travel mileage log sheet

Track mileage automatically

Irs printable mileage log template 2024 - free excel & pdf, in this article, printable mileage log template for 2024, how to use the mileage log template, what to include in your irs mileage log template, keep your mileage logs available in case of audits, faq about the mileage log template.

Are you driving a car as a part of your employment, are you self-employed and using your car for business purposes, or an employer who wants to make mileage logging easier for your employees? Then this IRS mileage log template is for you.

You can download the printable mileage log template which uses the standard IRS mileage rate for 2024  - 67 cents per mile for business-related driving.

See an overview of previous mileage rates .

Important note : If you choose to use the Google Sheets version, you need to copy the sheet onto your own sheet. You will not be able to directly edit this one as it is publicly available. For a quicker solution, download the Excel file or use the  Driversnote app .

Logging your mileage can sometimes be a long and tedious process, but there are some things you can do to make it a bit easier for yourself , or  your team , your employees . One way to start is by using a template since it ensures that you have all the necessary information when you report your miles to the IRS.

Mileage tracking made easy

Trusted by millions of drivers

Automatic mileage tracking and IRS-compliant reporting.

A mileage log book is a monthly or yearly record of your business-related travel that the IRS or your employer demand for tax deductions or reimbursement purposes.

The minimum information requirements, regardless of your situation, are each business trip's miles, the year's total mileage, the time (a date will suffice), the place (your destination), and the purpose of each trip. You can log all of this information in our printable PDF, Excel and Sheets mileage log templates.

You must keep a log not only of your business trips but personal as well (if you use the same vehicle for both). You may eventually need to be able to prove the portion of use that is for business so it is important to be able to provide the information necessary to calculate this.

The IRS mileage rates for 2024 are:

• 67 cents per mile driven for business use.
• 21 cents per mile driven for medical, or moving purposes. for qualified active-duty members of the Armed Forces
• 14 cents per mile driven in service of charitable organizations.

You could get audited due to no fault of your own and the IRS will ask for your mileage logs so always make sure to keep them somewhere safe and make copies.

When it comes to documenting business miles, this is what the IRS considers appropriate records .

It is necessary that you keep the mileage log records up to date. This implies that the mileage log template must be filled in at or near the time of departure. Anything that is updated once a week is generally considered sufficient.

According to the IRS, you must include the following in your mileage log template:

• The mileage driven for each business-related trip
• The date of each trip
• The destination and purpose of your trip
• The total mileage you’ve driven for the year

You don’t have to worry about the format of your mileage log as long as all the required information is included. Anything from a paper, diary and account book to digital spreadsheets, CSV files, PDF files, and Xlxs (Microsofts Excel) is accepted by the IRS. However, we recommend considering an app like Driversnote to save time and make sure all your records are compliant.

First, you need to update your records regularly and make sure that they are accurate and up-to-date. The IRS requires you to preserve your mileage form for three years from the day you submit your income tax return with your deduction.

Save time by using an automated mileage log app

Mileage tracking apps such as Driversnote record your driving in real-time, saving you the time and effort of manually entering data for each trip. Simply launch the app and begin tracking; the app will then record your journey as you drive. You'll have a recorded trip with the start and end times, start and endpoints, and the ability to specify the purpose of your trip.

Using an app will take the burden of organizing and keeping mileage logs off your shoulders; the app will keep track of the data for you, and your complete mileage form will be just a few clicks away at all times.

Tired of logging mileage by hand?

Effortless. IRS-compliant. Liberating.

Latest posts

Meals and entertainment deductions guide.

• Can You Write Off Car Insurance?
• How to Write Off Clothes for Work

Related posts

Irs mileage guide.

January 15, 2024 - 10 min read

Mileage reimbursement in the US — rates and rules for employees, self-employed and employers in the US.

IRS Mileage Rates 2024

January 2, 2024 - 2 min read

The standard mileage rate for business will be 67 cents per mile, effective Jan. 1st, 2024 - up 1.5 cents from the 2023 rate of 65.5 cents.

August 28, 2024 - 5 min read

Self-employed individuals and small businesses can't deduct most entertainment costs, but meals can qualify. Learn about the IRS rules.

Choose your Country or region

Free Mileage Log Template for Google Sheets [2024]

• Last updated January 2, 2024

Keeping track of your miles can save you a fortune when tax time rolls around. This guide will show you how to build a mileage log template for Google Sheets from scratch. Alternatively, you could just download one of our ready-to-go templates.

• Download Mileage Log Template 1
• Download Mileage Log Template 2

Table of Contents

What Is a Mileage Log?

Mileage logs are logbooks or spreadsheets that keep track of the distance you or your staff have driven in your car only for work-related activities during a specific period. You can utilize a mileage log to give or get an employer reimbursement or tax deduction, similar to how ledgers work .

Benefits of a Digital Mileage Log

Mileage reports can save you money on taxes if you travel to work. If you work from home, have a home office, or are near your place of employment, keeping track of your miles might not seem like a major concern. But, if you travel for work, you know how quickly miles may accumulate. And, with the price of gas and car upkeep, this is the point where keeping a mileage journal is essential.

It’s crucial to remember that keeping separate logs for work and personal miles is encouraged. When tax season comes around, this will clear up any misunderstandings and make things simpler for you.

There are three main benefits of creating a vehicle mileage log in Google Sheets. These include:

• Improves financial records:  The days of keeping track of miles on paper and ink are long gone. This outdated approach does not accurately record the number of miles traveled and can be easily misplaced.

However, with a Google Sheets mileage log template, you can check your log anytime and anywhere. Additionally, you never have to be concerned about data loss as all your data is kept in the cloud.

• Saves time:  You can easily track miles with  Google Sheets in just a few minutes, freeing up your time to concentrate on expanding your business. By using Sheets, you can spend less time manually tracking miles. You can even create a schedule in Google Sheets  for your driving too.
• Helps avoid audits:  The IRS takes business cost reimbursement extremely seriously. They, therefore, call for details that many individuals leave out of their handwritten mileage diaries.As these deductions are notoriously inaccurate, the IRS may decide not to accept your company mileage expense, or they could audit you. The IRS will, however, have concrete evidence of your accrued miles over a single tax year, provided you keep meticulous records of your travel.

Related Reading: Free Google Sheets Inventory Template

Mileage Tracking Tips

What should mileage logs consist of.

You should include several things in your mileage report. These are things specified by the IRS, and they consist of:

• Dates of the business trips
• Places you have driven to for these trips.
• The purpose of these trips

The IRS also demands a log of the total miles you drive throughout the year, whether for business, extra commute, or in your personal time.

Keeping the Tax Man Away

The best method for tracking your mileage for the IRS for proof is using records. You can create these on the same day or soon after. Creating meticulous records allows you to be precise about the current average mileage of your vehicle.

Making these mileage logs may sound like a chore, but it’s much easier to do than you may think. Although some paid software and apps allow you to do this, an easier way to do this is by using spreadsheet software like Google Sheets.

What Kinds of Business Driving Is Deductible?

Self-employed people who use their cars for business reasons are the most probable candidates for business mileage deductions. If their bosses are not paying them the full amount mandated by the IRS, workers may also be eligible to deduct some of the mileage expense. However, the cost of traveling to and from work is not deductible for any taxpayer.

The following business car usage scenarios are eligible for mileage deductions:

• Visiting clients or customers
• Going to a meeting that is away from your workplace
• Traveling to and from a temporary workplace
• Driving from your work location to a different one like a worksite or a temporary office

Additionally, you might be allowed to deduct miles for business-related chores like purchasing supplies. Remember that factors, such as whether a work site is in your neighborhood or the journey requires a lengthy overnight stay, may influence how you claim a deduction. To confirm that your expenditures are accurate and permitted, check the most recent IRS regulations or speak with a tax accountant.

How to Create a Mileage Tracking Spreadsheet

How you decide to create your mileage tracking template may vastly differ from our version of the template, as it depends on your needs. The template we are going to create in this example mileage report will have three parts. The first one contains the basic information of the employee as well as the totals of the different calculations. We created six entries here.

Here are the steps we followed for our example of a mileage log:

• First, we need to combine the cells for better visual representation. You can do this by selecting the cells and then clicking on Format in the top bar. Click on Merge cells  and select the option that suits your needs.
• Now that the cells are merged, it’s time to add the labels . You can use the same ones we did in the above example, or choose those which apply to your business.
• Although this part is optional, you can add colors to the boxes to make them more visually appealing. To do this, select the cell and click on the Fill color icon in the main toolbar. There, choose the colors you like.

Now we are going to create the main part of this mileage spreadsheet. Let’s take a look at how you can do this:

• Add the required labels to the spreadsheet. Similar to how we did this before, we can merge the cells to ensure the data is formatted appealingly.
• Add borders around the cells. You can do this by selecting the cells and then clicking on the Borders  icon in the main toolbar. There you can select the type of border you wish to apply.
• Finally, add colors to the cells and the text. This can be done using the main toolbar’s Text and Fill color  options.

Adding Formulas to the Mileage Log Template for Google Sheets

Now that we’ve completed our initial formatting, it’s time to add formulas to the spreadsheet to automate our mileage tracker spreadsheet. We are going to be using the SUM formula for a lot of the cells, so let’s take a look at its syntax first:

We have added the formulas to three cells in this mileage form template. These are Total Miles , Total Miles Traveled , and Total Reimbursement  cells. When using our template spreadsheet for mileage tracking, enter the reimbursement rate to get the proper results for Total Reimbursement .

Here are the formulas we used in this spreadsheet:

1. Total Miles Traveled:

This formula adds together every figure from the Total Miles column.

2. Total Reimbursement:

This formula multiplies the Total Miles Travelled  by the Reimbursement Rate .

3. Total Miles:

This formula subtracts the End  odometer reading from the Start  to calculate the miles traveled for each trip.

Note: If you’re building a spreadsheet from scratch, you’ll need to use autofill  or the fill handle to copy the formula to the rest of the column.

Frequently Asked Questions

Does google have a mileage tracker.

Google does not have a dedicated milage tracker specifically built to create mileage reports. However, due to Google’s flexibility, you can always create your own or download a template from the internet and use them as free mileage logs. You can also make specific changes to fit the spreadsheet to your needs.

How Do I Keep Track of Business Miles?

The way the IRS recommends tracking your traveled miles involves using a mileage tracker log where you have to keep track of every mile you drive daily. You could use a business diary, a dedicated app, or a free spreadsheet tool like Google Sheets.

Do You Have to Provide Proof of Mileage on Taxes?

It is a misconception that you must record your odometer at the start and end of your trips of a business-only vehicle. However, you do have to record it as proof at the beginning and end of the year or when you start using a new vehicle for your business travels. If your car is for private and business use, it’s a good idea to track when you use it for your company.

Wrapping Up

Now that you have a mileage log template for Google Sheets, you just have to remember to use it consistently. Save the Sheets app to your phone to make adding the mileage after each trip easy.

• 2 Free Crypto Portfolio Tracker Google Sheets Templates
• 4 Free Google Sheets Itinerary Templates To Plan Your Trip
• Free Google Sheets Profit and Loss Template
• The Free Google Sheets Task List Template [Easy Guide]
• Free Social Media Calendar Template in Google Sheets
• 5 Useful Google Sheets Project Management Templates [Free]

Most Popular Posts

How To Highlight Duplicates in Google Sheets

How to Make Multiple Selection in Drop-down Lists in Google Sheets

Google Sheets Currency Conversion: The Easy Method

A 2024 guide to google sheets date picker, related posts.

