Free Kilometre & Vehicle Expense Log (Canada)

Vehicle use for business is one of the most commonly claimed — and most commonly under-documented — deductions for Canadian businesses. This free log tracks every business trip with date, purpose, and kilometres driven, giving you the documentation CRA expects to support a vehicle expense claim.

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No email required · Works in Excel or Google Sheets · Includes a built-in AI prompt

Who this is for

Self-employed individuals and small business owners in Canada who drive for business
Sales reps and consultants regularly visiting clients
Anyone who has estimated kilometres at tax time instead of tracking them
Businesses wanting clean documentation to support a vehicle expense claim with CRA

What's included

Trip log with date, purpose, and kilometres driven
Total business vs. personal kilometre split tracking
Space to log actual vehicle expenses for the business-use percentage method
Built-in AI prompt to review for gaps in your documentation

Why use a template instead of starting from scratch?

Estimating annual business kilometres from memory is exactly the kind of number that doesn’t hold up well under CRA review — and it usually understates the real deduction, since forgotten trips add up. A contemporaneous log, kept trip by trip, gives you both an accurate number and solid documentation.

How to Use This Template

Download and open in Excel or Google Sheets

Works identically in either — no macros or add-ins needed.

Log each business trip as it happens

Date, purpose, and kilometres for that trip.

Track total annual kilometres, business and personal

CRA’s business-use percentage method requires knowing both figures.

Log actual vehicle expenses if using that method

Fuel, insurance, maintenance — CRA lets you deduct the business-use percentage of actual costs.

Run the built-in AI prompt to check for gaps

Attach the saved file to ChatGPT or Claude and ask if your log looks complete enough to support the claim if reviewed.

Built-in AI prompt

Once you've filled this template in, it includes a ready-to-use prompt at the bottom of the sheet. Attach your saved file to ChatGPT, Claude, or any AI chat tool and paste it in — you'll get plain-English feedback on whether your kilometre log looks complete and well-documented enough to support a CRA vehicle expense claim if reviewed, no accounting background required.

Common Mistakes to Avoid

Estimating kilometres after the fact instead of logging trips

A reconstructed, estimated log is far weaker documentation than one kept trip by trip — log it as you drive.

Not recording the business purpose of each trip

Purpose is part of what makes a trip a legitimate business claim — always note it, not just the distance.

Not tracking total annual kilometres, not just business ones

CRA’s method requires both business and total kilometres to calculate the business-use percentage — track both consistently.

Mixing up commuting with deductible business travel

Regular commuting from home to a fixed workplace generally doesn’t qualify as business use under CRA rules — be precise about what counts.

Frequently Asked Questions

How does CRA calculate a vehicle expense deduction?

Generally through the business-use percentage method — dividing business kilometres by total kilometres driven, then applying that percentage to your actual vehicle expenses (fuel, insurance, maintenance, etc.).

What counts as deductible business kilometres?

Generally, trips for business purposes beyond your regular commute — client visits, business errands, travel between work sites. Check current CRA guidance for specifics on what qualifies.

What documentation does CRA expect for a vehicle expense claim?

A detailed logbook with date, destination, purpose, and kilometres for each trip is standard expectation — an estimate reconstructed at year-end is much weaker if ever reviewed.

Is this template really free?

Yes, completely free, no email required. iLuvAccounting also has a general (non-Canada) Mileage & Vehicle Expense Log if you need the U.S. standard mileage rate version instead.

Do I need to keep a full logbook every year, or just a sample period?

CRA has historically allowed a simplified logbook method using a base year plus a sample period in subsequent years under specific conditions — check current CRA guidance or consult an accountant on whether this applies to your situation.

Should I track actual expenses or use a simplified method?

CRA’s vehicle expense deduction is generally based on actual expenses times business-use percentage, rather than a flat per-kilometre rate — this template supports tracking the detail that method requires.

Does this log work for multiple vehicles?

Yes — just note which vehicle each trip was made in if you use more than one for business purposes.

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