About this template
The Vehicle Tracking Report Google Form Template streamlines how your organization logs business travel, monitors fleet usage, and calculates trip-related expenses. Designed for operations teams, field supervisors, and fleet managers, this template captures all necessary journey metrics in a single submission—from driver details and departure locations to mileage counters and fuel costs.
Accurate trip logging is critical for tax deductions, maintenance scheduling, and controlling operational costs. Instead of messy paper logs or scattered spreadsheets, drivers can quickly complete this form from any mobile device as soon as a trip concludes. Fleet administrators gain centralized, organized data streamed directly into Google Sheets, making it easy to generate audit-ready reports, track fuel efficiency, and monitor vehicle wear and tear over time.
Doc2Form lets you instantly publish this template to your Google Drive, allowing you to customize questions, add specific vehicle identification numbers, and start collecting structured travel data immediately without complex setup.
Key features
- Capture driver identification, vehicle numbers, and departmental assignments effortlessly.
- Record precise departure and return timestamps alongside locations.
- Track odometer readings in kilometers or miles to calculate total distance.
- Itemize fuel expenses, repair costs, and incidental travel expenses.
- Automatically organize submissions in Google Sheets for instant fleet reporting.
Use cases
Tracking daily mileage and fuel consumption for company-owned deliver…
Tracking daily mileage and fuel consumption for company-owned delivery vans.
Logging field service vehicle usage by contractors visiting client si…
Logging field service vehicle usage by contractors visiting client sites.
Submitting travel reimbursement and expense reports for business trips.
Monitoring vehicle maintenance intervals based on total distance trav…
Monitoring vehicle maintenance intervals based on total distance traveled.
What this form collects
- Driver Full Name (Short answer)Enter your first and last name.
- Email Address (Short answer)Enter your company email address for follow-up if needed.
- Phone Number (Short answer)Provide a reliable phone number where you can be reached during travel.
- Department Name (Dropdown)Select your department or business unit.
- Vehicle Number or License Plate (Short answer)Enter the assigned vehicle ID number, fleet number, or license plate.
- Departure Location (Short answer)Enter the starting address or facility name.
- Destination (Short answer)Enter the final destination address or client site name.
- Departure Date & Time (Date)Select when you started the trip.
- Return Date & Time (Date)Select when you returned or completed the trip.
- Total Trip Duration (Short answer)Enter the total elapsed time for the trip (e.g., 3 hours 30 minutes).
- Total Kilometers / Miles Traveled (Short answer)Enter the total distance covered during the trip.
- Engine Fuel Type (Multiple choice)Select the type of fuel used by the vehicle.
- Fuel Cost (Short answer)Enter the total monetary amount spent on fuel for this trip.
- Major Repairs or Maintenance (Paragraph)Describe any unexpected mechanical issues, repairs, or service performed during the trip.
- Remarks & Additional Notes (Paragraph)Add any other comments regarding traffic, route conditions, or trip purpose.
FAQ
How do I use this vehicle tracking template?
Simply click to convert and deploy this template directly into your Google Drive using Doc2Form. You can then customize the form fields, adjust vehicle lists, and share the link with your drivers.
Can drivers fill this out on their mobile phones?
Yes. Because it runs on Google Forms, drivers can easily open the form on smartphones or tablets while on the road to log their trips instantly.
Where is the trip data stored?
All form submissions are automatically saved to a connected Google Sheet, giving your fleet managers real-time access to mileage logs and expense totals.
Can I customize the fields to track specific maintenance needs?
Yes, you have full control in Google Forms to add, remove, or edit questions to match your exact fleet management and reporting requirements.
Is this template free to use?
Yes, this template is completely free to copy, customize, and deploy for your business needs.
Get this form in your Google Drive
Save a copy to your Google Drive with one click (uses 1 credit). Or build from a PDF or description in the app.