Motorhome and Caravan Running Cost Spreadsheet

Who this is for

What the van really cost this year. Each cost heading has a planned and an actual figure, marked fixed or variable, and the summary divides the year's spending by the nights you actually slept in it and the miles it covered.

Owners of a motorhome, campervan or touring caravan who want an honest annual figure, whether to decide if it is worth keeping, to compare it with hiring or simply to plan next year's budget.

What this helps you track

• Planned and actual spending on each cost heading for the year
• Where the actual figure came in over or under the plan
• The split between fixed costs and costs that rise with use
• The year's cost per night actually used
• The year's cost per mile covered

How to use it

1. Write the vehicle and the year, then fill in the nights used and the miles covered once the year is over, or update them as you go.
2. Put a planned figure against each cost heading at the start of the year, from last year's bills or the quotes you have.
3. Enter the actual amount paid on each heading as invoices and receipts come in, and add lines for anything the list is missing.
4. Mark each line fixed or variable; the headings already filled in are a starting point, so change them if your arrangement differs.
5. The difference, the fixed and variable columns and the summary are worked out in the browser and the workbook; on paper, total each column and divide by nights and miles.

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 counts as fixed and what counts as variable?

Fixed costs are the ones you pay whether the van moves or not, such as insurance, storage and membership. Variable costs rise with use, such as fuel, site fees and wear. The sheet lets you mark each line, because some owners' arrangements differ.

Where do I get the nights used figure?

From your own records. The caravan touring log totals nights for the season, and a diary or booking history works too. Include nights on driveways or at events only if you want them counted.

Should site fees go on this sheet?

Add a line for them if you want the true cost per night of touring. Some owners leave them out to see the cost of owning the van alone. Either way, be consistent from one year to the next.

Can I use it for a boat?

The headings are written for road vehicles. The boat running cost spreadsheet has headings for moorings, antifouling and engine hours instead.