Rental Property Spreadsheet: Track Income and Expenses

• Talha Faisal
• July 10, 2024

The Only Project Plan Template You’ll Ever Need

• Princess Angolluan
• June 3, 2024

The Best Habit Tracker Google Sheets Templates

• Chris Daniel
• May 15, 2024

Free Purchase Order Template for Google Sheets (+ How to Use)

• May 6, 2024

Thanks for visiting! We’re happy to answer your spreadsheet questions. We specialize in formulas for Google Sheets, our own spreadsheet templates, and time-saving Excel tips.

Note that we’re supported by our audience. When you purchase through links on our site, we may earn commission at no extra cost to you.

Like what we do? Share this article!

Free Mileage Log Templates

By Kate Eby | April 13, 2018

• Share on Facebook
• Share on LinkedIn

Link copied

A well-maintained mileage log can make a huge difference for salespeople, service workers, or anyone who spends a significant time on the road for their job, especially if you are self-employed. Those miles translate into dollars, either as reimbursement from your employer or as a deduction from the IRS, and they can add up quickly. You can simplify the task of keeping these expenses in order by using mileage templates. The free, easy-to-use, and customizable templates below track vehicle maintenance, gas mileage, and more transportation-related expenses, and they’re available for download as Microsoft Excel and Word, PDF, or Google Docs files.

Mileage Report Templates

Business vehicle mileage log.

This Excel mileage log provides a simple layout for easy mileage reporting and automatic calculations for daily miles, total miles, and reimbursement amounts. It includes columns to list the date and purpose of a trip, odometer start and finish readings, and relevant notes about trip details, which can provide important documentation during an audit. Use this template as a daily and monthly mileage log.

‌ Download Business Vehicle Mileage Log Template - Excel

12-Month Mileage Log Spreadsheet

Each month gets its own mileage log sheet in this template, so you can record daily, monthly, and yearly miles. Keep track of your overall mileage as well as business miles that can be deducted. In addition to monthly log sheets, the template provides an annual mileage summary so that you can get a quick overview. This template can easily be edited to track other information, such as tolls and other fees, or personal miles that can be deducted, such as expenses related to moving or medical appointments. Save this Google Sheets log to your Drive account for cloud storage and easy access from a mobile device.

‌ Download 12-Month Mileage Log Spreadsheet Template - Excel

Monthly Mileage Report Form

This monthly mileage report template can be used as a mileage calculator and reimbursement form. Template features include sections to list starting and ending locations, daily and total miles driven, employee information, and approval signatures. This spreadsheet report can be customized to include whatever details are relevant to your business, including mileage rates. It’s available as an Excel, Word, or PDF file.

Download Monthly Mileage Report Form Template

Excel | Word | PDF

More Log Templates: Weekly Expenses, Gas Mileage, and Vehicle Maintenance

Weekly expense report template.

More than just a mileage expense report, this template can be used for tracking other business travel expenses for reimbursement on a weekly basis. Enter company and employee information at the top along with a time period, and then keep track of mileage and other expenses for each day of the week. This is a detailed template that allows you to create a thorough expense report for accounting and record keeping.

‌ Download Weekly Expense Report Template - Excel

Gas Mileage Log Form

If you’re keeping track of business-related gas expenses, this gasoline log can calculate the cost of a trip based on the distance traveled, the price of gas, and your vehicle’s gas mileage. This is useful both for anticipating the cost of a trip and for tracking actual expenses. Use this template for your own personal budgeting or to support tax documentation along with receipts.

‌ Download Gas Mileage Log Form Template - Excel

Vehicle Maintenance Log Template

Keep track of vehicle maintenance, repairs, and related expenses with this log template for Google Sheets. Get a quick view of services performed over the course of a year, along with itemized and total costs. Combine this with invoices and receipts to help organize your records. Keep a printed version in your vehicle for a reminder of what services have been completed.

‌ Download Vehicle Maintenance Log Template - Excel

What Is a Mileage Log?

A mileage log provides a record of vehicle miles traveled for business over a given time period. This documentation may be used to collect reimbursement from an employer or to claim mileage as a tax deduction. Mileage logs may also be used to keep track of other deductible miles, such as those related to travel for medical appointments, when moving, or as part of work for charitable organizations. Employers may set their own reimbursement rates, while the IRS updates mileage rates each year for taxpayers to follow.

If you plan to deduct miles on your tax return, it’s important to keep track of mileage on a daily basis and maintain accurate records in case of an audit. A mileage log could be any form, spreadsheet, or online application that helps you keep track of miles.

What Business Driving Can Be Deducted?

The most likely candidates for deducting business miles are self-employed individuals who use their vehicles for work purposes. Employees may also be able to deduct part of the cost of mileage if their employers are not reimbursing them at the full rate set by the IRS. However, no taxpayer can deduct mileage for commuting to and from work.

In addition to tracking the number of miles driven, you also need to document the purpose of business travel. Here are some types of business vehicle use that are allowable for mileage deductions:

• Driving from one work location to another, such as an office or other work site
• Visiting customers or clients
• Going to a business meeting that is away from one’s workplace
• Traveling to a temporary workplace

You may also be able to deduct mileage for job-related errands, such as picking up supplies, and for business entertainment. Keep in mind that certain variables may affect how a deduction needs to be claimed, including whether a work location is within your home area or if the travel involves an extended overnight stay. Check the current IRS rules or consult with a tax accountant to ensure that your deductions are accurate and allowable.

Standard Mileage Deduction vs. Actual Expenses

Taxpayers can choose to take a standard mileage deduction by multiplying the number of qualified business miles by the IRS mileage rate. In addition to this standard amount, they may be able to deduct tolls and parking fees that are related to business travel.

Alternatively, taxpayers can choose to deduct actual expenses they accrued over a given year, including business costs related to vehicle depreciation, registration fees, lease and insurance payments, gas, repairs, tolls, and other expenses. When deducting actual expenses, it’s important to keep receipts and other supporting documentation.

A mileage log can be used to track both business and personal miles in order to show what percentage of vehicle use is work related. Again, check with the IRS or your tax preparer to get the most accurate and up-to-date rules for tax deductions each year.

What Is the Mileage Reimbursement Rate for 2017?

The standard mileage rates set by the IRS fluctuate from year to year. For 2017, the rate per mile for deducting business travel is 53.5 cents. For miles accrued as part of charitable work, the rate is 14 cents per mile. And for mileage related to medical or moving purposes, the rate is 17 cents per mile.

What Is the Mileage Reimbursement Rate for 2018?

In 2018, the standard mileage rates increased slightly from those in 2017 for travel related to business, medical, or moving needs. For business miles driven, the rate is 54.5 cents per mile. For medical and moving mileage, the rate is 18 cents per mile. And for charitable mileage, the rate is the same as the previous year, at 14 cents per mile.

For more information, see this quick overview of standard mileage rates from the IRS .

Using a Mileage App: Pros and Cons

Several apps, such as MileIQ, Quickbooks Self-Employed, and TripLog, are designed for calculating and tracking mileage. These apps offer the benefit of automatic mileage tracking using GPS, so drivers can simply rely on the app to detect routes and add up miles. Some apps also calculate other expenses and allow you to categorize the type of trip in order to separate personal and business miles.

However, this convenience comes with drawbacks, including cost. Prices vary, but a fee is often required to get the benefit of automatic mileage tracking. Another potential con is the amount of storage space required to support one of these apps, which may clog up your phone quickly and wear down the battery. Before you opt for an online mileage service, be sure to read through user reviews to get a better idea of what to expect, how well they work, and whether the cost is worth the potential hassle.

Mileage Tracking Tips

Keeping track of mileage is important and doesn’t have to be overwhelming. Here are a few tips for creating an easy process while maintaining accuracy.

• Calculate mileage daily. This can’t be emphasized enough. Try to make it a daily habit so that your records are accurate and detailed, and nothing is overlooked. This may be especially important if you are audited.
• Use maps as a backup. Humans make mistakes, and mileage apps can have their own issues. If you use your vehicle for business and forget or lose the mileage information, look up the route with an online map to estimate the miles traveled, and then print a copy for documentation.
• Hold on to your mileage records. The IRS recommends holding on to mileage logs and other supporting documentation for at least three years. To help ensure that records are not lost, consider keeping digital versions in a safe and easily accessible location.
• Keep a paper log in your car: A paper copy of your mileage log can serve as a backup if technology fails or if you think of a note during your trip that you want to add to a digital log at a later time.

No matter how you track your business miles or store your records, aim for accuracy so that you’re not missing out on deductions and the full reimbursement amount you are owed.

Manage Your Mileage and Business Expenses Better in Smartsheet

Empower your people to go above and beyond with a flexible platform designed to match the needs of your team — and adapt as those needs change. 

The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed. 

When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time.  Try Smartsheet for free, today.

Discover why over 90% of Fortune 100 companies trust Smartsheet to get work done.

The Last Mileage Log You'll Ever Need (Free Template)

Sarah is an Enrolled Agent with the IRS and a former staff writer at Keeper. In 2022, she was named one of CPA Practice Advisor’s 20 Under 40 Top Influencers in the field of accounting. Her work has been featured in Business Insider, Money Under 30, Best Life, GOBankingRates, and Shopify. Sarah has spent nearly a decade in public accounting and has extensive experience offering strategic tax planning at the state and federal level. Her clients have come from a wide range of industries, including oil and gas, manufacturing, real estate, wholesale and retail, finance, and ecommerce, and she has handled tax returns for C corps, S corps, partnerships, nonprofits, and sole proprietorships. In her spare time, she is a devoted cat mom and enjoys hiking, painting, and overwatering her houseplants.

Looking for a painless way to track your business mileage? The search ends here. I’d like to introduce you to the last mileage logs you’ll ever need, updated with the latest IRS rates. ‍ Here's one for the 2023 tax year:

To use these spreadsheets, click on the links below and select “Make a copy” to make it your own.

How the Keeper mileage log works

This free mileage log template tracks your trips and automatically calculates your mileage deduction on each one. 

It’s user-friendly, compliant with IRS standards, and quite pretty to look at. All in all, it’s a perfect solution for your own taxes —  or for requesting a mileage reimbursement from a customer or employer.   

Entering your trip details

The bottom half of the log gives you plenty of room to record all your trip information. There are a few sample lines to show you how it works. Let’s take a look at each column, one at a time: 

• Trip Name : Use this to specify the purpose of your trip. For example, if you’re going to a meeting, it could be the name of the client you’re meeting with.
• Date : Here’s when you took the trip. This is an IRS requirement, so don’t forget to jot it down!
• Start and End : The beginning and ending addresses allow  the IRS to verify the mileage if required. You can enter the exact address, or use a close approximation. For example, “ABC warehouse on 6th.” 
• Miles : Enter the exact distance you drove. This will be used to calculate your deduction. 
• Business or Persona l: Use the dropdown menu to specify the nature of the trip. The mileage deduction won’t calculate unless “Business” is selected. However, “Personal” trips will be included in the “Total Mileage” shown at the top of your Mileage Dashboard. 
• Deduction : This column shows how much you can write-off per trip. The running total is listed under the Dashboard. 
• Notes : Use this column to jot down any necessary information relating to the trip. For instance, if it’s a routine trip but you had to stop for gas, leave a note to explain why the trip was slightly longer.

Understanding your Mileage Dashboard

As you begin to fill out the log, your Dashboard will automatically update.

The total tax deduction for the year will show up in the green box shown below. We calculate this automatically for you, using the latest mileage rate provided by the IRS.

Your cumulative business and total mileage will display as well.

If you prefer to use your odometer readings for your total miles, you can include those in the top right corner of the Dashboard. The “Total Mileage” box will update accordingly. (We’ll talk some more about odometer readings down below!)

What does the IRS require from your mileage log?

If your mileage deduction is ever challenged, this is what the IRS is going to expect to see included on your log:

• Date the trip happened
• Purpose of the trip
• Starting address and end destination
• Number of miles you drove

If you fail to adequately supply any of these things, your tax deduction would be disallowed. That’s why we made sure to include all of those on the Keeper log. 

