Landlord mileage & vehicle expense log

Turn every trip to your rentals into a documented record, in a landlord mileage log that works in Excel and Google Sheets. For landlords in the US (miles, IRS standard mileage rate) and Canada (km, CRA rules), or anywhere else. Built for up to 10 properties and 3 vehicles.

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Instant digital download (.xlsx). No macros, no subscription.

Landlord mileage log and vehicle expense tracker spreadsheet

What you get

A trip log for 1,000 trips: date, vehicle, property, purpose, from/to, then either odometer start and end or the distance (round trips doubled for you), plus parking and tolls; a Check column flags missing or impossible readings
A vehicle expense log with 500 rows for fuel/charging, insurance, maintenance, repairs, tires, registration, loan interest, lease and more; the rental portion uses each vehicle's rental-use %, and parking and tolls for rental trips count 100%
Rental-use % per vehicle, from your odometer readings at the start and end of the year
A deduction estimate dashboard: standard / per-km rate estimate and actual-expense estimate side by side, the method you choose, trips, distance, rental-use %, plus charts by month and by property
A summary of rental distance by property and month, with the estimate split by property and totals by month
2026 rates built in (editable): IRS 72.5¢/mile Jan 1–Jun 30 and 76¢/mile from Jul 1, with each trip valued at the rate for its date; CRA $0.73/km for the first 5,000 km and $0.67 after, shown as a reference
A Start Here guide with plain-English notes on US (Schedule E) and Canadian (T776) vehicle expense rules, to set up in about 10 minutes

Details

Up to 10 properties and 3 vehicles
1,000 trips and 500 expense rows
Miles or kilometres; currency is just a label
Excel 2010+ and Google Sheets, no macros, no add-ons, no subscription
Tested formula by formula with sample data, empty data and edge cases

Screenshots

How it works

Buy on Etsy and download the .xlsx file.
Open it in Excel, or upload it to Google Drive and choose File → Save as Google Sheets.
Delete the clearly marked sample data, add your vehicles and properties, and log each rental trip.

This is a record-keeping and estimating tool, not tax, legal or accounting advice. Mileage rates and the rules on which trips and vehicle costs you can deduct depend on your country and situation and change every year. For example, in Canada a landlord with only one property generally can't deduct trips to collect rent. Please check the current IRS or CRA rules, or ask a tax professional, before you file. It was designed with the help of AI tools, then reviewed and tested before release.

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