sheetsmith

Templates › Business and freelance

Mileage & Expenses Log

Made for anyone claiming mileage and expenses back.

A workbook for logging business journeys and out of pocket expenses, working out the mileage claim at HMRC rates and totalling expenses by category. The summary carries a chart that redraws itself as you type.

Tabs
3
Columns
17
Fill themselves in
27

£7one payment, yours to keep

  • Opens in Excel, Google Sheets and Numbers
  • Delivered straight away
  • No macros, nothing to install
  • Change it free before you buy

Payment is handled by Stripe. Your card details go to them and never to us. Sales are final, which is why every tab, column and calculation is shown on this page first.

The workbook's summary and the table behind it
A row typed into the real file. Every figure that changes is the spreadsheet's own arithmetic.
The summary page, every figure calculated from the tables
The chart, drawn from the totals in the table beside it
What is inside: the tabs, the columns and what fills itself in
Where you type, and the shaded columns that work themselves out
The guide sheet that opens first and explains the file
Everything included in the download

Everything inside, before you pay

This is the whole design: every tab, every column and how each calculated one is worked out. White cells are yours to fill in; the shaded ones work themselves out and are locked so a formula cannot be overwritten by accident. There is room for 1,100 rows.

Mileage Log

One row per business journey. Enter the date, the route, the reason and the miles, and the claim is worked out for you. Room for 600 rows.

ColumnTypeWorked out as
Datedate
Fromtext
Totext
Reason for Journeytext
Milesnumber
Rate Bandchoice (list)
Rate Per MilecurrencyIF(ISBLANK([rate_band]), "", IF([rate_band]="Car or van up to 10k miles", 0.45, IF([rate_band]="Car or van over 10k miles", 0.25, IF([rate_band]="Motorcycle", 0.24, 0.2))))
Mileage ClaimcurrencyIF(OR(ISBLANK([miles]), ISBLANK([rate_band])), "", ROUND([miles] * IF([rate_band]="Car or van up to 10k miles", 0.45, IF([rate_band]="Car or van over 10k miles", 0.25, IF([rate_band]="Motorcycle", 0.24, 0.2))), 2))
MonthtextIF(ISBLANK([trip_date]), "", TEXT([trip_date], "YYYY-MM"))

Expenses

One row per purchase made for the business. Record what it was, the category and the amount you paid. Room for 500 rows.

ColumnTypeWorked out as
Datedate
What It Wastext
Categorychoice (list)
Amountcurrency
Paid Withchoice (list)
Receipt Heldchoice (list)
Claim Statuschoice (list)
MonthtextIF(ISBLANK([expense_date]), "", TEXT([expense_date], "YYYY-MM"))

Claim Summary

The totals for your claim: miles driven, what the mileage is worth, and expenses split by category.

MeasureWorked out as
Total Business MilesSUM([Mileage Log!miles])
Total Mileage ClaimSUM([Mileage Log!claim_amount])
Miles Left Before The 45p Rate DropsMAX(0, 10000 - SUM([Mileage Log!miles]))
Average Claim Per MileIFERROR(SUM([Mileage Log!claim_amount]) / SUM([Mileage Log!miles]), 0)
Journeys LoggedCOUNT([Mileage Log!miles])
Mileage Claim This MonthSUMIF([Mileage Log!month_key], TEXT(TODAY(), "YYYY-MM"), [Mileage Log!claim_amount])
Total ExpensesSUM([Expenses!amount])
Expenses This MonthSUMIF([Expenses!month_key], TEXT(TODAY(), "YYYY-MM"), [Expenses!amount])
Total To Claim BackSUM([Mileage Log!claim_amount]) + SUM([Expenses!amount])
Expenses Not Yet ClaimedSUMIF([Expenses!claim_status], "Not Claimed", [Expenses!amount])
Expenses Awaiting ReimbursementSUMIF([Expenses!claim_status], "Submitted", [Expenses!amount])
Expenses Missing A ReceiptCOUNTIF([Expenses!receipt_held], "No")
Largest Single ExpenseIFERROR(MAX([Expenses!amount]), 0)
Travel and TransportSUMIF([Expenses!category], "Travel and Transport", [Expenses!amount])
AccommodationSUMIF([Expenses!category], "Accommodation", [Expenses!amount])
Meals and SubsistenceSUMIF([Expenses!category], "Meals and Subsistence", [Expenses!amount])
Office SuppliesSUMIF([Expenses!category], "Office Supplies", [Expenses!amount])
EquipmentSUMIF([Expenses!category], "Equipment", [Expenses!amount])
Software and SubscriptionsSUMIF([Expenses!category], "Software and Subscriptions", [Expenses!amount])
Phone and InternetSUMIF([Expenses!category], "Phone and Internet", [Expenses!amount])
TrainingSUMIF([Expenses!category], "Training", [Expenses!amount])
Client EntertainmentSUMIF([Expenses!category], "Client Entertainment", [Expenses!amount])
OtherSUMIF([Expenses!category], "Other", [Expenses!amount])