Fleet Management Spreadsheet for Car Rentals (Free Template)
A free car rental Excel template: cars with insurance and inspection dates, bookings, costs and an automatic profit summary per car — plus formulas worth adding.
Download the spreadsheet
This fleet management Excel template has 4 sheets:
| Sheet | Contents |
|---|---|
| Fleet | car, plate, VIN, year, odometer, insurance, inspection, next service, status |
| Bookings | car, customer, phone, from–to, days (formula), rate, amount (formula), deposit, paid, due |
| Costs | date, car, category, amount, description |
| Summary | income, costs, profit and number of rentals per car (SUMIF formulas) |
Headers are frozen and filters are on — the fleet tracking spreadsheet works right after download.
What to track
- Odometer, updated at every return.
- Dates: insurance, inspection, oil service (date or mileage), tyre changes.
- Costs per car: service, tyres, insurance, leasing, cleaning — a simple vehicle maintenance spreadsheet.
- Income per booking, to see profit, not just turnover.
Formulas and reminders
- days until insurance expires:
=F2-TODAY(), - warning:
=IF(F2-TODAY()<30,"RENEW",""), - profit per car:
=SUMIF(Bookings!A:A,B2,Bookings!H:H)-SUMIF(Costs!B:B,B2,Costs!D:D).
Add conditional formatting (red when fewer than 30 days remain). Remember: a spreadsheet won't send you a reminder — you have to open it.
When a spreadsheet is not enough
- you had a double booking,
- staff keep separate copies of the file,
- damage photos live on phones, not with the cars,
- you can't tell whose deposits you hold,
- you copy data from the sheet into Word for every agreement.
That's when car rental fleet management software pays off: a calendar without double bookings, insurance reminders in Telegram, agreements generated from bookings and profit per car without formulas.
Import into software
Today cars are moved into AutoRent CRM manually — about a minute per car; copy the columns from this template. File import is in preparation.
See also: car rental software.
Frequently asked questions
Is Excel enough for 5 cars?
It can work, but with 5 cars and several rentals a week the risk of a double booking or a missed insurance date grows. At that size a free tool with a calendar and reminders usually saves time.
What should a fleet spreadsheet track?
Car and plate, odometer, insurance and inspection dates, service history, costs and rental income.
When should I move from Excel to software?
When booking mistakes, lost damage photos or forgotten deposits start costing money — usually at 5–10 cars.
Is the template free?
Yes, the spreadsheet template is a free download with no sign-up.
Can Excel remind me about inspections?
Not by itself — you need conditional formatting and to open the file regularly. Software sends reminders automatically.