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FreeDELIVERY COST

Fuel Expense & Mileage Calculator

Calculate delivery trip fuel costs with petrol/diesel rates and customer markup.

100% client-side. Nothing you type is uploaded or stored on a server.

"Delivery charges ₹60" is either a bargain for the customer or a slow leak for you — and most delivery businesses never check which. Fuel is the largest variable cost of every trip, but tolls, parking, a driver's time and wear add up too. This calculator turns a trip (or a day's route) into a cost per trip and per kilometre from distance, mileage and today's fuel price, adds other costs, applies your markup, and shows what to charge — for two-wheeler deliveries, tempo runs, field service visits and client travel that you bill back.

The arithmetic

Fuel cost = Distance ÷ Mileage × Fuel price. A 38 km round trip on a scooter doing 45 km/l at ₹96 a litre costs ₹81 in petrol. Add ₹0 tolls and a ₹20 share of the day's parking → ₹101 direct cost. At a 20% markup, bill ₹121; per km, about ₹3.20. A Tata Ace doing 12 km/l on diesel at ₹89 costs ₹7.40 per km in fuel alone before the driver.

Markup covers what the trip-level numbers miss: the driver's salary, insurance, servicing, tyres and the vehicle's depreciation. A realistic full cost for a two-wheeler is ₹5–7 per km; for a small commercial vehicle ₹15–25 per km.

How to use the calculator

  1. Enter the round-trip distance (or pick it from Maps) and the vehicle's real mileage — from your own fill-to-fill record, not the brochure.
  2. Choose fuel type (petrol, diesel, CNG per kg) and today's price.
  3. Add tolls, parking, driver payment and any per-trip item.
  4. Set the customer markup, or switch to "cost only" for internal costing.
  5. Read cost, price to bill and per-km figures; use the route mode to total a day of stops.

Delivery pricing that works

  • Zone pricing: free within 2 km, ₹40 for 2–5 km, ₹80 beyond — simpler than per-km and easier to print on the digital menu.
  • Minimum order for free delivery set from your contribution margin — the delivery cost must fit inside it.
  • Batch deliveries — three drops on one 12 km loop cost a third each of what three separate trips do.
  • Marketplace comparison: a ₹90 platform delivery fee versus your own ₹45 real cost is one reason direct orders on a WhatsApp link win. The trade-offs are in Quick commerce vs the kirana.

Billing travel to clients

Service businesses (repair, installation, consulting) bill travel as a line on the service quote or GST invoice. Travel billed as part of the service takes the service's GST rate — it is not a separate exempt "reimbursement" unless you act as a pure agent with actual bills. Keep a trip log with date, client, distance and purpose; it supports both the invoice and the vehicle expense claim in your books.

Tax and records

  • Fuel, maintenance and insurance for vehicles used in business are deductible; personal use must be excluded.
  • Depreciation on delivery vehicles is 15% (30% if run on hire) under income tax — see the depreciation calculator.
  • GST on fuel is not creditable (fuel is outside GST); ITC on vehicle purchase is blocked for most businesses except transport and goods vehicles.
  • Cash fuel payments above ₹10,000 a day per pump are disallowed under Section 40A(3); pay by card or UPI.

Frequently asked questions

What mileage should I use?

Your measured mileage — fill the tank, note the odometer, fill again after a week, divide. City delivery mileage is typically 20–30% below the brochure figure.

How do I include the driver's cost?

Enter the driver's pay for the trip (or per-day pay ÷ trips) in the "other costs" field, or fold it into the markup for a rougher estimate.

Should I charge GST on delivery?

If you charge delivery with a taxable product or service, it is part of the supply and takes the same GST rate. Composition dealers cannot charge GST separately.

Is CNG cheaper than petrol per km?

Usually 40–50% cheaper per km at current prices, though CNG vehicles carry extra cost and refuelling time. Enter CNG price per kg and the vehicle's km/kg to compare.

Can I use this for employee travel reimbursement?

Yes — set markup to zero and use the per-km cost, or use the government-style flat rates your policy specifies.