{write_off_block}

Do I need to provide odometer miles on my log?  

A common misconception is that the IRS requires your odometer readings on the log. That’s not true. As long as you’re able to document the other details, you don’t need to consult your odometer at all.  

However, when it comes to claiming your mileage deduction on your tax return, your odometer can come in handy. 

When to use your odometer readings

Your odometer can be helpful for figuring out your total mileage.

Let’s back up a second. When reporting your auto details, you’ll have to list two things: 

• Your business mileage for the year
• Your total mileage (including commuting ) for the year

Most people know to track their business mileage, but not everyone tracks their total mileage.

If you use the Keeper mileage log for both your work and personal trips, the total mileage listed at the top should be accurate.

However, what if you only track your business trips? Then you should record your odometer miles at the beginning and end of the year to get your total mileage. 

Just put in your starting and ending odometer readings, and the Dashboard will do the rest.

Understanding the mileage deduction

Our free spreadsheet is a great way to track your mileage deduction, but how does it actually work? The mileage deduction is calculated by multiplying your yearly business miles by the IRS’s standard mileage rate. For 2023, that’s $0.655. For 2024 , it'll be $0.67.

This rate is adjusted for inflation each year. It’s designed to reflect the average costs of car-related expenses , such as: 

• 🚙  Depreciation
• ☂️  Insurance
• 🏷️  Licenses and registration
• 🔧  Repairs and maintenance 

So if you have 5,000 in business mileage, your deduction would be $2,925. Not bad, right? 

This is a great deduction to take advantage of if you drive for work. However, it does come with the added recordkeeping requirement of a mileage log.  

What happens if you claim business miles but don’t keep a log?

Over the years, many taxpayers have gotten dinged for claiming the mileage deduction without good records. 

Here are a couple of tax court cases that show what can happen.

⚖️ Taylor v. Commissioner: A few bad trips can put your whole write-off at risk

In the case of Taylor v. Commissioner in 2017 , a small business owner’s mileage deduction was disallowed due to discrepancies on her log. Certain trips listed inaccurate mileage or showed distances that would be too long to complete in a single day.

Interestingly, Mrs. Taylor’s entire mileage deduction was disallowed, even though much of her documentation was up to the IRS’s standards. Having several major mistakes cost her the entire write-off.   ‍

⚖️  Kilpatrick v. Commissioner: There’s no point in creating a mileage log after the fact

In another case, Kilpatrick v. Commissioner , a business owner waited until after he received notice of an IRS audit to create his mileage log.

Mr. Kilpatrick was able to provide calendar records and MapQuest printouts of his routes. However, the tax court deemed his records inadequate since they were prepared more than two years after the driving had occurred.

Sadly, this has been the fate of many taxpayers over the years. The IRS is strict about requiring contemporaneous records, which means they are kept in real time.

Recreating your log after the fact could jeopardize your write-off. 

{email_capture}

Sarah York, EA

Over 1M freelancers trust Keeper with their taxes

Keeper is the top-rated all-in-one business expense tracker, tax filing service, and personal accountant.

Sign up for Tax University

Get the tax info they should have taught us in school

Expense tracking has never been easier

What tax write-offs can I claim?

At Keeper, we’re on a mission to help people overcome the complexity of taxes. We’ve provided this information for educational purposes, and it does not constitute tax, legal, or accounting advice. If you would like a tax expert to clarify it for you, feel free to sign up for Keeper. You may also email [email protected] with your questions.

Voted best tax app for freelancers

More Articles to Read

Free Tax Tools

1099 Tax Calculator

• Quarterly Tax Calculator

How Much Should I Set Aside for 1099 Taxes?

Keeper users have found write-offs worth

• Affiliate program
• Partnership program
• Tax bill calculator
• Tax rate calculator
• Tax deduction finder
• Quarterly tax calculator
• Ask an accountant
• Terms of Service
• Privacy Policy
• Affiliate Program
• Partnership Program
• Tax Bill Calculator
• Tax Rate Calculator
• Tax Deduction Finder
• Ask an Accountant

• 2024 Calendar
• 2025 Calendar
• Monthly Calendar
• Blank Calendar
• Julian Calendar
• Personal Letter
• Personal Reference Letter
• Collection Letter
• Landlord Reference Letter
• Letter of Introduction
• Notarized Letter
• Lease Renewal Letter
• Medication Schedule
• Bank Statement
• 100 Envelope Challenge
• Landscaping Invoice
• Credit Application Form
• Plane Ticket
• Child Support Agreement
• Payment Agreement
• Cohabitation Agreement
• Residential Lease Agreement
• Land Lease Agreement
• Real Estate Partnership Agreement
• Master Service Agreement
• Profit Sharing Agreement
• Subcontractor Agreement
• Military Time
• Blood Sugar Chart
• Reward Chart
• Foot Reflexology
• Hand Reflexology
• Price Comparison Chart
• Baseball Score Sheet
• Potluck Signup Sheet
• Commission Sheet
• Silent Auction Bid Sheet
• Time Tracking Spreadsheet

Free Printable Mileage Log Templates [PDF, Excel]

A mileage log is an important tool for individuals and businesses that rely on their vehicles for transportation. Whether you are a self-employed individual who uses your car for work-related activities or a business owner who needs to track the miles driven by your employees, keeping accurate records of your mileage is essential.

A mileage log is a simple and effective way to track and document the miles driven for business, medical , or charitable purposes. By keeping track of your mileage , you can claim tax deductions and other benefits, in addition to having a record of your vehicle’s maintenance and fuel consumption. In this article, we will explore the importance of keeping a mileage log and provide tips on how to create and maintain an accurate mileage log.

Table of Contents

Mileage Log Templates

Mileage Log Templates are practical tools used to track and record mileage for business or personal purposes. These templates provide a structured format for documenting essential details related to each trip, such as the date, starting and ending locations, mileage, and purpose of the journey. They serve as a convenient way to keep accurate records of mileage for various purposes, including tax deductions, reimbursement claims, or general expense tracking.

Mileage Log Templates can be customized based on individual preferences, specific reporting requirements, or the type of vehicle used. They can be designed as digital spreadsheets , printable forms, or integrated into mileage tracking apps or software. By utilizing Mileage Log Templates, individuals or businesses can maintain accurate records of their travel distances, track deductible mileage for tax purposes, or submit mileage reimbursement claims. These templates serve as a valuable tool for efficient mileage tracking, expense management, and compliance with record-keeping requirements.

What information a mileage log include ?

A mileage log typically contains the following information:

Date of Trip: This is the date on which the trip was taken.

Starting Point: This is the location where the trip began.

Ending Point: This is the location where the trip ended.

Purpose of Trip: This is the reason for the trip, such as business, medical , or charitable.

Distance Traveled: This is the total distance traveled for the trip in miles or kilometers.

Mode of Transportation: This is the type of vehicle used for the trip, such as a car, truck, or bicycle.

Fuel Cost: This is the cost of fuel used for the trip.

Maintenance Cost: This is the cost of any maintenance or repairs made to the vehicle during the trip.

Other Expenses: This is any additional expenses incurred during the trip, such as tolls or parking fees.

Signature: This is the signature of the person who took the trip.

It’s important to keep in mind that the format of a mileage log may vary depending on the individual or business using it. Some mileage logs may also include additional information such as the vehicle’s make and model, VIN, and license plate number.

Why Do You Need to Track Mileage?

Tracking mileage is important for a number of reasons:

Tax Deductions: By keeping track of your mileage, you can claim tax deductions for business, medical, or charitable purposes. The IRS allows individuals and businesses to deduct a certain amount for each mile driven for these purposes.

Reimbursement: If you are self-employed or if you work for a company that does not provide a company vehicle , keeping track of your mileage can help you get reimbursement for your transportation expenses.

Record Keeping: Keeping a mileage log can help you keep track of the maintenance and repair needs of your vehicle. It can also give you an idea of your fuel consumption and costs, which can be helpful when budgeting.

Compliance: For businesses, keeping track of mileage can help with compliance with laws and regulations, such as IRS regulations.

Cost Savings: By tracking your mileage, you can make adjustments to your driving habits and routing to reduce your fuel consumption and maintenance costs.

Business Analysis: For businesses, tracking mileage can also help with analyzing the efficiency of their operations and identifying areas for cost savings.

IRS Mileage Tracking Requirements

The Internal Revenue Service (IRS) has specific requirements for tracking mileage for tax purposes. According to the IRS, individuals and businesses must keep accurate records of their mileage in order to claim deductions for business, medical, or charitable purposes.

The IRS requires that you keep a record of the date of the trip, the number of miles driven, and the business purpose of the trip.

The IRS also requires that you keep a record of the starting and ending odometer readings for each trip.

You must maintain records such as receipts, bills, or similar documents that support the amount of your expenses.

The IRS also requires that you maintain a log or diary of your business use of the vehicle, in which you record the date, the number of miles driven, and the business purpose of the trip.

The IRS also allows for the use of a standard mileage rate, which is a set amount of reimbursement for each mile driven for business purposes. The rate changes each year and you can check the current rate on the IRS website.

You must keep all records of your business mileage for at least three years from the date you file your tax return.

It’s important to note that the IRS has strict rules for tracking mileage and keeping records . It’s a good idea to consult with a tax professional or accountant to ensure that your mileage log is in compliance with IRS regulations.

Types of Business Driving That Qualifies

There are several types of business driving that qualify for tax deductions. These include:

Driving to and from client or customer meetings: If you use your personal vehicle to travel to meetings with clients or customers, you can claim a deduction for the miles driven. This includes initial meetings to discuss potential business, as well as follow-up meetings to discuss ongoing business.

Driving to and from job sites or worksites: If you use your personal vehicle to travel to different job sites or worksites, you can claim a deduction for the miles driven. This includes both short-term and long-term job sites or worksites.

Driving to and from business-related conferences or events: If you use your personal vehicle to travel to conferences, trade shows, or other events related to your business, you can claim a deduction for the miles driven. This includes both the travel to and from the event, as well as any side trips taken while at the event.

Driving to and from business-related training or education: If you use your personal vehicle to travel to training or education sessions that are related to your business, you can claim a deduction for the miles driven. This includes both the travel to and from the session, as well as any side trips taken while at the session.

Driving for delivery or transportation of goods: If you use your personal vehicle to deliver or transport goods for your business, you can claim a deduction for the miles driven. This includes both short-distance and long-distance deliveries or transportation.

Driving for business-related travel: If you use your personal vehicle to travel overnight for business-related reasons, you can claim a deduction for the miles driven. This includes both the travel to and from the overnight destination, as well as any side trips taken while at the destination.

Types of Business Driving That Doesn’t Qualify

There are certain types of mileage that do not qualify for tax deductions. These include:

Driving from your home to your regular place of business does not qualify for a deduction. This is considered commuting and is not considered a business expense.

Personal errands

Driving for personal reasons, such as running errands or going to appointments, does not qualify for a deduction. These miles must be separated from the business miles.

Travel between multiple business locations

If an employee is traveling between different locations that are not his regular work location, they should be able to claim a deduction. But if an employee is traveling between multiple business locations that are considered his regular work location, these miles do not qualify for a deduction.

Travel for purely personal reasons

If an employee uses their vehicle for personal reasons and not for business, those miles will not qualify for a deduction.

Travel for entertainment or recreation

If an employee uses their vehicle for entertainment or recreation, such as going to a concert or sporting event, these miles do not qualify for a deduction.

What Happens if You Don’t Keep a Mileage Log?

If you don’t keep a mileage log, it can be difficult to prove to the IRS that the miles you are claiming as a business expense are in fact business-related. Without accurate records, the IRS may disallow your deductions, which can result in additional taxes, penalties, and interest.

