Car cost calculator in Excel

What does this tool do?

Who is it for?

• Individuals who want to buy a car and see the full picture before deciding.
• Households weighing a second car against a public transport subscription or a shared car.
• Self-employed people who want an indication of the cost of their car before discussing deductibility with their accountant.
• Anyone considering an electric car who wants to compare the costs with a petrol or diesel car.

What is included?

• Input sheet with every cost item, clearly separated into one-off, fixed and variable costs.
• Automatic depreciation calculation based on purchase price, expected residual value and period of use.
• Cost per year, per month and per kilometre, based on your expected annual mileage.
• Chart with the breakdown of costs per category, so you see where the money goes.
• Comparison sheet for two cars and a line for financing costs (extended version).
• A note next to every input cell, so you know which amount to enter and where to find it.

How do you use the file?

1. 1

   Open the file and go to the “Input” sheet. Only the yellow cells are meant to be filled in.

2. 2

   Enter the purchase price, the expected residual value and the number of years you expect to keep the car. For a realistic residual value, look up similar cars of that age on second-hand sites.

3. 3

   Enter your annual mileage. Check your last inspection certificate or maintenance invoice for the odometer reading and work backwards.

4. 4

   Enter the fixed costs: insurance, road tax, breakdown assistance, inspection and possibly a fixed parking space. You find these amounts on your yearly invoices.

5. 5

   Enter the variable costs: consumption per 100 km, price per litre or kWh, and a yearly amount for maintenance and tyres.

6. 6

   Look at the “Overview” sheet: it shows the cost per year, per month and per kilometre, with a chart. Change figures on the input sheet to compare scenarios.

Worked example

A family car of €28,000, kept for five years, 15,000 km per year. The figures are rounded and serve only as an illustration.

In this example depreciation is the largest cost, bigger than fuel. That is the case for most cars younger than eight years.

Sources & calculation method

This is how the calculation is built:

1. Depreciation is calculated linearly: (purchase price − expected residual value) ÷ number of years of use. That is a deliberate simplification; in reality a car loses most of its value in the first years.
2. Fixed costs (insurance, road tax, inspection, breakdown assistance, parking) are entered per year and divided by twelve for the monthly cost.
3. Variable costs are calculated as annual mileage × consumption per 100 km × price per litre or kWh, plus a yearly amount for maintenance and tyres.
4. The cost per kilometre is the yearly total divided by the annual mileage.
5. Financing costs (interest on a car loan) are a separate, optional line in the extended version. Fill it in if you borrow; leave it empty if you pay cash.

Assumptions

• Road tax and registration tax differ per region and per car. The file uses the amount you enter, not a rate table.
• Fuel and electricity prices are free to enter. The example values are indicative and date from the last update.
• Tax deductibility of car costs for self-employed people is not taken into account; that needs a separate calculation with your accountant.
• The residual value is an estimate. A difference of a few thousand euros changes the yearly cost noticeably.

Limitations

• The file is neither a quote nor tax advice.
• It does not calculate road tax automatically from fiscal horsepower, CO2 emissions or weight.
• Leasing and renting have a different cost structure. The extended version contains a simple comparison, not a full lease calculation.

Sources

This page and the file were last updated on September 24, 2026. Legislation and rates may have changed since.

Frequently asked questions