Fuel & travel expenses
Gas Receipt Maker
Replace your lost gas station receipt in minutes. Recreate fuel purchases from Shell, Chevron, BP, and more with accurate pricing, gallons, and station details.
Replace your lost gas receipt
Did you lose your receipt for Shell, Chevron, Exxon, or BP? Whether it's for a business expense reimbursement, tax deduction, or mileage tracking, missing gas receipts can stall your paperwork. Our gas receipt maker helps you reconstruct the expense for your records with all the required fields: station name, address, date, fuel type, gallons purchased, price per gallon, and total amount. The generated receipt mirrors the thermal-style format of real gas station receipts, making it suitable for submission to expense systems and finance teams.
Gas receipts are one of the most commonly lost expense documents. Thermal paper fades quickly, receipts get crumpled in pockets, or they're simply never printed at the pump. When you need to reconstruct a fuel purchase, the IRS Cohan Rule allows you to estimate expenses when original records are unavailable, provided you have supporting evidence like credit card statements, mileage logs, or GPS data showing your location at the time of purchase. This gas receipt generator helps you create clean, professional documentation that pairs with your supporting evidence to complete your expense trail.
How to use the gas receipt maker
Start by selecting the gas station brand you visited—we have presets for major chains like Shell, Chevron, 76, Arco, Mobil, Exxon, BP, Marathon, and Speedway. Enter the station address or location where you filled up. If you're not sure of the exact address, use your credit card statement timestamp and GPS history to find the closest station you likely visited. Next, enter the date and time of your fuel purchase to match your other records.
Now add the fuel details: select the grade (Regular 87, Mid-Grade 89, Premium 91+, or Diesel), enter the gallons purchased, and the price per gallon at that time. The tool will automatically calculate the subtotal. Add any applicable taxes—most states charge sales tax on fuel, typically 2-8% depending on your location. If you made any additional purchases like a car wash, snacks, or oil, you can itemize those as well. Finally, select your payment method (credit, debit, or cash) and download your gas receipt as a high-resolution image.
Why you need accurate gas receipts for business expenses
If you drive for work—whether as a sales rep, delivery driver, rideshare operator, or contractor—fuel costs are one of your largest deductible expenses. The IRS allows you to deduct actual vehicle expenses, including gas, maintenance, and insurance, or take the standard mileage deduction. If you choose the actual expense method, you must keep detailed records of every fuel purchase, including receipts showing the date, amount, and business purpose of each trip.
Without proper gas receipts, your deductions can be challenged during an audit. While the IRS Cohan Rule permits reasonable estimates when records are lost, having a well-formatted gas receipt that matches your credit card statement and mileage log strengthens your position significantly. Finance teams and expense software also require itemized receipts—not just credit card transactions—to approve reimbursements. A reconstructed gas receipt with clear line items, tax breakdowns, and station details meets these requirements and keeps your expense reports moving smoothly.
Common scenarios for reconstructing gas receipts
Many drivers lose gas receipts immediately after fueling up. The paper slips out of your hand at the pump, gets left on the roof of your car, or fades to blank within days due to heat exposure. If you're traveling for work and visiting multiple gas stations across several states, it's easy to misplace a few receipts along the way. Rideshare and delivery drivers who fuel up multiple times per week often struggle to keep paper receipts organized for months until tax season arrives.
Another common issue: pay-at-the-pump transactions that never print a receipt. Sometimes the printer runs out of paper, the receipt gets stuck, or the pump malfunctions and you drive away without proof of purchase. In these cases, your credit card statement shows the charge, but doesn't break down the gallons, price per gallon, or fuel type—all details required for proper expense documentation. Reconstructing the receipt with a gas receipt maker fills this gap and ensures your records are complete and audit-ready.
Best practices for gas receipt documentation
To make gas receipt reconstruction as accurate as possible, keep supporting records alongside your receipts. Save digital copies of credit card statements that show the exact amount charged and the timestamp of each transaction. Use a mileage tracking app that logs your GPS location when you fuel up, so you can verify which station you visited. Take a quick photo of the pump display showing gallons and total before you drive away—this creates a timestamped backup even if the printed receipt is lost.
If you're reconstructing multiple gas receipts at once, cross-reference your records carefully. Check historical fuel prices for your region using sites like GasBuddy or AAA to ensure your price-per-gallon estimates are reasonable. Match the dates on reconstructed receipts to your calendar, GPS logs, and work schedule to demonstrate that the purchases were business-related. When your reconstructed gas receipts align with bank statements, mileage logs, and trip itineraries, auditors and finance teams have the complete picture they need to approve your expenses confidently.
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