Free Gas Station Daily Sales Report Template (Excel)
What's in the daily sales report
The file has three sheets: Fuel Sales, Non-Fuel Sales, and Shift Reconciliation, matching the three things a shift manager reports on at the end of a day.
Fuel Sales is pre-filled with rows for regular, plus/mid-grade, premium, and diesel, each with gallons sold and price per gallon. Non-Fuel Sales is pre-filled with merchandise/c-store, lottery, car wash, food service, and other. Shift Reconciliation is a single form for cash, card, and till figures for the shift.
How fuel revenue and non-fuel totals calculate
On the Fuel Sales sheet, revenue per grade calculates the moment you enter gallons sold and price per gallon for that grade, and total gallons and total fuel revenue sum across every grade below.
On the Non-Fuel Sales sheet, each category's sales figure rolls into a total non-fuel sales figure at the bottom.
How the shift reconciliation works
Enter cash sales, card sales, other tender, and your starting and ending till counts, and the sheet calculates the expected cash in the till as starting till plus cash sales.
Comparing that expected figure to your actual ending till count gives the over/short amount, and a status line flags BALANCED or OVER/SHORT so a shift manager can see at a glance whether the till needs recounting.
Why this beats a blank spreadsheet
Building separate fuel-grade math, non-fuel totals, and a till reconciliation formula from scratch, then re-checking it every shift, is time a station manager doesn't have at close.
This template already has the fuel-revenue-per-grade formula, the non-fuel category totals, and the over/short reconciliation built in - you fill in the day's numbers, and the totals are ready to report up.
How to use it
- Enter gallons sold and price per gallon for each fuel grade - revenue per grade calculates automatically.
- Log non-fuel sales by category: merchandise, lottery, car wash, food service, and other.
- On the Shift Reconciliation sheet, enter cash, card, and other tender plus starting and ending till counts.
- Check the over/short status - it flags BALANCED or OVER/SHORT automatically.
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Small Business Bookkeeping & Tax Dashboard
If you're reconciling more than a single till, the Bookkeeping & Tax Dashboard ($19) adds Schedule C categories, a monthly P&L, and a quarterly tax set-aside from your real net profit.
See the full versionFrequently asked questions
Can I use this gas station sales report in Google Sheets?
Yes. Upload the downloaded file to Google Drive, then open it and choose File > Save as Google Sheets. All the formulas keep working.
How does the over/short calculation work?
Expected cash in the till is your starting till plus cash sales for the shift. The sheet subtracts your actual ending till count from that expected figure to show over or short.
Is this template really free?
Yes. You give an email address to download it, and then it's yours to use with no further cost.
Can I change the fuel grades or non-fuel categories?
Yes, the grades and categories are pre-filled as a starting point - rename or add rows to match what your station sells.
Does it track sales over multiple days or shifts?
Each Shift Reconciliation is a single shift's form. Duplicate the sheet or the file per shift or day if you want a running history.