SeaTable – Your electronic logbook template

Document your business trips in a tax-compliant and legally secure manner with the logbook template. Mobile recording, automatic evaluations, audit-proof archiving—all without Excel chaos. Save time on your tax return and reduce compliance risks.

Manage your logbook online

Digital logbook for businesses

Tax compliant

The logbook template records all the information required by the tax office: date, driver, purpose of the trip, route, starting point, and destination. A digital solution meets all tax requirements.

Flexible

Manage one or more vehicles in a table and create individual views for each driver. Customize the logbook template to suit your operational processes—without IT support.

AI automation

SeaTable’s integrated AI-supported automations enable even more efficient trip management – GDPR-compliant thanks to its own AI server hosted in Germany.

Analysis

The integrated statistics view allows you to analyze your trip data—by trip purpose, driver, or vehicle. Create reports for your tax return and optimize your travel expenses.

Legally compliant

With individually adjustable permissions, driver authentication, and tamper-proof change history, your logbook is protected against manipulation.

Mobile capture

Record trips on the go with the mobile web form. Document the start and end of the trip, the purpose of the trip, and the mileage directly in the car with your smartphone or tablet—synchronized immediately.

Who uses SeaTable?

Leading companies worldwide rely on SeaTable

100.000+

Downloads in the first year of Docker Hub

1.500+

Daily users on SeaTable Cloud

4.6

Review on Capterra

SeaTable in action - Success stories

Mileage log dashboard in SeaTable with overview of trips, vehicles and drivers

Your advantages

Manage your logbook online with SeaTable

The AI no-code solution SeaTable impresses with its flexibility and adaptability and is a powerful alternative to static Excel logbook templates . With our digital logbook, you benefit from real-time collaboration, automatic evaluations, and audit-proof archiving—ideal for teams who want to document business trips in a tax-compliant manner without getting bogged down in Excel chaos.

Always up to date: Stay up to date with real-time updates, a complete change history, and digital driver authentication.

Access from anywhere: With an online logbook, you have access at any time—even on the go, directly from your vehicle—and protect your data from loss or damage.

Tax compliant: The digital logbook meets all legal requirements of the tax office and is documented in an audit-proof manner.

Data protection: SeaTable Cloud and the SeaTable AI server are hosted exclusively in Germany—maximum GDPR compliance.

Scalable: Our logbook template grows with your requirements—regardless of whether you manage one or multiple fleets.

Automated: Simply connect your logbook to your accounting or vehicle management software via n8n and Zapier for seamless processes.

Manage trips

How the logbook template works

Register and document vehicles

First, create all the vehicles in your fleet—including the manufacturer, model, license plate, and purchase date. You can store important documents for each vehicle: insurance policies, registration certificates, inspection reports, and fuel receipts—all centrally accessible and archived in an audit-proof manner.

Vehicle table with data on manufacturer, model, license plate and attached documents

Record trips using the web form

Record every business trip in a structured manner using a web form: date, driver, vehicle, starting point, destination, purpose of trip, mileage at start and end. The system automatically calculates the route and each trip is assigned a unique number. Driver authentication and digital signature entry guarantee legal certainty and make the logbook tamper-proof.

Web form for logging trips with fields for date, driver, start, destination and odometer readings

Analyze trips with multiple views

Use different specialized views: table view for all details, gallery view for a visual overview, calendar view for scheduling, and statistics view for in-depth analysis. Group and filter by driver, vehicle, trip purpose, or date—so you can quickly identify patterns and potential for optimization.

Statistics and calendar views to analyze trips by driver, vehicle, purpose and date

Communication, alerts, and automatic evaluations

Comment on trip entries and tag drivers or managers for follow-up questions. Create smart notification rules for missing entries or undocumented trips. The automatic 1% method calculation and trip cost overview are generated instantly for your tax return. For further automation, connect your logbook to n8n or Zapier: Synchronize trip data with your accounting system, export reports, or send travel expense reimbursements.

