Fleet Budget Calculator Excel (Template)

This free fleet budgeting Excel template helps you calculate your true operating costs, from fuel, maintenance, and wages to insurance and telematics software.
It includes automatic monthly totals, depreciation tracking, and cost-per-mile calculations for accurate budgeting and cost control.

What’s Inside

• Editable Inputs: fleet size, miles per vehicle, MPG, fuel price, maintenance cost per mile, tire costs, wages, insurance, telematics, software, and overhead.
• Operating Costs: fuel, preventive maintenance, repairs, tires, wages, insurance, permits, telematics, rent, utilities, tolls, and training, with auto totals by month.
• Revenue (Optional): billable miles, rate per mile, and additional income fields.
• CapEx Sheet: asset list with unit cost, lifespan, and monthly depreciation formulas.
• Maintenance Planner: auto-estimates for maintenance, tires, and fuel costs.
• Summary Dashboard: total revenue, OpEx, profit, cost per mile, cost per vehicle, and annual miles.

How to Use

1. Open the Inputs tab and update blue cells with your fleet’s data.
2. Each month, add your actual expenses in the Operating Costs tab.
3. (Optional) Enter Revenue details if you bill per mile or trip.
4. Log any new equipment purchases in CapEx to calculate depreciation.
5. View the Summary tab for real-time cost-per-mile, profitability, and performance.

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