Free tax spreadsheet templates
Ready-to-use Excel templates with this year's rates and formulas already built in. Enter your email once and download as many as you like.
Business Mileage Log
HMRC-proof log with the 55p/25p allowance worked out for you as you type.
Expense Tracker
Log allowable expenses by category with automatic running totals and a category summary.
Invoice Template
Clean UK invoice with VAT, subtotal and payment details, ready to send.
What is inside each template
Mileage log
Columns for date, route, purpose and miles: exactly what HMRC expects to see if it asks for evidence. A summary panel applies the 55p and 25p rates automatically as you type, splitting your total at the 10,000-mile step. The rate cells are editable, so when rates change again you update two cells rather than downloading a new file.
Expense tracker
One row per receipt with a category dropdown (office costs, travel, stock, equipment and more), a reimbursement column so you never claim what was paid back, and a second sheet that totals every category automatically. At year end, the category totals map straight onto the Self Assessment expense boxes.
Invoice template
A clean UK invoice with your details, client details, invoice number and dates, ten line items with quantity and unit price, and automatic subtotal, VAT and total calculations. Not VAT registered? Set the VAT column to 0% and the maths adjusts. Payment terms and bank details sit at the bottom where clients expect them.
How long to keep these records
HMRC's record-keeping rules are stricter than most people realise, and a spreadsheet you keep as you go is exactly what satisfies them. If you are self-employed, keep records for at least 5 years after the 31 January filing deadline of the tax year they belong to: your 2026/27 mileage log needs to survive until January 2033. If you are an employee claiming expenses, keep evidence for at least 22 months after the end of the tax year. Under Making Tax Digital, records for each quarterly update must be digital, and a spreadsheet counts as digital records when paired with compatible software.
The habit that matters most: record trips and receipts as they happen. HMRC can refuse a claim reconstructed from memory, and the difference between a contemporaneous log and a January guess is exactly what an inspector looks for.
Prefer to work online?
The Mileage Tracker, Expense Tracker and Expenses Checker do the same job in your browser, and calculations never leave your device. For the tax the records feed into, see the Self Assessment Tax Calculator and the deadlines calendar.