Communication and notification view with comments on trips and alerts for missing entries

Your personalized trip log dashboard in the app

With SeaTable’s integrated no-code app builder, you can easily create your own customized trip log front end. Use the web form from the template for your employees to record their daily trips. Create statistics dashboards for management, calendar views for trip planning, or separate views for each driver—everyone sees only their own entries. Share reports with your accounting department or the tax office via a link, store fuel receipts and inspection documents, and use granular permissions. Password protection and user-defined access provide additional security.

App view of the mileage log with individual dashboards and filtered driver-specific views

Smart automation

AI-supported trip management with SeaTable

With SeaTable, you benefit from powerful AI features , that take your trip management to a whole new level. Automate recurring tasks and save valuable time. GDPR-compliant

Automatic classification with Classify

Have your trip details classified automatically: AI automatically recognizes the purpose of the trip (e.g., business visit, customer visit, business trip) based on destination texts or notes and assigns trips to the correct category.

Automated text recognition with OCR

Upload fuel receipts or inspection reports, and the OCR function automatically recognizes costs, dates, and mileage. This information is transferred directly to your logbook table.

Intelligent data extraction with Extract

The Extract function analyzes trip descriptions or uploaded documents and automatically extracts relevant data such as mileage, amount, or purpose of the trip. This saves time and reduces errors during data entry.

Summaries with Summarize

DThe Summarize function automatically creates summaries of your trip data for reports and tax returns. This gives you a quick overview of your travel expenses and business trips.

Tailor-made automation with Custom Prompt

With the custom prompt function, you can define your own AI instructions for specific tasks: automatic calculation of travel expenses according to the 1% rule, prioritization of maintenance due dates, or intelligent warnings for missing entries – entirely according to your requirements.

AI-automated plausibility check

The AI automatically detects inconsistencies: unrealistic mileage, missing return trips, duplicate entries, or gaps in the logbook. You receive immediate alerts—for a tax-compliant, error-free logbook.

Maximum security

Logbook template for legally compliant documentation

SeaTable is a modern AI no-code database solution with automation and app builder, offering all the features you need for a digital, audit-proof logbook. Protecting your data and ensuring legal compliance are our top priorities.

GDPR compliant

When you use SeaTable Cloud or our integrated AI, all your data remains in Europe. Our infrastructure is hosted exclusively on servers in Germany – ensuring the highest level of compliance.

2FA and SSO

SeaTable supports all common authentication techniques and enables two-factor authentication and SSO. Because you decide who gets access to your data.

FAQs about SeaTable's logbook template

Can I use the SeaTable logbook template for free?: Yes, you can use the electronic logbook template free of charge with SeaTable. All you need is a free account, and you can start documenting your business trips digitally right away.
Is the SeaTable logbook template tax-compliant and legally secure?: Yes, the logbook template records all the information required by the tax office: date, driver, vehicle, purpose of the trip, route, and mileage. Digital archiving with a complete change history and driver authentication makes the logbook audit-proof and meets all tax requirements.
Can I manage multiple vehicles and drivers in the logbook?: Yes, the logbook template supports multiple vehicles and drivers. You can store all relevant documents (insurance, registration, inspections) for each vehicle and create individual views for each driver so that everyone can only see their own trip entries.
Can I also record the logbook using my smartphone?: Yes, the web form of the logbook template is fully optimized for mobile devices. You can record trips directly with your smartphone or tablet—in the car, on the road, or in the field. All data is immediately synchronized with the central logbook table.
How does the 1% method calculation work in the logbook template?: The 1% method is a simplified method for calculating travel expenses. SeaTable calculates this automatically based on your travel data. You can use it to compare whether the logbook method or the 1% method is more favorable for your tax return.
Can I import my existing Excel logbook into SeaTable?: Yes, you can easily import your existing Excel logbook template into SeaTable. SeaTable supports the import of Excel files (.xlsx, .xls) and CSV files. After importing, you can customize the data structure and benefit from all SeaTable features.
Can I link my logbook to my accounting system?: Yes, SeaTable works seamlessly with n8n and Zapier. You can easily connect your logbook to your accounting software, ERP system, or other tools—no programming required. Automate tasks such as travel expense transfers or report generation.
I would like to use SeaTable as a logbook tool. Is there free support available?: Yes, you can contact our support team with any questions you may have. Either post your question in our community forum or contact us directly by email.