Free owner-operator expense spreadsheet (cost per mile + load log)

Updated: November 14, 2026

Download a free Excel file that works out your cost per mile and keeps a load log with profit per load, per day and per mile. It opens in Excel and Google Sheets. No sign-up.

Download the spreadsheet (.xlsx)

Sheet 1: Cost per Mile

Type your monthly fixed costs (truck and trailer payments, insurance, ELD, permits), miles per month, working days, diesel price, loaded and empty MPG, and maintenance per mile into the yellow cells. It calculates:

• fixed cost per mile and per day
• fuel per loaded and per empty mile
• your cost per loaded mile and per empty mile
• the lowest rate per loaded mile that also pays you what you want

Sheet 2: Load Log

One row per load: rate, empty miles to pickup, loaded miles, empty miles after delivery, days, tolls. It fills in fuel, maintenance, fixed cost, net profit, profit per day and profit per mile using your numbers from sheet 1. After a month you can see which loads and which delivery areas really paid.

Want it done for you?

We are building Pro: a load log on your phone that shows which delivery areas leave you running empty, plus per diem and IFTA PDFs for tax time. Join the waitlist below to get the early price.

Related: Hotshot cost per mile · Box truck cost per mile

Estimates for planning only, not tax or legal advice.