Mileage Log for Cleaners, Business Mileage Tracker Spreadsheet & Printable Logbook, IRS CRA Rate, Excel Google Sheets

Every drive between clients, supply runs and walkthroughs is money you can track. This mileage log turns your trips into an audit-ready record, with the business value worked out for you.

Log a trip in seconds: date, vehicle, client, purpose, and either odometer readings or the distance. You enter this year's official rate (IRS per mile or CRA per km). The log picks the right rate for each trip's date and adds up business distance, business-use % and the value of every trip, per vehicle and per month.

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WHY CLEANERS LIKE IT
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• Built for cleaning routes: home → client → client → supply store → home
• Miles or kilometres, any currency, US or Canada
• Dated rate table: handles mid-year rate changes (like the IRS change on July 1, 2026) and CRA-style tiers (a different rate after 5,000 km)
• Compares the mileage-rate method and the actual-expense method side by side for each vehicle
• Business-use % from your odometer readings, and personal trips are excluded automatically
• Printable glovebox logbook for jotting trips on the go

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WHAT'S INSIDE
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01. Start Here: setup steps, colour key and Google Sheets import guide
02. Settings: country, mi/km, currency, tax year, a dated rate table with an optional tier, up to 5 vehicles with start/end-of-year odometer, editable trip purposes (business or personal)
03. Summary: business distance, trips, business-use %, mileage-rate value, actual-expense value, parking & tolls; per-vehicle table; vehicle costs by type with a chart; "which number do I use?" guidance for US and Canada; health checks
04. Trip Log: up to 2,000 trips with odometer or typed distance, round-trip doubling, business flag, rate in effect, value, parking & tolls
05. Vehicle Expenses: up to 600 receipts by vehicle: fuel and oil, maintenance and repairs, insurance, licence and registration, interest, leasing, EV electricity, parking, tolls and more (types follow CRA T2125 Chart A)
06. Monthly: trips, business vs. personal distance, value and costs per month, with a chart
PLUS: logbook.pdf, a 13-page printable logbook (cover page for vehicle details and odometer + 12 weekly sheets with 25 trip lines each, US Letter)

Dropdowns, conditional formatting, frozen headers, print-ready pages, and locked formula cells (no password; unlock any time).

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WHAT YOU GET
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One ZIP file containing:
• SAMPLE workbook with a year of realistic example trips and receipts
• BLANK workbook, ready for your vehicles
• Printable logbook PDF
• Start Here PDF with setup and Google Sheets instructions

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DELIVERY & COMPATIBILITY
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• Instant digital download: after purchase, find the file in Etsy under You › Purchases and reviews. No physical item will be shipped.
• Works in Microsoft Excel 2016 or newer (Windows and Mac), Excel for the web, and Google Sheets (File › Import › Upload the .xlsx).
• No macros, no add-ins, no subscription.
• Not designed for Apple Numbers or phone-only editing.

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PLEASE NOTE
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This is a record-keeping template only, not legal or tax advice. You enter the mileage rate. The sample file shows the 2026 IRS rates (72.5¢/mile Jan–Jun, 76¢/mile from July 1) and the 2026 CRA allowance rates (73¢/km for the first 5,000 km, 67¢ after) as examples only. Always check the current official rate. In Canada, self-employed people generally claim actual vehicle costs × business-use %, which the workbook also calculates. Rules differ by country; confirm with a tax professional.

Because this is a digital file, returns and exchanges aren't accepted, but if anything isn't working, we'll make it right.

Questions before or after you buy? Message us on Etsy — we're happy to help.

© SpotlessSheets. For use in your own business; please don't share or resell the files.