Additionally, without a mileage log, you may not be able to accurately determine the amount of your deduction. You may end up claiming a higher or lower amount than you are entitled to, which can also result in additional taxes or penalties.

It is important to note that, The IRS requires you to maintain accurate records of your mileage, so it’s a best practice to keep a mileage log that documents the date, purpose of the trip, and the starting and ending odometer readings for each business trip.

By keeping a accurate mileage log , you will be able to prove to the IRS that the miles you are claiming as a business expense are in fact business-related and you are entitled to the deductions.

How to Log Mileage for Taxes

Keeping a mileage log for taxes is an important step in claiming deductions for business-related travel. Here is a step-by-step guide on how to log mileage for taxes:

Step 1: Choose a method for tracking your mileage: There are several ways to track your mileage, including using a paper log, a spreadsheet, or a mileage tracking app. Whatever method you choose, make sure it is easy for you to use and allows you to accurately record the date, purpose of the trip, and starting and ending odometer readings for each business trip.

Step 2: Start logging your mileage: From the first day of your tax year, begin logging all of your business-related mileage. This includes driving to and from client or customer meetings, job sites or worksites, business-related conferences or events, business-related training or education, deliveries or transportation of goods, and business-related travel. Make sure to also log any personal miles you take during the year, as these miles must be separated from the business miles.

Step 3: Be consistent: Try to log your mileage in the same way every day and make sure to record all business-related miles driven.

Step 4: Keep detailed records: In addition to recording the date, purpose of the trip, and starting and ending odometer readings, make sure to keep detailed records of the business purpose of each trip. This can include the names of clients or customers visited, the address of the job site or worksite, and the name and location of the conference or event.

Step 5: Keep all receipts: Keep all receipts for any business-related expenses, such as tolls, parking fees, and car repairs. These expenses can also be claimed as deductions.

Step 6: Calculate your deductions: At the end of the tax year, calculate your total business-related mileage and multiply it by the IRS standard mileage rate for the year. This will give you the total amount of your mileage deduction.

Step 7: File your taxes: When filing your taxes, be sure to include your mileage log and any other documentation of business-related expenses. This will help to ensure that your deductions are accepted by the IRS.

By following these steps and keeping accurate records, you will be able to claim the maximum deduction for business-related mileage on your taxes. Remember, it is important to keep accurate records of business miles driven, including the date, purpose of the trip, and the starting and ending odometer readings. This will help to ensure that only qualified mileage is claimed as a deduction on taxes.

How do I create a mileage log?

To create a mileage log, use a template or table capturing essential trip details like: date, departure/arrival destinations, purpose categories (business, medical etc.), odometer readings, tolls or parking if applicable, and automatic mileage calculations summing trip distance deductions available.

What does the IRS require for a mileage log?

IRS requirements for acceptable mileage logs record at minimum the trip date, destination, and business purpose declaration. Including departure points and odometer data provides clearer validation if audited. Electronic logs using apps also qualify with auto-validation like time/location stamping.

Can you track mileage in Excel?

Yes, Excel provides ideal customizable mileage log templates to track tax deductible, reimbursement or vehicle expense details. Tables auto-calculate odometer differences as mileage rates entered for each trip line. Charts visually compare mileage across timeframes.

How do I make a mileage tracker?

To make a manual mileage tracker, create a small notepad table with columns for date, travel purpose category, start and end odometer readings. Quickly jot details during the trip. For digital trackers, use templates or mileage log apps GPS mapping each trip.

Is it better to claim mileage or gas on taxes?

Claiming the standard business mileage rate is typically better than actual vehicle expenses and gas receipts if your annual business miles driven exceeds around 10,000. The fixed per mile amount simplifies deductions. Check annually as gas prices fluctuate on which method favors you most.

How do I prove mileage for taxes?

Save odometer readings and dates from maintenance garage invoices to show ownership timeframe. Retain detailed mileage logs by trip and simplify verification with apps logging location data. Take photos of odometer displays before/after trips. Avoid rounding as exact totals prove essential if claiming high mileage.

A travel log can quickly become an un-tracked mess if you don't organize it. But you'll soon realize that keeping a travel log is almost like a lifestyle for anyone…

Bubbles maps are for you if you’re into brainstorming and organizing ideas. It’s a great way to organize multiple ideas and categories in one place. You can use these templates when…

Are you planning on protecting your company or business against any loss? Say hello to indemnification agreements. No doubt you might have thought of the term liability, which can connect…

A booklet is an excellent tool for promoting your business or products. It allows you to promote your business without spending too much advertising money. When people can hold the…

A memorandum of understanding (MoU) is usually an agreement between 2 or more parties. It is not an official and binding contract, but it has a list of requirements and…

Bowling is a fun social game that can be enjoyed by everyone. So if you are someone who enjoys bowling, it’s no surprise you are probably looking for a useful…

Betina Jessen

Leave a reply cancel reply.

Your email address will not be published. Required fields are marked *

Save my name, email, and website in this browser for the next time I comment.

IRS Printable Mileage Log Templates – Free Excel & PDF & Google Sheets

Who Needs a Mileage Log? If you’re driving for work, whether as an employee, a self-employed individual, or an employer looking to simplify mileage recording for your team, the IRS mileage log template for 2024 is essential. This template will help you track your business-related mileage efficiently.

Download Excel Mileage Log

Download PDF Mileage Log

Benefits of Using a Printable Mileage Log for 2024 The downloadable mileage log template aligns with the IRS standard mileage rate for 2024, which is 67 cents per mile for business driving. To ease your work, choose from different formats: a modifiable Excel file, a quick PDF version, or even a Google Sheets version. Remember, if using Google Sheets, you’ll need to make a copy of the template since the original is view-only.

Effortless Mileage Tracking Tracking mileage might seem daunting, but using a template can simplify the process. It ensures you capture all crucial details such as date, destination, purpose, and mileage for each business trip. This not only prepares you for IRS reporting but also helps in managing comprehensive records for reimbursements or audits.

Effortless. IRS Compliant. All in 5 Minutes.

• GENERATE A DRIVING LOG IN MINUTES
• AUTO-POPULATE AND RECURRING DRIVES
• GET YOUR MAXIMUM TAX DEDUCTION

How to Utilize the Mileage Log Template A mileage log serves as a detailed record of your business-related travels required by the IRS or employers for tax deduction or reimbursement purposes. You need to log every trip, noting down specifics like miles driven , trip date, destination, and the purpose of each journey.

Key IRS Mileage Rates for 2024

• Business use: 67 cents per mile.
• Medical or moving purposes for Armed Forces: 21 cents per mile.
• Charitable service: 14 cents per mile.

Documenting Your Miles Proper documentation is crucial. The IRS requires timely updates to your mileage log, ideally weekly. The log should include:

• Mileage for each business trip.
• Date of the trip.
• Destination and purpose.
• Total annual mileage.

Recommendations for Keeping Mile Logs To avoid issues during audits, it’s wise to regularly update and back up your mileage logs. The IRS mandates keeping these logs for three years from your tax filing date. While paper logs are acceptable, digital solutions like ExpressMileage are recommended for efficiency and compliance.

Automating Mileage Tracking Consider using apps like Driversnote or MileIQ , which automatically track your driving, saving you the hassle of manual entries. These apps document every detail of your trips, making mileage reports accessible with just a few clicks.

By integrating these practices, you ensure meticulous record-keeping, making it easier to handle business expenses and prepare for potential IRS audits.

Need a mileage log for taxes or reimbursement?

Make a log in 5 minutes worth $$$

ExpressMileage

You might also like.

Employees Mileage Reimbursement

Why Should You Audit-Proof Your Car Deduction?

How to Claim Your Medical Care Expense Deduction

The evolution of mileage logs: from paper to digital.

ExpressMileage Do you need a mileage log for reimbursement or IRS tax purposes? Our online mileage log generator helps you make mileage logs in a matter of minutes.

• How it Works

Business Mileage Tracking Log

Whether you're an employee or a business owner, it's important to keep good business mileage records so that you have the information you need for either completing your company's mileage reimbursement form or for determining the mileage deduction on your tax return. Vertex42's Business Mileage Tracker will help you keep good records and determine total mileage for reimbursement or deduction. Keep reading below the download block to learn more about how to keep track of your business mileage.

Business Mileage Tracker

Other Versions

License : Private Use (not for distribution or resale)

"No installation, no macros - just a simple spreadsheet" - by Jon Wittwer and Brent Weight

Description

This simple spreadsheet was designed at the request of an individual looking for an easy way to track daily business mileage so that they could report the information to their employer for reimbursement. Although we already had a travel expense report template and a MPG log available, we recognized the need for keeping a daily log of miles traveled for tax purposes, and this is what we came up with.

The Business Mileage Tracker includes a Mileage Log worksheet that you can print, fold in half, and store in your vehicle. Use it to record the start and end odometer reading, as well as the business purpose, whenever you use your vehicle for business travel.

How to Use the Mileage Tracking Template

For employees.

Employees are normally required by employers to keep accurate records for reimbursements. Use the Vertex42's Mileage Tracker to keep track of your business mileage, purpose, and notes. The template will also help you to calculate the amount you are owed. If your company has a specific reimbursement form for you to use, then keep a copy of Vertex42's Mileage Tracking Log in your car to track mileage at the source. The Mileage Log is formatted for portability and can be easily kept in the car.

For Small Business Owners

Business owners have two options when it comes to deducting the car expenses. They can choose from the Standard Mileage deduction method or the Actual Car Expenses deduction method. You should read the appropriate IRS publication about this, because there are certain requirements and qualifications associated with each of these methods. Regardless, both methods require accurate records be kept as evidence for the deductions.

Under the Standard Mileage deduction , the miles are multiplied by the IRS deduction rate to determine the amount of the deductions. Actual expenses for things like gas, insurance and maintenance are not deducted, because they are factored into the mileage reimbursement rate. Use Vertex42's Mileage Tracker to track the miles. The total deduction is then simply the mileage rate multiplied by the reimbursable miles.

The Actual Expenses deduction is used for "itemizing" the actual cost of owning, maintaining and using the vehicle for business purposes. If the vehicle is owned and used 100% for business, then all of these costs can be deducted (see the IRS publication for more information about what costs can be deducted). In cases where the business use is less than 100%, only a percentage of the total expenses can be deducted. Vertex42's Mileage Tracker was designed to track the business miles and the total miles so that you can calculate the "% Business Use."

For Charity and Non Reimbursed Business Use

There are several situations where you may be able to deduct mileage from your personal taxes, including charity volunteer work, moving, medical travel and unreimbursed business use. In all of these cases, accurate records of your mileage are required. Make sure you review the IRS specifics for each of these cases or consult a tax accountant before taking these deductions.

Tips for Mileage Tracking

• Seek the help of tax professionals for complicated or questionable situations. Better to be safe than sorry.
• Be careful not to mix the Standard Deduction and Actual Expense methods. For example, if you reimburse at the standard rate, don't deduct the actual cost of the gas or service fees.
• Mileage for commuting to and from work is not deductible. Don't even go there.
• Include specifics in your notes about your trips for future reference. This could be important in an audit situation. Include the purpose, start and end locations, people visited and outcomes. Note other costs such as parking and tolls.
• Be aware that there are rules on switching between the Standard Mileage and Actual Cost deduction methods.
• If you are an employee, make sure you understand what you can and cannot deduct from your taxes. If you are reimbursed under an accountability plan (your reimbursements are NOT on your W-2), then you are not allowed to deduct the mileage. If your reimbursements do show in your W-2, then you may be able to deduct your mileage as long as you follow the rules and limitations.
• If you fail to record actual mileage, then make an educated guess backed up with additional information. For example, determine the mileage using a web based mapping system and print a copy for your records.

