometre calculation.

What should I do if I lose a petrol receipt?

Ask the fuel station whether it can retrieve or reissue the transaction from its records. Keep genuine payment evidence such as a UPI, card, bank or fuel-card transaction where available. Do not recreate the station's receipt and submit it as though the station issued it.