About this template
Vehicle Cost Calculator & Vehicle TCO 2026/2027 – purchase or leasing in Excel, Word and PDF
What does a car actually cost over the entire usage period? This professional vehicle cost calculator helps Swedish companies compare purchasing and leasing vehicles, including acquisition costs, leasing fees, fuel/charging, service, insurance, vehicle tax, financing interest, and expected residual value.
You receive a functional Excel template for six vehicle options and up to seven calculation years, along with editable decision forms, quote comparisons, control routines, risk checklists, and a detailed user guide in Word and PDF. The main documents are in Swedish, and an English working form and English quick guide are included. One-time price: 79 SEK.
What is included – 13 files
| Document | Usage | Format |
|---|---|---|
| Vehicle Cost Calculator & Vehicle TCO | Eight Excel sheets with dashboard, six options, annual calculation, VAT documentation, quote register, controls, and decisions. | Excel (XLSX) |
| Vehicle TCO – routine & comparability | Internal routine for cost basis, calculation principles, roles, risks, and decision process. | Word + PDF |
| Quote comparison – purchase or lease | Compare purchase price, initial fee, monthly fee, service, and various contract terms. | Word + PDF |
| Vehicle Decision & TCO protocol | Financial decision basis with total sum, cost per km, risk assessment, and signature. | Word + PDF |
| VAT basis & residual value risk | Check VAT assumptions, leasing terms, excess mileage, termination costs, and risks. | Word + PDF |
| Vehicle TCO Comparison – English | English comparison and decision form for Swedish businesses. | Word + PDF |
| Detailed user guide | Formula principles, practical examples, checkpoints, official sources, and English quick guide. | Word + PDF |
Delivery: 6 editable DOCX files, 6 searchable A4 PDF files, and 1 Excel workbook – a total of 13 files in a ZIP.
Excel template for vehicle cost and total cost of ownership (TCO)
- Overview: compare six cars side-by-side with total TCO in SEK, estimated SEK/km, SEK/month, and control status.
- Options: purchase or lease with 1–7 years of usage time and individual cost assumptions.
- Annual calculation: up to 42 vehicle years where initial amounts, operating costs, leasing fees, and final payments/revenues are distributed over the years.
- VAT basis: separate register for documented VAT assessment, amount basis, and responsible reviewer.
- Quotes: register suppliers, contract periods, mileage, return terms, residual value risk, and quote references.
- Controls: checklist of cost basis, insurance, service, mileage limits, excess mileage, and agreements.
- Decisions: document choices and justification as well as who has approved the acquisition.
- Guide: separate workflow with examples and official source references.
The TCO principle: for purchases, the purchase price and other expenses minus the estimated net sales revenue at the end of the calculation are counted; for leasing, items such as the first non-refundable fee, monthly payments, operation, any deposits, and termination costs are included. The formulas are used only when necessary inputs are provided and the status is marked as READY.
How to use the calculator
- Obtain comparable quotes for the relevant vehicles. Check the vehicle's usage, contract length, and number of kilometers per year.
- Open Excel and register up to six options in the "Options" tab; select Purchase or Leasing.
- Enter the purchase amount or the leasing's first fee/monthly fee. Document any deposit, termination cost, and estimated residual value.
- Fill in all seven annual cost fields for financing interest, energy, service, insurance, tax, tires, and other. Enter zero where costs are absent.
- Check that the amounts have the correct VAT basis, avoid double-counting loan amortization, and use the status column as a data check.
- Review the cost per kilometer, average cost per month, and cash-flow-oriented annual calculation.
- Document sensitivity to residual value, fuel/electricity prices, and excess mileage, and make a separate authorized decision.
Example: buying or leasing a transport vehicle
An illustrative purchase option with a price of 300,000 SEK, 5,000 SEK in initial additions, 62,000 SEK in annual costs over five years, and 130,000 SEK in estimated sales revenue results in a TCO of 485,000 SEK. At 15,000 km per year, this becomes approximately 64.67 SEK/km. A leasing option with a 20,000 SEK first fee, 6,000 SEK in monthly cost, 5,000 SEK in other start-up costs, 56,000 SEK in annual costs, and 10,000 SEK in termination costs results in a TCO of 675,000 SEK, or 90 SEK/km at the same mileage. The examples show the calculation method, not market prices.
VAT on purchase and leasing – Swedish law 2026
According to the Swedish Tax Agency, as a general rule, there is no right of deduction for input VAT when purchasing a passenger car, with exceptions for certain businesses. When renting/leasing a passenger car for VAT-registered business activities, normally 50 percent of the VAT on the rental fee may be deducted when the conditions are met. An agreement called financial leasing can, under certain circumstances, be treated as a purchase for VAT purposes. Therefore, a general automatic 50-percent rule is inappropriate in this calculator.
Official sources: Skatteverket – Cars and VAT · Skatteverket – Purchase or rental of passenger car or motorcycle, 2026.
Frequently asked questions
What does TCO mean for a car?
Total Cost of Ownership is the sum of the car's costs during a specific usage period, for example, acquisition or leasing, operation, financing interest, and disposal.
Can I compare purchase and leasing?
Yes. Both models are available in the same Excel workbook. For a fair comparison, the period, mileage, and VAT and cost basis must be comparable.
Can Excel calculate the cost per kilometer?
Yes. The model divides the total TCO by the number of kilometers during the calculation period when required information is provided.
Is leasing VAT automatically 50 percent deductible?
No. The right to deduct depends on, among other things, the business, usage, and how the leasing agreement is assessed for VAT purposes. The template does not determine this.
Does the model take residual value into account?
Yes, for purchases. You enter a manually estimated sales value at the end of the calculation period. This is a forecast and should be checked separately.
Are fuel, charging, and insurance included?
Yes, as individually editable annual cost items. They should be based on reasonable assumptions or documented quotes.
Is this a duplicate of Vehicle Register & Service Planning?
No. Vehicle Register & Service Planning documents existing vehicles, service, and historical costs. This product compares economic acquisition alternatives ahead of decisions.
Is the template available in English?
Yes, an English working form and an English quick guide are included. The main Swedish templates are based on Swedish conditions.
Do I need to buy special software?
You need Word or a compatible word processing program for editing, and Excel or a compatible spreadsheet program for calculations. No subscription is included.
Digital delivery
Version 1.0. 13 digital files in ZIP, no physical goods. Automatic customer delivery via Shopify assumes the ZIP file has actually been linked to the Digital Products variant.