Resources for Mileage Tracking and Reimbursement

• IRS: Topic 510 – Business Use of a Car at irs.gov - This is the official IRS publication on tax deductions for business use of vehicles. It outlines the two different methods available for deductions – standard mileage deduction and the actual expenses deduction. It provides specifics about when to use each method as well as information for employees who are reimbursed for their mileage.
• Official IRS Publication of the Standard Mileage Rates at irs.gov - This page lists the mileage rates for business, medical, moving and charity reimbursement rates. Make sure to look up the latest rates for the current year.
• Vehicle Maintenance Log Template - Track your auto maintenance costs using Vertex42's new maintenance log.

Follow Us On ...

Related Templates

Timesheets & Payroll

For the office.

Free Printable Excel & PDF Mileage Log Templates

Whether you’re tracking your mileage to maximize your tax refund or to claim a reimbursement from your work, you’re going to need an easy-to-use logging method in order to get every dollar you’ve earned. If you’re not ready to switch to a modern mileage tracker app , you can download our pre-built mileage log templates in either Excel (which you can import into Google Sheets) or PDF!

FREE DOWNLOAD

Free Excel/PDF Self-Employed Mileage Log Template Download

This free downloadable mileage log is perfect for Uber drivers, DoorDash deliverers, and any other self-employed worker who uses their car for work. Tracking your mileage can save you thousands on your taxes (even more if you use an automatic mileage tracker app !). 

Free Excel/PDF Company Mileage Reimbursement Form Template Download

If you’re an employee who uses their car to conduct business on behalf of a company or you’re a manager/owner with a team of mobile employees, tracking mileage is an absolute must. Download our free company mileage log template to make your mileage reimbursement process simpler!

How to Use These Mileage Log Templates

Our mileage log templates are not only convenient but also incredibly user-friendly. Designed with custom Excel code, these templates take the hassle out of mileage tracking. Just enter your odometer readings, and the sheet does all the number-crunching for you!

Important Steps:

• Purpose Column: For accurate business mileage calculation, you must enter “Business” in the “Purpose” column. Failure to do so may result in inaccurate totals.
• Minimum Information: If you’re using these logs for tax reporting, the IRS requires specific data for each business-related trip. This includes the trip’s mileage, date, destination, and purpose. Neglecting any of these details could complicate matters during an audit.
• Year’s Total Mileage: In addition to individual trip data, you’ll need to keep track of the year’s total mileage. Our template makes this effortless by automatically summing up your entries.
• Personal Trips: While the focus is often on business mileage, it’s crucial to document your personal trips as well. This provides a comprehensive record that may come in handy for various purposes, including potential tax deductions for business use of a personal vehicle.

If you need additional lines, simply copy and paste as many blank lines as you want!

By following these guidelines, you’ll have a robust, IRS-compliant mileage log that not only streamlines your record-keeping but could also save you significant time and money down the line. Happy logging!

Wait! Are you ready for a modern solution?

Manual mileage logs are costing you and/or your team dozens of labor hours per month.

Schedule a call with us to see how TripLog can give you those hours, and thousands of dollars in additional savings, back to your organization!

Switch to The #1 Mileage Tracking & Reimbursement Solution

(4.8 rating score)

Mileage Tracking For Companies

Mileage Tracking For Self-Employed

Feature Videos

TripLog Drive™

TripLog Beacon ™

ACH Reimbursement

Company Debit Cards

Bank/Credit Cards

Google & Outlook Calendar

Emburse (Certify & Chrome River)

Sage Intacct

Construction

Public Sector & Nonprofits

Sales Representatives

Accountants

Login with Intuit

Terms of Service  

Privacy Policy

© 2011 – 2024 Copyright TripLog, Inc. All Rights Reserved.

Let's chat!

Number of anticipated TripLog users:

Need support?

Mileage Reimbursement Savings Calculator

Using outdated manual mileage logs can cost businesses thousands of dollars per year in lost time and incorrect reimbursements . See how much TripLog can help you save!

Number of drivers

Average miles daily per person​

Number of trips daily

Cents-per-mile

Annual mileage reimbursement costs based on the numbers you provided.

Annual Mileage Reimbursement

50 mi/day x 100 drivers x $0.54 (5 days x 50 wks)

This is the inline help tip! You can explain to your users what this section of your web app is about.

According to research, on average employees inflate the mileage by 25% when self reported.

Estimated Reimbursement Savings

People on average spend 2 minutes on manually recording trips.

Manual Entry Hours

2 mins x 10 trips/day x 100 drivers (5 days x 50 wks)

Taking national average $25 hourly rate.

Estimated Labor Savings

Avg. $25/hr x Manual Entry Hours

Your Company

(Labor Savings + Reimbursement Savings) / Number of Drivers

Before you go, schedule a complimentary demo

See how TripLog works, ask questions, and explore your potential savings!

Get TripLog

Start automatically tracking your mileage today to never miss another deductible mile. Try the #1 mileage tracker for free!

(4.8 out of 5)

Schedule a call with a TripLog agent in as little as 15 minutes!

In your introductory meeting with one of our mileage experts, you will:

• Get a demo of the TripLog admin dashboard.
• Have the opportunity to ask questions.
• Learn more about how TripLog can benefit your team.
• Get insight into which pricing plan will best suit your team’s needs.

What do you want to find out?

Excel mileage log template.

Last updated: May 3, 2024

While you’re certainly better off using a mileage tracker app , some people just prefer a more old-fashioned approach using an Excel template. Luckily, we have a mileage form template, which you can use to track your business expenses for mileage, you only need to download Excel if you haven’t already, or just open it on Google Sheets in your browser.

On this page, we’ll break down what you need for a mileage log whether you’re self-employed or receive mileage reimbursement as an employee of a small business or an enterprise company – you need only to scroll down if you simply need the Excel mileage log template.

What Should a Mileage Log Include?

Let’s examine the specifics of what a mileage log should contain, and how different scenarios related to mileage logging affect those who need them. Generally speaking, a mileage expense report should adhere to the requirements as stated on the IRS.gov website. Let’s outline what that means exactly:

• The purpose of your trip , or, in basic terms whether or not that trip counts as business travel or personal travel. Commuting to and from your workplace is not considered a business trip, though if you travel from your work to a client, in the service of a client, to run errands, or even to attend a business lunch, these trips are tax-deductible.
• The departure and arrival points of all your trips
• Your odometer readings at the very least at the beginning of the year and at the end. The IRS requires this information so that they can see if your total recorded mileage coincides with odometer readings. If it doesn’t, or if there are logical conflicts in your trips and readings, you could face a sizable IRS fine.
• Potential deduction amounts, although this information is by no means required by the IRS, – using the 2024 standard mileage rate of 67 cents per mile for instance – your drives could give you a good idea of just how much you can claim in tax deductions from the IRS. Doing this could be difficult depending on the Excel version you have, though with our mileage logging software you are automatically shown the potential deductions of your logged trips – more on that later.

What about my personal trips?

Although the IRS doesn’t require personal trips in your mileage log , it’s strongly recommended that you include them because it will provide clarity for both yourself and the IRS since you need to separate your total business mileage, total personal mileage, and total commuting mileage for the year.

Also, logging your personal trips boosts the proficiency of MileageWise’s built-in IRS auditor function, which you need for an IRS-Proof result.

How Long Should You Keep Your Tax Records?

As a rule of thumb, it is usually worth it to keep tax records that date back a long time, though at a minimum you should keep a comprehensive vehicle mileage log dating back at least 3 years. This is a good idea because the IRS could audit you at any point, and they can request logs dating back up to 3 years.

Keeping a Mileage Log While Self-Employed

Self-employed people and independent contractors can choose between two methods when it comes to claiming tax deductions on their mileage – the standard mileage rate and the actual expenses method . The former we have already mentioned on this page; it’s very simple – all you need to do is keep a mileage log, then total your business mileage and do the math.

Let’s take an example: Stevie works as an independent plumber, traveling a great deal between clients in the city. In total, he does roughly 23,000 miles each year, which, under the standard mileage rate for 2024, qualifies him for $15,410 in tax deductions. This example paints a relatively simple picture – all Stevie needs to do to obtain his tax deductions is keep an IRS-compliant mileage log that presents all his trips, and he can do this either with our Excel template or with our mileage tracker app.

The actual expenses method on the other hand can be a little more complicated – using this method you must keep track of all expenses related to the use of your vehicle via itemized receipts, which include things like gas/oil, insurance, maintenance logs, tolls, and even depreciation. You also still need to keep a mileage log, because you have to be able to prove the percentage of your trips that were for business purposes, thus using that percentage to make a claim against your itemized receipts.

The actual expenses method is usually a good choice for those who face large expenses related to the operation of their vehicle, which is not primarily gas and oil. Expensive vehicles tend to cost a lot of money to maintain – if in doubt, talk to your accountant about which choice would be best for you.

Keeping a Mileage Log as an Employee

If you receive mileage reimbursement as compensation for driving a vehicle for the work you do as part of a small business or enterprise company, keeping a mileage log is generally no different than if you were self-employed. It does depend on the plan your employer offers, though many will use the standard mileage rate (67 cents per mile driven in 2024) for company mileage if you use your own vehicle to do the mileage.

There are, however, many alternatives. Some employers pay a fixed amount which is called a car allowance , while others tailor a more specific cost-per-mile rate , which is appropriate based on how much the company pays for that vehicle. This could be the case if the company actually provides you with a vehicle, in which case they will often take care of certain costs themselves and then offer you a cost-per-mile rate that is lower than the current federal mileage rate to cover your variable expenses.

Whatever the case, in most scenarios, you still need to keep a mileage log . It is also worth asking how your employer would like you to do that – modern companies often use software like MileageWise to make the process quick and easy for all employees.

Mileage Log Template for Excel

The below template is ideal for business owners, self-employed persons, independent contractors, and employees of companies who receive mileage reimbursement as part of their actions driving.

Feel free to download our Excel mileage log template. for 2021 , 2022 ,  2023 , or 2024 . These free printable mileage logs are sufficient to meet the IRS’s basic requirements.

If you’re looking for a basic mileage log sample or a Google Sheets mileage log template , we’ve got you covered! 🙂

Using a Mileage Tracking App vs an Excel Template

We’ve said it before and it’s worth reiterating; using a mileage tracking app such as ours will save you time and money. You can key in all your data on our spreadsheet if that’s how you prefer to do things – but really – you’re missing out.

We offer 3+1 auto-tracking methods ( Bluetooth , Plug’N’Go , Vehicle Movement , Manual ), an in-built IRS auditor, and the ability to reconstruct your mileage retrospectively if you need to, among many other features.

You can also try out our software for free for 14 days free, without having to provide your credit card information – we’re proud of what we’ve created and think you’ll find it intuitive and useful.

Put yourself on the easy track to mileage logging success with MileageWise – you won’t regret it.

Try MileageWise for free

Mileage Tracker App

This mileage tracker app knows everything other mileage trackers know. Plus, you can create mileage logs from scratch or pieces to support your past mileage claims. Create your IRS-proof mileage log in only 7 minutes/month!

Web Dashboard

AI Wizard for past trip recovery, built-in IRS auditor that checks and corrects 70 logical contradictions in your mileage log before printing – this is how MileageWise makes sure you’ll have 100% IRS-proof mileage logs!

MileageWise blog

Tips, tricks, information for those who had trouble with a mileage log before and want to get rid of the pain permanently – in a clear, digestible form.

