Vehicle records and costs

Business Mileage Claim Spreadsheet

Business journeys logged with start and end readings, valued at the rate you enter, totalled per month and for the year.

Download the spreadsheet · 17 kB

.xlsx · 3 tabs · opens in Excel, LibreOffice, Numbers and Google Sheets · no sign-up

What it works out for you

Distance for each journey, from the two odometer readings
The claim value at your own rate, per journey
Monthly totals and a year total for distance and for money
Business distance as a share of everything you drove

Who it is for

Employees, sole traders and anyone reclaiming vehicle use from a business or a client.

What is inside

3 tabs: Read me, Journeys, By month. The first is a Read me that explains the file in plain words and says what it deliberately does not contain.

Cells come in two colours. Cream cells are yours to fill in. Grey cells work themselves out — leave them alone unless you want to change the sum, in which case go ahead, nothing is locked.

It opens blank, and that is correct

This is an empty workbook, so every grey cell is empty until there is something to work from. Type into two or three cream cells and the grey ones beside them fill in straight away. If you download it, open it and see nothing but headings, nothing has gone wrong — the sheet simply has no figures yet.

One thing worth knowing: a file preview — in Google Drive, in a phone’s file browser, in Windows Explorer — often shows calculated cells as blank even after you have filled the sheet in, because a preview does not run formulas. Open the file properly in Excel, Numbers, LibreOffice or Google Sheets and the figures appear.

Amounts and figures

Amounts are plain numbers with no currency symbol, so the same file suits any country. Format the column as your own currency if you would rather see one. There are no rates, intervals or targets of ours anywhere in the file — every figure of that kind is a cell waiting for the one that applies to you.

The printable versions

The same job on paper, for a folder or a clipboard. Free PDFs, A4 and US Letter.

Vehicle Mileage Log

Keep a contemporaneous mileage record in the vehicle, which is the kind that stands up, rather than one reconstructed at the year end.

GF-02 1 page

Expenses Claim Form

Claim money spent on somebody else's behalf in a form that ties each line to a numbered receipt and gets signed off.

IM-09 1 page

Fuel and MPG Log

See what a vehicle actually costs to run and spot a change in fuel consumption early, which is often the first sign that something mechanical is wrong.

GF-01 1 page

Questions

Is it really free?

Yes. No sign-up, no email address, no trial. Download it, use it, change it, keep it. The site is paid for by advertising elsewhere on it, not by this file.

Will it work in Google Sheets?

Yes. Google Drive → New → File upload → pick the file, then open it with Google Sheets. Every formula is deliberately a plain one, so nothing breaks in the move.

Does it work in Excel, LibreOffice or Numbers?

Yes. It is an ordinary .xlsx file with no macros and no add-ins. Anything that opens spreadsheets will open it.

Can I change the formulas?

Please do. Nothing is locked or password protected, and the formulas are ordinary ones you can read. If your situation needs a different sum, change the sum.

Are there any figures built into it?

No rates, intervals, targets or thresholds of ours. Where a figure like that is needed there is a cell for you to enter your own, taken from your handbook, lender, insurer or tax authority. We do not know your circumstances and will not guess at them.