Owner Operator Trucking Spreadsheet Canada | IFTA, Load Calculator, GST/HST | Google Sheets & Excel

Made for Canadian owner-operators who run in km, litres and CA$.

Most trucking spreadsheets use miles, gallons and US dollars. This kit uses kilometres, litres and Canadian dollars, and it is set up around Canadian record-keeping: T2125 expense categories, GST/HST and input tax credits, and IFTA in km and litres. It is designed for a phone screen, with few columns, big yellow input boxes and dropdowns.

WHAT'S INSIDE (9 tabs in one spreadsheet)
✔ Start Here: quick-start steps, a colour legend and links to every tab
✔ Settings: enter your truck payment, insurance, permits, fuel price, L/100 km, maintenance reserve per km, daily pay target, meal deductible percentages and GST/HST registration once
✔ Load Calculator: enter the rate, fuel surcharge, loaded and deadhead km, days and tolls. It shows your all-in cost per km, revenue per km, profit per day, the rate you'd need, and a big GO / NO-GO answer
✔ Trip & Fuel Log: km by province or state and every fuel fill, with province/state dropdowns
✔ IFTA Quarterly Summary: km and litres by jurisdiction, fleet L/100 km, taxable litres, and tax due or credit. It covers the 10 IFTA-member provinces and 48 US states. The 3 territories, Alaska, Hawaii and DC are listed for your records and clearly flagged as non-IFTA. You type in each quarter's rates from iftach.org, so nothing goes out of date
✔ Meal Log (owner-operator receipts): actual meal receipts and the GST/HST on them, logged per trip, with an eligible-long-haul Yes/No flag. Yes = 80% deductible, No = 50%, and GST/HST credits follow the same split. A 24-hour check flags trips too short to count as long-haul. There is also an optional estimate for employee drivers who use the simplified method (TL2). It is clearly labelled and is never included in owner-operator totals
✔ Expenses: categories that line up with CRA T2125 headings, a GST/HST paid column, and input tax credits (ITCs) calculated for you (set to zero automatically if you're not GST/HST registered)
✔ Income & GST/HST: invoices, GST/HST collected, ITCs and net GST/HST owing
✔ Annual Dashboard: revenue, expenses by category with suggested T2125 lines, net profit, total km, cost per km, GST/HST by quarter and a monthly revenue-vs-expenses chart

FEATURES
• Made for phones: works in the free Google Sheets app
• Yellow = you type, grey = it calculates. In Excel the formula cells are locked (no password), so you can't overwrite them by accident
• No macros, no add-ons, no subscription and no monthly fees
• Sample rows show how it works. Delete them and you're ready to go
• Works in Google Sheets, Microsoft Excel (desktop, web and mobile) and LibreOffice

WHAT YOU GET
1 instant-download .xlsx file. It's a digital product, so nothing ships.
To use it in Google Sheets, upload it to Google Drive and choose Open with › Google Sheets (File › Save as Google Sheets).

AI DISCLOSURE
This spreadsheet, its formulas and the listing photos were created with the help of AI tools. Every formula was tested before listing. The photos show the real spreadsheet filled with example data.

PLEASE NOTE
For record-keeping and estimates only, not tax or legal advice. Check current CRA rules. Meal deductible percentages (80% for eligible long-haul trips, 50% for other meals), GST/HST rates and IFTA fuel tax rates can change. Self-employed drivers claim actual meal receipts, so keep every receipt. Check canada.ca, iftach.org and your accountant before you file. Truck depreciation (CCA) is not calculated.

Questions? Send a message and I'll reply as soon as I can.