IRS Penalty Guide: Types of Penalties and Relief Options

September 4, 2024 If you’ve ever worried about facing an IRS penalty, you’re not alone. Tax penalties can be frustrating, and understanding how they work

AI-Powered Mileage Log by MileageWise

August 29, 2024 In the hustle and bustle of daily business, mileage logging often feels like a frightening task with big consequences. It’s something that

The MileageWise Mileage Tracker App – Revamped Menu

August 21, 2024 Based on the feedback from our users, we have completely redesigned the menu system of our mobile app. The update offers a

Top 10 Guides to the Most Popular Gig Platforms

August 14, 2024 The gig economy is booming, offering countless opportunities for people to earn a flexible income through rideshare driving, delivery services, and scooter

Mileage Log For IRS audit

The IRS Didn’t Accept Your Mileage Log?

Retrospective, IRS-Proof Mileage Log

IRS-Proof Mileage Log Creator

Google Timeline

Google Timeline Export to IRS-Proof Mileage Log

Google Maps Timeline for Mileage Tracking

Google Timeline Mileage Log Walkthrough

Tax Prep & Defense Services

Mileage Log Tax Preparation Service

Prepaid IRS Mileage Log Audit Defense

Odometer Reading Calculator

Automatic Mileage Tracker App

Track Mileage For Taxes

Best Mileage Tracker Apps 2024

Best Mileage Tracker App for DoorDash

Rate MileageWise

Social media.

Tutorial Video

Terms of Service

Privacy Policy

© 2024 MileageWise – originally established in 2001

Word & Excel Templates

Printable word and excel templates.

Vehicle Mileage Log Templates

A mileage log is a useful tool because it keeps a record of the distance that a person has traveled using that particular vehicle. This log helps them keep track of various factors such as the fuel consumed by their vehicle when they travel from point A to point B.

What is a vehicle mileage log template for Excel?

A template is an easy-to-use tool that allows people to remain stress-free while they keep a record of their mileage. These days, there is so much going on in a person’s life. Therefore, it is not always easy to take the reading of the mileage and then make a record sheet to put that information for later users.

The template helps them record the information without having to worry about making a sheet. The template is usually used in the Excel file format with which, most people are familiar. This way, the template becomes easy to use.

In addition, there are many pre-defined formulas in the template that make it easy for the user to make several calculations such as total mileage at the end of the month.

What information is recorded by the template?

This template keeps a record of the following information:

Date of the reading:

It is very important to remember when the particular reading was taken. When a number of readings are recorded with the date, the user can see the duration of the recorded period in which the mileage from the odometer was taken into account.

Odometer readings:

The first reading always has a 0 to start from. The next reading is recorded from the last recorded reading. It is not possible to see total mileage in a specific period unless have both starting and ending odometer readings.

Purpose of the trip:

The mileage logbook also records the purpose for which the user traveled from one place to another. This is for the user who often wants to remember the purpose of the trip while using the mileage record sheet template.

The total number of miles traveled:

The mileage record sheet is always used to see the total number of miles a vehicle has traveled. There is a separate section in the template that prompts the user to add the mileage which can be calculated by subtracting the ending odometer reading from the starting reading.

Who can use the mileage log template?

Anyone concerned about the consumption of fuel can use this template as this helps them see the total fuel consumed by the vehicle by traveling a particular distance. This lets them see whether the fuel average of the vehicle is consuming more than required. When this happens, the user can look into the matter and give necessary repairs to the vehicle to improve its fuel consumption.

Those who have to sell their vehicle have to maintain the mileage to let others know about the condition of the vehicle. More mileage means the vehicle has been in use for a long time and therefore, it can impact the decision of the buyer.

Why do people use mileage log templates?

People who want to see how much they have traveled on a vehicle use the log as it is not easy for them to remember the miles traveled by the vehicle on each and every trip. This worksheet is very helpful for keeping track of expenses.

People use it when they want to make a personal budget and see how much they are spending on traveling. Employees who have to go on business tours also use this log and at the end of the month, they share the log with the person who has to reimburse all the expenses.

The template in the Excel file format is very easy to use as it has many empty fields to be filled and they prompt the user to provide details in those fields and then the mileage log is ready to be printed or shared. This makes people use the log without having to think of what they should mention in it to ensure that they have a well-maintained log to use for tracking miles traveled by the vehicle.

File:  Excel  ( .xls ) 2003 + and  iPad  Size 44 KB

This vehicle mileage log is designed to use for official purposes. It calculates mileage over the traveled distance by itself.

A professional design vehicle mileage log for commercial mileage calculation. Car rental service agencies can utilize this template to keep a good record of a vehicle’s mileage.

This is a simple design mileage log template for personal use. However, it can be used for small-scale businesses.

Insert the date, and purpose, and write the total mileage for the trip.

A comprehensive template that includes odometer readings along with total mileage calculated for you.

The template calculates vehicle mileage in a user-friendly format. The progress bar makes it easy to look for mileage.

Mileage log for official use. It records traveling details and total mileage.

Mileage Log With Reimbursement Form & Expense Report Size 44 KB

• Search for:
• Freebie Vault

More Printables

Even more printables.

• Digital Planners

Popular Pages

All planners & templates, popular planner printables, popular templates.

• Coloring Pages
• Organization

Business , Planners

Mileage log templates – 15 best styles.

Disclosure: This post may contain affiliate links and when you visit them you support World of Printables, thank you! Please read our disclosure for more info.

Use these mileage log templates to help you track your mileage expenses and related expenses. Choose from 15 different styles and print for free.

These handy mileage log templates allow you to accurately track the miles you drive for business, medical, charitable, and other deductible purposes. 

These templates serve as a comprehensive record of your journeys, allowing you to monitor mileage, expenses, and travel details for each trip you undertake. By diligently recording this information, you can gain insights into your transportation habits, track expenses for tax purposes, and efficiently manage your vehicle usage.

If you use your car for your business daily, it is important to use a mileage tracker.

Why use a mileage log template?

Using a mileage tracker allows you to see how often you have traveled for business, and the cost of it, and is super handy for tax deductions or claiming back expenses.

Why is this important? It’s important because you can claim some of the money spent on travel or fuel in expenses if it was used for business! This helps show a reduction in your profits, which means you pay fewer taxes.

Also, if you are able to claim travel expenses or mileage reimbursement (for a business trip or commuting) from your employer, then this mileage log sheet is the perfect thing that makes mileage tracking so much easier. You can then be reimbursed for these expenses. Just make sure you keep personal and business mileage separate.

Employers can also use this mileage log form for business purposes and may use them to give to employees so they can keep accurate records and manage their business expenses.

Learn how to use a mileage log template below.

Mileage Log Template

Choose your favorite from these mileage log templates. We’ve created 10 different styles so you can pick the one that works best for you. These templates are free to print. Just open the ones you need and save or print.

Free mileage log template printable

Do you have a favorite mileage log template? Let us know the styles you like best and we’ll create more like these in the same style.

See how to get a PDF version below.

Like these styles? Want more like these?

Did you know that you can find planner bundles in the same styles as these templates? Check out our Love & Pixels hub, where you’ll find thousands more templates like these.

How to use a mileage log template

The vehicle mileage log is so simple to use, all you need to do is log the following information:

• Note the date
• Write the travel details / the reason for the travel
• Log your start destination and starting mileage
• Track where your journey ended
• Log the overall cost of the journey including parking fees, road tolls, or vehicle repairs
• Make note of your odometer readings – consider a GPS tracker or an app for your mobile device
• You can even tally up the total mileage at the end of the month or year

Here are the steps to filling out a mileage log:

• Date: In the Date column, record the date of each trip. This helps you organize your entries chronologically and facilitates easy reference.
• Travel Details / Reason: Use the Travel Details / Reason column to note the purpose of each trip. Whether it’s a business meeting, client visit, or personal errand, providing a brief description helps contextualize your travel activities.
• Start and End Odometer Readings: Record the starting odometer number and ending odometer reading for each trip in the respective columns. This allows you to calculate the total distance traveled during the journey.
• Cost: Estimate the cost of each trip based on factors such as fuel consumption, maintenance, tolls, and parking fees. While this may involve some approximation, it helps you understand the financial implications of your travels.

It’s as simple as that, and when you need to complete your tax return, include this when you fill out your expenses. However, remember to try and obtain receipts and proof from your business driving.

Also, remember to keep this mileage tracker safe in case you ever need evidence (you might also need bank statements to show the dates you bought fuel and the cost).

Tip! – Keep a small notebook in your vehicle so you can quickly log what you need before transferring it to your mileage logbook later.

Here is an example mileage log that’s been filled in:

Printable Mileage Log Template

You can also find the mileage tracker included in the Small Business Planner .

The small business planner is perfect for small business owners, those who side hustle, or freelancers. It is helpful and comes packed with awesome templates to help you run a successful business or even use it if you are self-employed.

Our low-cost printable bundles are packed with great templates that help you plan and organize all aspects of your life. It’s so much easier than taking time trying to find the printables you need. Our bundles also come with high-quality versions of our templates.

More awesome printables for you to enjoy

If you love these mileage logs and would like more awesome printables, then check out our latest creations that you can use for free.

We think you’ll love these:

• 20 Best Budgeting Templates
• Business Goals Template
• Personal Finance PDF
• Bill Payment Checklist
• Printable Savings Tracker

Monthly Bills Organizer

12 Free Budget Templates That’ll Help You Save Without Stress

Expense Tracker Templates

Free Printable Bill Pay Checklist

20 Best Budgeting Template Printables – Money Management Made Easy

Debt Tracker Template

Find 100’s more stylish planner templates that you’ll love.

Some of our recent planner templates. Find many more Printable Planner Templates that will help you get on top of your life with ease. You’ll love them.

Printable Monthly Steps Tracker Template

Free Weekly Planner In Bullet Journal Style

Blood Pressure Trackers

Communication Log

Free Printable Monthly Steps Tracker Template

The List Template Bundle – Printable Lists For Everything!

Follow World of Printables on Pinterest for more

World of Printables

About the Authors: Ellie Watson and Don Watson are the creative minds behind World of Printables. They are both professional graphic designers with over 30 years of combined experience in the graphic design industry and have dedicated their careers to crafting beautiful and practical printables. Through their articles, they share their expertise and insights to help readers make the most of these printable designs. Whether it's printable planners, calendars, templates, or educational worksheets, Ellie and Don are passionate about adding value to your life through their printable creations. Stay inspired and organized with Ellie and Don's expert tips and designs at World of Printables. Learn more .

• All Printables
• Planner Stickers
• Bullet Journals
• Help & Support

Username or email address  *

Password  *

Remember me Log in

Lost your password?

Mileage Log Sheet: What Must Be Included

Many business owners incorrectly track their mileage, which could be an expensive mistake. Find out how to comply with IRS regulations and legally deduct business mileage expenses with our free mileage log template.

Some business owners don’t track their mileage because they don’t think it’s worth the effort. While it’s true that there is a hassle factor because the IRS requires specific mileage information, once you have a system set up, it’s pretty easy to do, and the savings quickly add up. To get what is rightfully yours, it is important for you to understand that the tax code has strict limitations on  claiming business mileage deductions .

What Counts As Business Mileage?

Any trip for business purposes counts, such as depositing checks at the bank, meeting clients at the worksite, or picking up supplies at the office supply store.

How Much Is The Deduction Worth?

There are two methods of figuring the business mileage deduction.  One is the standard mileage deduction, which is set by the IRS . As of 2021, the  standard mileage rate  is 56 cents per mile, down 1.5 cents from the standard rate in 2020. The other way to deduct mileage is through a percentage of actual  expenses from the vehicle’s business use . With the actual expense method, you total up all of the business expenses from the use of the vehicle (starting mileage and ending odometer readings) and multiply by the percentage of use in the business. Typical costs that can be included are;

• Lease payments or depreciation
• Vehicle insurance
• Cost of repairs and maintenance items like tires, batteries, oil changes, air filters, etc.

