Mileage Log

A clean, compliant log for vehicle mileage tracking.

This log helps you capture business mileage, trip purpose, and odometer readings to support tax deductions and employee reimbursements. It ensures your records meet the strict substantiation requirements of the IRS.

Why keep a detailed log?

When it comes to vehicle expenses, the IRS is notoriously strict. Estimates, rough guesses, and "reconstructed" logs created months after the fact often do not survive an audit. To claim the mileage deduction (or reimburse employees tax-free), you must have a contemporaneous record—meaning you wrote it down at the time of the trip.

This template provides the exact structure needed to prove your deduction is legitimate.

IRS Mileage Requirements

To satisfy the IRS, a mileage log must answer four key questions for every single business trip:

1. When? The date of the drive.
2. Where? The destination (and often the starting point).
3. Why? The business purpose (e.g., "Client meeting with Acme Corp," "Supply run to Office Depot"). "Errands" or "Meeting" is often too vague.
4. How much? The total miles driven.

In addition to individual trip details, you must also track the total miles driven for the year (business, commuting, and personal). This log captures all of these necessary components in one place.

Template details

What's included

• Trip Date, Origin, and Destination Fields: Essential columns to establish the "When" and "Where" of each trip.
• Business Purpose Notes: A dedicated space to record the "Why," preventing vague entries that auditors target.
• Beginning and Ending Odometer Readings: The gold standard for proof. While apps use GPS, odometer readings are hard evidence of the vehicle's actual usage.
• Total Miles Summary: Automatic calculations to sum up business miles vs. personal/commuting miles.
• Monthly Totals Section: A quick-view summary to help you spot trends or reimburse employees on a regular schedule.

Who it's for

• Contractors and Field Teams: Salespeople, real estate agents, and tradespeople who are constantly on the road.
• Small Businesses Reimbursing Mileage: Companies that pay employees for using personal cars need a standardized way to collect this data.
• Bookkeepers Managing Expense Substantiation: Professionals who need to ensure their clients have the documentation to back up their tax returns.

Outcomes

• Easier Reimbursement Processing: Employees fill out a standard form, making approval and payment much faster.
• Stronger Documentation for Tax Filing: You can sign your tax return with confidence, knowing you have a bulletproof log to support your deduction.
• Fewer Missing Mileage Details: By logging trips as they happen, you capture every deductible mile—which translates directly to tax savings.

Why this saves time

Scrambling to rebuild a mileage log on April 14th is a nightmare. It requires digging through calendars, emails, and old receipts to piece together where you drove a year ago.

Maintaining this log takes seconds per trip but saves hours (and potential penalties) at tax time. It transforms a chaotic, high-stress retrospective task into a simple, daily habit.

Suggested pricing

• $0-$19 standalone
• Often paired with expense policies

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