Business Mileage Spreadsheet for the Self-Employed

In this article, I’ve created a business mileage spreadsheet, specifically for the self-employed. I’ll explain how to use it and how to claim mileage expenses on your tax return. This mileage spreadsheet download is free and not difficult to use, so don’t worry if you’re not a computer wizz – everything here is easy to follow!

1. Mileage Spreadsheet for the Self-Employed

This mileage spreadsheet is for the 2022/2023 tax year. Track the business miles you have travelled with the formulas in place to automatically calculate how much mileage you can claim on your HMRC tax return.

2. How to Use the Mileage Log Template

Once you download the mileage claim form template you’ll need to enter the following information for each eligible journey you make:

  • Date
  • Client Name
  • Destination
  • Reason for Visit
  • Distance in Miles

Remember to make sure you record all the information requested on the spreadsheet to keep on the right side of HMRC. The mileage template will then calculate how much you can claim against your HMRC taxes automatically using a rate per mile of 45p.

Whilst 45p is the maximum you are allowed to claim per mile for the first 10,000 you travel, you can choose to claim less than this figure. Once your total business mileage for a single tax year exceeds 10,000 miles, the amount you can claim drops to 25p per mile.

Unsure which of your car journies meet the HMRC criteria to be an allowable business expense? Read this guide to Claiming Business Travel When You’re Self-Employed


3. How to Claim Mileage Expenses On Your Tax Return

You’ll need to claim the cost of tax-deductible mileage in the self-employment section of your tax return. If your business turnover is less than £85,000 for 2021/2022, you’ll have the option to fill in the simplified version of this part of the tax return. In this instance, you only need to enter your total expenses. You’ll need to include your mileage claim in the figure you enter alongside your other allowable business expenses.

If your business turnover is more than £85,000, you’ll need to enter a breakdown of your expenses in the boxes set out by HMRC. You also need to include your business mileage from the tracker in car, van and travel expenses.

How to Claim Mileage Expenses On Your Tax Return

Whatever your business turnover, you should keep a note of what you are claiming for and how you worked it out as part of your business records. This is in case of an HMRC investigation and they ask for evidence of what you are claiming for to check you’ve paid the right amount of self-employed tax.

When it comes to claiming expenses, always use your judgement when it comes to deciding what you deduct against your taxes. Incorrect claims can result in penalties. And, as always, if you aren’t sure, seeks the advice of a professional.

About Anita Forrest

Anita Forrest is a Chartered Accountant, spreadsheet geek, money nerd and creator of - a website full of templates, guides and resources for UK sole traders. No faff. No confusion. Just simple straightforward advice on business registration, taxes and bookkeeping.