For example, let’s say 75% of the miles driven were for business purposes. You would multiply the total vehicle expenses ($4,000 for this example) by .75 to arrive at the deductible amount. The deductible amount under the actual expense method would be $3,000.

In this same example, if you drove 5,000 miles during the year and the standard mileage rate is 58 cents per mile, the deductible amount would have been $2,900. While the standard method is much easier to figure, the actual expense method would have let you deduct an additional $100.

Why Should You Keep A Mileage Log?

Any business or employee who wants to deduct mileage on taxes will need to have detailed records to back those deductions. While you could estimate (and many business owners have), the mileage tax deduction is looked at pretty closely by the IRS, and many people are audited because of it. You really  need to track the miles for business  and personal use to avoid a potential audit. Sole proprietors are more likely than other entities to be audited because many of these businesses are owner-operated. They lack the time and organization to document their mileage properly. The IRS requires small business owners to  substantiate mileage deductions by having adequate records  to prove the amount, date, location, and business purpose.

In one example, the Tax Court case: Royster v. Commissioner, TC Memo. 2010-16 (2010), the court ruled that the taxpayer was not entitled to any deduction for his business miles…because the taxpayer’s logs “contained entries for only the beginning and ending odometer reading of the vehicle each day.

The logs did not contain any entries regarding the business purpose of the trips or the destination of each trip as required by the tax code”.

Mr. Royster lost three years of business mileage deductions because of his omission. Furthermore, the court held him liable for accuracy-related penalties as he could not provide sufficient additional evidence to meet the strict substantiation requirements of section 274(d).

The court emphasized that a deduction is not allowed for the business use of a vehicle  unless  the taxpayer substantiates:

• The amount of such expense
• The time and place of business travel
• The business purpose

Note this record-keeping requirement goes for the taxpayer using the standard method rate or the actual expenses method.

Free Printable Mileage Log Templates!

Here is a  PDF Mileage Log Template   that you can download and print out to keep in your vehicle or in a binder or folder to help with mileage tracking. If you would like to keep track of mileage reimbursement in a spreadsheet, here is a  free  Excel Mileage Log Sheet . It may be easier to print out the pdf format to put in your vehicle and  record the trips in the Excel spreadsheet  at the end of the month. You can even use a pocket calendar and keep it in your glove box….just make sure there is room to record the beginning and ending odometer reading to tally the total miles driven (can use the last 3 or 4 numbers as long as you have the full odometer reading from Jan 1), the destination, and the purpose of the trip and tally up all of the trips later. No matter whether you’re a solopreneur, employer, or an employee, you must keep flawless  business mileage records  so that you gather all the necessary data for either determining the mileage deduction on your tax return or completing your company’s mileage reimbursement form.

Mileage tracker apps are available for Apple and Android devices as a digital version of automatic mileage tracking and at an affordable cost too. For many, downloading and using an app may be more convenient and provide a more  accurate record of your business mileage  than writing in your entries on a sheet.

Some Tips For Tracking Business Mileage:

Here are some mileage tracking tips to get the most out of your mileage reimbursement:

• Make a habit of recording your odometer reading in your mileage log template on January first. You will need it to  record your total mileage  for the entire year on your tax return.
• Make a habit of always recording your mileage even if you have to write it down on the back of your receipt or a scrap of paper. Just make sure you fill in the remaining information in your mileage log when you get home. If you need to you can keep track of business driving with an online map.
• Make sure you have  receipts or source documents to verify business miles .  See business receipt tracking . I personally note on my mile log sheet if I don’t have a receipt such as the Desired printer out of stock…anything to jog my memory if I ever needed to defend my log.
• Don’t forget to track parking fees and other costs related to business travel.

Note:  If you have a home business, you can  deduct your auto mileage  from your home to the business destination and back again.

However, if your business is outside your home, the total number of miles between your house and your business is commuting miles and is not deductible. You will need to record the mileage for business trips from your business location to your business destination and back to your business. Also, be sure to keep track of business versus personal mileage reporting to stay safe with the IRS.

Keeping a mileage spreadsheet is definitely worth the trouble, but easier with a pre-made template. Even a small number of qualifying miles can really add up on tax deductions for small business owners.

Related Posts

Top Free Google Sheets Mileage Log Templates [2024]

Posted on Last updated: December 28, 2023

Tracking your mileage for work, taxes, or personal records can be tedious. Luckily, Google Sheets makes it simple with customizable mileage log templates. These Google Sheets mileage log templates are free-to-use spreadsheets preformatted to easily log your trips, mileage, expenses, and more.

With the top Google Sheets mileage log templates for 2024, you can skip the hassle of setting up a complex spreadsheet. These templates already have the key columns, formulas, and features required to start logging all your drives. Whether you need to track mileage for reimbursement, tax deductions, or personal records, using Google Sheets mileage log templates can save you significant time.

This article will cover the top free options for Google Sheets mileage log templates for 2024. We will summarize the standout features of each template so you can decide which fits your needs. You’ll also learn how to access and set up these Google Sheets mileage log templates for seamless mileage tracking.

But before we explore the top Google Sheets mileage log templates that will make mileage tracking a total breeze in 2024, let’s quickly understand what a mileage log template is.

Understanding Google Sheets Mileage Log Templates

A mileage log is a record-keeping spreadsheet that tracks the miles you drive for work purposes. Any time you use your personal or company vehicle for business trips – whether meeting clients, purchasing supplies, or traveling between offices – that mileage should be diligently logged. Mileage logs allow you to document the date, destination, purpose, and total miles for all your work-related drives.

Whether you’re an employee needing to account for mileage to receive reimbursements or a business owner tracking deductions, detailed mileage logs are essential. They provide the documented proof of your expenses that the IRS requires to get tax deductions, or employers want before reimbursements. 

Please note that mileage logs track only the trips made for business tasks in your vehicle. This means personal errands or drives should not be included. 

Benefits of using Digital Google Sheets Mileage Log Templates 

A digital mileage log tracks your driving miles for work right in Google Sheets. This makes understanding and using a mileage log much easier for beginners compared to paper logs. 

There are 3 reasons digital Google Sheets mileage log templates beat old handwritten logs. Here, check them out. 

• Keeps your records organized: Since everything is logged right in Google Sheets, you don’t have loose papers to arrange or lose. Your mileage log is safely stored in the cloud and easily accessible on any device.
• Saves you time: Logging miles by hand takes forever. But guess what? With Google Sheets mileage log templates, entering drives only takes a few clicks. And you can set up automatic calculations to total your miles. This gives you more time to focus on other tasks.
• Provides better detail to avoid IRS audits: Vague handwritten records often raise red flags for deductions. But an accurate digital log shows the specifics the IRS wants. This proof in Google Sheets helps avoid messy audits down the road.

So ditch the wrinkled notebooks and embrace digital with the top Google Sheets mileage log templates. Their clarity keeps your records audit-proof. 

Essential Elements to Include in Your Mileage Logs

Every Google sheet mileage log template should capture critical details on all your business drives to be IRS-compliant. Here are the crucial data points your log must track:

• Total Miles Driven – This includes the complete odometer readings for each business trip. Capture start point, endpoint, and total miles.
• Date of Each Trip – Note the specific calendar date of every business drive.
• Locations Visited – List all destinations you drove to for work purposes.
• Reason for Trip – Briefly explain the business need for that drive.

In addition, while not required for deductions, tracking total annual miles for personal and commute travel can provide helpful context.

Following these mileage logging best practices ensures you gather the necessary data the IRS looks for. With these essential elements covered, your records will withstand scrutiny during tax time.

Foolproof Mileage Logging to Satisfy IRS Requirements

Precise mileage logs are essential for claiming deductions and avoiding issues with the IRS. Here’s how to set up bulletproof tracking.

Use Real-Time Entries for Accuracy

The best practice is recording drives on the same day they occur or very soon after. This allows for accurate recall before memory fades. Prompt entries also ensure you log every business trip rather than just estimating mileage later.

Leverage the Ease of Google Sheets

No need for complex accounting software. Simple Google Sheet mileage log templates make reliable mileage tracking easy. With user-friendly spreadsheets, you skip the hassle and satisfy the tax man.

When Can You Deduct Business Miles?

While commuting is not deductible, many other work drives qualify you for tax write-offs.

Client Visits, Meetings & Temporary Sites

Common business reasons for deductible mileage include:

• Visiting clients/customers
• Driving to meetings away from regular workplace
• Travel to/from temporary workplaces

Supply Runs, Errands & More

You may also deduct miles for:

• Purchasing business supplies
• Other work-related tasks like bank deposits

Consult IRS guidelines and an accountant to confirm which reasoning makes drives deductible on your taxes.

Top Google Sheets Mileage Log Templates for Effortless Tracking

Now that you know what a mileage log is and the many benefits of keeping a digital log in Google Sheets, let’s explore some excellent template options.

Tracking drives manually is antiquated and risky when there are pre-made spreadsheets to simplify the process. The top Google Sheet mileage log templates make entries a breeze while ensuring accuracy.

In this section, we will detail the standout picks for free editable mileage log templates. Each automates calculations and provides clear formats to log essential trip data.

Whether you need basic tables or more robust weekly/monthly logs, these templates have you covered with flexible and powerful mileage tracking. 

Software Accountant’s MileMapper Log Template

First up is the robust Software Accountant’s MileMapper Log template. Ideal for companies reimbursing drives across departments, this template goes beyond basic mileage tracking.

The MileMapper Log has dedicated spaces for employee identity and cost details. This includes fields for staff name, ID number, department, standard reimbursement rate, and reimbursement totals.

For the drives, the template facilitates easy logging with columns for:

• Travel Date – Calendar date auto-populates for one-click entry
• Travel Purpose – A section that allows you to record visit types like “Client Meeting.”
• Travel Miles – Custom formula calculates miles from Start and End readings
• Total Miles – Automatically tallies all miles across trips
• Comments – Extra space for text details or locations

It also captures critical odometer readings with:

• Start and End Odometers – Logs complete readings for precise figures.

Using this remarkable Google Sheets mileage log template ensures you track miles accurately without missing a thing. And the best part is that it supports built-in formulas for seamless calculations. 

If you’re looking for a mileage log that does the job without stressing you, you won’t be disappointed to check this one out. 

You can access it via the link below.

Software Account Odometer Wizard Tracker

The Odometer Wizard Tracker is an intuitive Google Sheets template that makes mileage tracking an absolute breeze. Perfect for beginners, it does the heavy lifting for you with automated logging and calculations.

To start, simply input details on the vehicle you’ll be tracking miles for. This includes critical data like:

• Make & Model – e.g. Toyota Camry
• Odometer Reading on Start Date – sets the baseline for prorating
• Odometer Reading on End Date – used to tally total miles. 

This information allows the spreadsheet to determine the percentage of miles driven for business purposes versus personal. Very handy come tax time.

Then, logging each trip is incredibly straightforward, with columns to enter:

• Date of Drive – calendar popup to select the accurate date
• Destination – the name of the location visited, e.g. client’s office
• Odometer Start – reading before leaving
• Odometer End – reading on arrival back home
• Business or Personal – pick from the drop-down list

The spreadsheet wizardry kicks in to automatically calculate:

• Total Miles Driven – using the odometer readings
• Business Miles – only the work-related portion
• Reimbursement Total – multiplies business miles by your company rate

Finally, a detailed sample log is provided to make the template even more beginner-proof. This example entry shows precisely how to fill out each column accurately. Follow the sample and flawless mileage tracking is guaranteed.

With the Odometer Wizard Tracker simplifying the busywork, precise mileage logging has never been easier. It perfectly prorates, calculates, and logs data with minimal input. 

Follow this link to download this template.

