Mileage and Expense Log Spreadsheet

About this template

This mileage log values every business trip at your own rate, in the same file as the rest of your books. It is for anyone self employed who claims mileage and would rather not reconcile a separate app at the end of the year.

Please read: This is a tracker tool only, not financial, tax, legal, medical or any other professional advice or advisory service. It records and calculates what you enter; you are solely responsible for checking all figures, rates, dates and results and for every decision you make. By purchasing, downloading or using it, you accept these terms (your statutory consumer rights are not affected).

One rate, every trip valued

Set your rate once on Setup. Each trip is logged with its date, purpose and distance, and its value is worked out on the line. The Mileage tab totals distance logged and what it is worth at your rate, and it sits beside the expense ledger rather than in a separate tool. Every figure on the dashboard is calculated from the tabs behind it, and nothing is typed into a summary, so the front page always agrees with the rows it came from.

Eleven connected tabs

Every tab reads the same source list, so nothing is entered twice. Alongside the 200-trip mileage tracker you get a full ledger of 1,000 rows:

• The ledger: Income and Expenses, 500 rows each, with the tax split out per line, your own categories and account balances
• The tax: sales tax by quarter and by rate, quarterly set-asides, and mileage valued at your rate
• The reporting: profit and loss, monthly and quarterly views, any date range, this year against last, and a live dashboard

That makes it a complete expense tracker for business expenses as well: the profit and loss and the quarterly set-asides are ready when you need them, and the comparison view shows this year against last.

You get real spreadsheet files, not a PDF with a link in it: Excel and Google Sheets, each filled in and each blank and ready for yours. The filled copy is the file in the photos, so you can see how it behaves before you type anything.

Works with

• Microsoft Excel 2016, 2019, 2021 and Microsoft 365, on Windows and Mac, and LibreOffice. No Microsoft 365 subscription required.
• Google Sheets with a free Google account. No Google account is needed for the Excel files.
• No add-ins, no macros and no subscription

What you download

• The Excel workbook filled with a worked example, and the same workbook blank and ready for yours
• The instruction guide, which has one-click links to the Google Sheets versions (filled and blank)
• The terms of use as a PDF

Your files are ready to download as soon as payment clears. The Start Here tab walks you through setup in a few minutes. The files are for personal use on your own devices; please do not share or resell them. Questions before or after you buy? Use our contact page and we will help.

Frequently asked questions

Does it work in Excel or Google Sheets?

Both. You download Excel files for Excel 2016 or later on Windows and Mac, and the instruction guide has one-click links to make Google Sheets copies with a free Google account.

Can I set my own mileage rate?

Yes. You enter one rate on Setup and every trip is valued at it. The file does not decide what rate you can claim.

How many trips can I log?

The mileage log holds 200 trips, and the income and expense ledger holds 1,000 rows.

Does it track my other business costs too?

Yes. Income and expenses each have 500 rows, with tax split out per line, and they feed the profit and loss, quarterly views and dashboard.

Does it use GPS or connect to my phone?

No. You type each trip yourself. There are no add-ins, no macros and no subscription.