Gas Station Receipt Generator
Create a fuel receipt showing gallons pumped, price per gallon, pump number and payment method. Essential for mileage reimbursement, fleet records and fuel expense claims when the pump printer was out of paper.
Common uses for a gas station receipt
- Fuel expense claims when the pump didn't print a receipt
- Mileage and fleet expense documentation
- Company car fuel logs
- Replace faded thermal fuel receipts
FUEL RECEIPT
Route 66 Fuel Stop
3401 Highway 66
Flagstaff, AZ 86001
(928) 555-0134
06/11/2026 10:50 · Receipt #281130
| Item | Qty | Price | Total |
|---|---|---|---|
| Unleaded 87 (Gal) | 12.418 | $3.46 | $42.95 |
Drive safe. Thank you!
281130
Using a gas receipt for an expense claim
The threshold is a number, not a judgement call. IRS Publication 463 (opens in a new tab) requires documentary evidence — a receipt — for any lodging expense and for any other expense of $75 or more. Below $75, and for non-lodging costs, a written record may be accepted instead, though most employers set a stricter bar than the IRS does.
The same publication sets out what that evidence has to show: the amount, the date, the place, and the nature of the expense. A gas receipt that records a total but not what was bought fails the last of those, which is why itemisation matters more on an expense claim than it does at the till. Check your employer's own policy as well — it binds you whether or not the IRS threshold does.
Gas receipt FAQ
How do I show gallons and price per gallon on the receipt?
Use the quantity field for gallons (decimals like 12.418 are supported) and the price field for the per-gallon rate. The receipt automatically multiplies them, so '12.418 × $3.45' displays exactly like a real pump receipt.
What if the gas pump didn't print my receipt?
Pump printers frequently run out of paper. Recreate the transaction here with the station name, date, fuel grade, gallons and total from your bank statement, then attach the PDF to your expense report alongside the card statement line.
Sources & references
The rules cited on this page, with what each one is cited for. They describe how gas receipts are treated — they are not advice about your own situation.
- Publication 463: Travel, Gift, and Car Expenses (opens in a new tab)
Internal Revenue Service · US
What a receipt must show to substantiate a business expense: amount, date, place and the nature of the expense.
Sources last checked August 19, 2026. We re-verify every link monthly and update the dates above. Citing these rules is not legal or tax advice — see our editorial policy.
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