Title card reading Tax Organizer, Expenses by category, Mileage log with dated rates, with a tablet showing Summary and another showing Mileage.
  • Title card reading Tax Organizer, Expenses by category, Mileage log with dated rates, with a tablet showing Summary and another showing Mileage.
  • The Summary tab with cards for income, expenses and business miles, then an expenses by category table split into four quarters with a share column.
  • The Mileage tab: dated trips with from, to, business purpose, odometer readings, miles, rate, value and a Check column.
  • The Setup tab with tax year, start and end dates and a table of mileage rates by date range: 72.5 cents to June 30 and 76 cents from July 1.
  • The Expenses tab with dated rows listing payee, what for, category, amount, how paid, a Yes or No receipt flag, quarter and a Check column.
  • Two tabs side by side: Missing Receipts listing expenses with no receipt, and Documents listing papers to gather with a Have it column.
  • A card listing the Example and Blank .xlsx files, the eight tabs, the row limits, and a note that it adds up records only and is not tax advice.
  • A card describing how the file was tested: six sets of test data recalculated in LibreOffice and compared with Python, with no differences found.

Tax Organizer Spreadsheet

This is a record-keeping aid for a self-employed person who wants a year of expenses and trips in one place. It only adds up what you type. It is not tax advice, calculates no tax and cannot say what you may claim. The Expenses tab holds date, payee, category, amount and a receipt flag. On the Mileage tab you enter miles or odometer readings, and the rate comes from the trip date using the dated rates on Setup. Those rates are editable and start as the 2026 IRS business standard mileage rates, so confirm them before you rely on the total. The Income tab logs payments received. Summary groups expenses and income by quarter. Missing Receipts lists expenses with no receipt. The Example file is a made-up year. The Blank file has no rows.

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An .xlsx file with ordinary formulas and no macros. A script recalculated it in Excel for Mac and LibreOffice. Excel for Windows and Google Sheets have not been tried.

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What's included

  • Tax-Organizer-Example.xlsx, a full made-up year
  • Tax-Organizer-Blank.xlsx, the 2026 rates and starter categories, with no rows
A card listing the Example and Blank .xlsx files, the eight tabs, the row limits, and a note that it adds up records only and is not tax advice.

How it works

  1. The Summary tab with cards for income, expenses and business miles, then an expenses by category table split into four quarters with a share column.
    Read the Summary Income typed, expenses typed and business miles in cards, then expenses by category and quarter. It adds up records and is not a tax calculation.
  2. The Mileage tab: dated trips with from, to, business purpose, odometer readings, miles, rate, value and a Check column.
    Log your trips Type miles, or start and end odometer. The rate comes from the date of the trip, and the Check column flags problems.
  3. The Setup tab with tax year, start and end dates and a table of mileage rates by date range: 72.5 cents to June 30 and 76 cents from July 1.
    Edit the rates Setup holds the dated mileage rates, with a column for where each rate came from. Confirm them before you rely on the total.
  4. The Expenses tab with dated rows listing payee, what for, category, amount, how paid, a Yes or No receipt flag, quarter and a Check column.
    Record each expense Date, payee, what for, category, amount, how paid and whether you kept the receipt. One row per expense.
  5. Two tabs side by side: Missing Receipts listing expenses with no receipt, and Documents listing papers to gather with a Have it column.
    Chase what is missing Missing Receipts lists every expense with no receipt. Documents is a list of papers to gather, with a Have it column.

Compatibility and file formats

An .xlsx workbook with ordinary formulas. No macros and no add-ins. A script recalculated it in LibreOffice 26.8 and compared the results with a separate Python calculation. Another script confirmed it uses no LAMBDA, LET, XLOOKUP or spill formulas. A script also opened this file in Microsoft Excel for Mac 16.114.3 and ran a full recalculation: every cell matched the values stored in the file, with no error cells. That test did not type new data into Excel or look at the screen. Excel for Windows and Google Sheets have not been tried.

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Video

Questions

Does it tell me what I can deduct?

No. It adds up what you type. Whether you can use the mileage value or any expense is a question for a qualified tax professional.

Does it work out the tax I owe?

No. There is no tax calculation in the file.

This file adds up the records you type. It gives no tax advice and does not work out tax. Rules differ by country and by person, so ask a qualified tax professional. Not affiliated with the IRS. The mileage rates were read from the IRS standard mileage rates page on 2026-11-04 and can change. License: for your personal use only. No resale or sharing of this file. AI helped write the listing text, the how-to text and the code that builds this file. Scripts tested: the rate picked for each trip, including both 2026 rates on their boundary days, a date with no rate and two rates on one date, plus quarters, category and source totals, the rate period table and Missing Receipts, on 6 sets of test data including a backward odometer, rows outside the tax year and full tables. No person is claimed to have checked it unless stated here.

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