Motorhome Hire-Out Income and Cost Log

Who this is for

What each hire actually earned. Every booking gets a row with its nights, income and the costs that come off it, and the sheet works out the net per booking and per night, plus totals for the year.

Owners who let their motorhome or campervan through a peer-to-peer platform or privately, and anyone deciding whether hiring out covers its costs.

What this helps you track

• Each booking's dates, hirer or platform and nights
• The platform fee, cleaning, mileage and other costs per booking
• The net from each booking and per night hired
• Total nights let, income and net for the year
• Which platform or type of hire pays best once costs are taken off

How to use it

1. Write the vehicle and the year, and the mileage cost you use per mile or kilometre; the sheet applies your figure, it does not supply one.
2. Enter each booking when it is confirmed: start date, hirer or platform, nights and the income from your statement or invoice.
3. Add the platform fee, cleaning, the miles driven by the hirer and any damage or other costs once the vehicle is back.
4. Net per booking and net per night are worked out in the browser and the workbook; on paper, subtract the costs across each row.
5. Keep the platform statements and receipts with the log; they are the evidence if you need to account for the income.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

What should the mileage cost per mile be?

Your own figure, from your running costs: fuel is paid by the hirer on many platforms, but tyres, servicing and wear are not. The motorhome running cost spreadsheet is one way to work it out.

Does this deal with tax or insurance?

No. It records income and costs so the figures are ready. How hire income is taxed and what insurance you need differ by country and platform; check the rules where you are and your platform's terms.

Where do damage and extras go?

Costs you paid because of a hire, such as a repair or a replacement item, go in the other costs column. Extra charges paid to you by the hirer belong in income, so the net stays right.

Can I compare platforms?

Yes. Write the platform name in the hirer column, then compare net per night across rows. Private hires with no platform fee sit alongside for comparison.