How to Use These Google Sheets Mileage Log Templates

The beauty of these Google Sheet mileage log templates is their simplicity for beginners. For starters, the spreadsheets come pre-formatted with designated spaces to capture all essential drive data neatly.

Each template contains columns to easily record details like:

• Date of trip
• Destination
• Purpose of trip
• Odometer readings
• Miles driven

Basically, all the essential details the IRS looks for in mileage logs. 

While structured, the templates remain flexible, too. Feel free to add, remove, or reorganize columns to meet your exact tracking needs.

To start mileage logging, simply:

• Open the template and ‘Make a Copy’ to your Google Drive.
• Review and edit column labels if desired.
• Begin entering your drive details row by row.

No fancy formulas needed on your part. Built-in calculations will automatically:

• Add up miles across multiple trips
• Prorate business vs personal mileage
• Determine reimbursement amounts

As you can see, no spreadsheet skills are required. These templates make accurate mileage tracking simple for tax time through intuitive design. Just open, personalize if you wish, and then start entering your drives. It’s honestly that easy. 

Frequently Asked Questions

How do i access and use the templates.

The templates can be opened right from your Google Drive account . Simply click “Make a Copy” to create an editable version connected to your Google account. Then, enter details on each business trip in the available columns. That’s all it takes to start logging miles.

Can I add extra columns if needed?

Yes, the beauty of these templates is you can fully customize them. Easily add new columns to capture additional details relevant to your drives that may not already be included. The flexible formatting allows customization to suit your exact needs.

Does Google Offer Pre-Made Mileage Tracking Spreadsheets?

Google Sheets does not have an official Google-built mileage tracker. However, the flexibility of Sheets allows for creating customized trackers or using free templates. Simply find a template, copy it to your Google Drive, and customize it to fit your tracking needs.

What’s the Easiest Way to Log Miles for Taxes?

The IRS recommends a dedicated mileage log to capture every business drive. Options include handwritten logs, specialty apps, or Google Sheets mileage log templates. For simplicity, Sheet templates are ideal for easy daily entry. And they automatically total miles driven, so no manual tallying is required. 

What Mileage Details Must I Prove for Tax Deductions?

You do not need start and end odometer readings for every trip in a business-only vehicle. However, the beginning and ending annual odometer readings are required. For a personal vehicle also used for business, recording odometer readings can further verify the deduction. Easy mileage logging through Google Sheets takes the hassle out of capturing trips.

Final Thoughts on Mileage Tracking With Google Sheets

As you can see, using Google Sheets mileage log templates removes the stress of mileage logging. What once involved scribbling locations and odometer readings on napkins is now seamless.

The top Google Sheet mileage log templates make tracking drives an absolute breeze. Their intuitive formatting, dropdowns, and auto-calculations handle all the heavy lifting. Simply plug in dates, destinations, and essential odometer readings as you go.

And guess what? You don’t need extensive Google Sheets experience to use these user-friendly trackers. Their flexibility allows you to customize columns and layouts to suit your logging needs.

Accurate, automated, and audit-proof – Google Sheets mileage log templates check all the boxes for foolproof tracking. Using these resources, you can finally ditch the flimsy paper logs this year and embrace the simplicity of spreadsheet tracking that saves significant time while keeping the tax man happy.

Mileage Log Template

Organize mileage entries from your drivers/operators and quickly surface utilization reports for each of your fleet’s assets in the case of an IRS audit. Our printable mileage log spreadsheet template allows you to replace the outdated paper logs and better track your drivers, asset assignments and vehicle usage.

How can I keep track of my mileage?

There are several tools available to help you track your mileage. Many drivers keep a physical log in a notebook, adding in starting odometer readings and ending odometer readings for each trip. Others are starting to incorporate spreadsheets to have a digital copy of their miles driven. For organizations trying to track the mileage of a fleet of vehicles, we recommend leveraging vehicle utilization reports in a fleet management app.

How do I create a mileage log?

To create a basic mileage log, you need to keep track of five key fields: the vehicle operator, date and time of the trip, purpose of the trip, starting odometer reading, and ending odometer reading. If you'd like your mileage log to provide further insights into your vehicle usage, we recommend creating a mileage log spreadsheet or leveraging an app that can quickly generate reports.

How to use Fleetio’s free mileage log template

This mileage log spreadsheet was designed to help you quickly review and compare the following individual vehicle metrics: Total Miles Driven, Missing Mileage, Vehicle Status/Operator Comments, and more.

Our mileage log template is built using Google Sheets, a free online alternative to Excel. To create your own editable version of this template, you simply need to select “File” and then “Make a copy” once you open the template link.

Watch Video Walkthrough

Benefits of using a mileage log

By tracking mileage in a spreadsheet, you can easily surface information around individual vehicles or operators. Plus, the information is printable in case you ever need a physical copy in the case of an IRS audit:

Ongoing log of mileage entries

Keep a historical record of what work has been performed on an asset and how much it costs.

Individual vehicle usage reports

Easily log your individual trips with dedicated fields to track date, time, operator, odometer readings and any notes provided by the vehicle operator.

Operator comments and vehicle status

With a field for operator comments, you can quickly catch any issues on a vehicle before it turns into something more threatening.

Visibility into mileage exceptions

When a mileage entry is abnormal or inconsistent with existing data, the sheet will automatically highlight a cell yellow to give you quick visibility into where you should direct your attention.

Manage mileage tracking in Fleetio

If you're tired of the spreadsheets and paper forms, it's time to track your fleet's vehicle usage in Fleetio. Fleetio's fleet management system can easily integrate with your fuel cards and existing GPS/telematics system to give you automatic odometer readings, allowing you to run up-to-date utilization reports and identify unbalanced usage within your fleet. With a mobile fleet app , you can also instantly log odometer readings during your drivers' pre- and post-trip inspections, ensuring you never have to manually enter an odometer reading again.

What customers are saying

" I find this app saves me about 1.5 hours per day in the evening when I sit down to catch up all my files. If you use it as intended, it will be a huge benefit! "

Mark Dominey Trucking

" Fleetio is user friendly; I'm not the most technologically savvy individual but the training sessions provided were more than enough to help me feel comfortable using the software myself "

" Bringing in a tool that brings all the data into one centralized location to make informed decisions and help guide our business was critical. "

" We like being able to to add our landscaping assets as well as our vehicles to Fleetio. "

Cape Fear Landscaping

Read more customer reviews

Ready to get started?

Join thousands of satisfied customers using Fleetio

Questions? Call us at 1-800-975-5304

or Start a Free Trial

• Real Estate

Home » Business » Free Printable Mileage Log Template (Excel, Word)

Free Printable Mileage Log Template (Excel, Word)

Finding the best mileage log template (Excel, Word) and how can it help you?

The undeniable advantage is that since you get a bigger assessment finding for business miles, you have to ensure that you’re recording as near 100% of your business mileage as could reasonably be expected. The other reason may not be very as evident but rather my bookkeeper trusts that with an expansion like this, the IRS will look at mileage reasoning’s all the more painstakingly now. You’ll need to keep up the most exact records conceivable if the IRS questions you about your finding. You may also like the Car Lease Agreement Template .

Luckily in 2008, there is an exceptionally basic answer for this errand and that is to robotize it with a computerized mileage lumberjack. These moderately new items will mechanize the way toward keeping up your mileage log template and make it a snap to create the documentation you requirement for IRS detailing or some other mileage log prerequisite.

Also, it’s so natural to do. No additionally scrambling around for a bit of paper or your daytimer to record your mileage. A computerized mileage lumberjack just attachments into your auto’s cigarette lighter and after that toward the start of your outing it begins recording your mileage, utilizing GPS (Worldwide Situating Framework) innovation to ascertain your vehicle’s position and in this manner its mileage.

Toward the finish of your outing, the device sends your last mileage to the site related to it where you’ll have the capacity to login and include any points of interest important or design and download your reports. For those that need a mileage sign in spreadsheet arrange, we have given connections underneath to PDF and XLS (Exceed expectations) documents for you to use to make a mileage log template . Just fill in another passage for each drive you take and this log will ascertain your aggregate mileage and your mileage conclusion for the year in light of the latest IRS mileage finding rate. You may also see the Car Sale Invoice Template .

In the event that you’d lean toward a transcribed log, we’ve incorporated a PDF form that you can print and compose on. Hone your pencil. Present yourself with some solid espresso. A few people don’t need innovation for their mileage logs. They need the fulfillment of utilizing a pencil and paper and composing every single drive they make amid the year for business purposes on a page. Yes, you can make a mileage log along these lines! We salute you for being outdated and needing a mileage log that will stand the trial of time.

Table of Contents

Mileage Log Templates Free Download

Mileage records are likewise used to reveal to us what number of kilometers a vehicle has run, additionally, disclose to us the time taken by vehicle (particular time) Mileage log layout can likewise ascertain your mileage in days, week, months too. In the event that you need to see a best mileage log template, you are on the best site, here we give you a different frame mileage log template.

You have no compelling reason for altering layouts in light of the fact that here is a prepared proforma for you, you can take a printout from here and begin to keep your information. you can utilize these formats for your business or individual utilize. In this electronic world, such a large number of things you can discover on the web, you ought to likewise take some advantage from this comfort.

It’s extreme to make your own mileage log spreadsheet , It can take as much time as necessary from your bustling schedule, for this situation you ought to download the prepared performs as a format of free mileage log template, It makes your life simple and good.

You would prefer not to pass on the wrong message to clients, so having ‘attempted and tried’ standard letters arranged by experts that you can fundamentally reuse with slight acclimation to suit every circumstance is the most ideal approach. You should also check the Vehicle Log Book Template .

Mileage Log Template Excel

Daily Mileage Report Template

Free Printable Mileage Form

Free Printable Mileage Log Sheet

Free Printable Mileage Log

Mileage Log Book Template

Mileage Log Template Word

Mileage Tracker Template

Mileage Tracking Sheet

Personal Mileage Template

Uber Mileage Log Template

it ought to likewise have a well thoroughly considered administration assertion that can be marked independent from anyone else and each new client. Having an essential assertion that you can construct your understanding in light of can spare you time.

On the off chance that you have a lot of mileage to track, it’s a smart thought to mechanize your vehicle mileage log template .

You May also Like

Sharing is caring!

I am Ryan Duffy and legal writer. I received a bachelor of business administration (BBA) degree from London Business School. I have 8+ years of writing experience in the different template fields and working with ExcelTMP.com for 7 years. I work with a team of writers and business and legal professionals to provide you with the best templates.

Free Printable Mileage Logs

Feel free to download these free printable mileage logs. You can use them to keep track of your miles until you are able to get to a computer or you can just simply use these with out creating an account

Mileage Log 1

This log allows you to keep track of the mileage a driver puts on a specific vehicle. It records miles driven for business use and personal use

Mileage Log 2

This log allows you to record all of the data that our current online log does. This means you can use this log on the road, then input the data later.

• Physical Health Form >

Mileage Log

• Printable Business Mileage Log Sheet
• Blank Mileage Form Download
• Mileage Log Template
• Free Mileage Log Form
• Vehicle Mileage Log
• Mileage Log For Taxes

What is mileage log?

Mileage log format.

• Below that the company name should be printed.
• Your name and other details should be present.
• Start and end date of the log.
• Price of fuel per mile.
• Number of miles covered.
• Total reimbursement to be covered.
• Start and end of the odometer.
• Purpose of the business trip.
• Start of the odometer.
• End of the odometer.
• Miles covered.
• Other necessary notes about the trip.

How to use a mileage tracking log

For employees, for nonprofit or charitable use, for business owners, standard mileage deductions, actual car expenses deductions, tips for tracking mileage.

• It is always preferable to avail of professional or skilled minds when it comes to the complicated section of filing for returns and organizing your logs.
• Understand the differences between standard mileage deductions and actual car expenses.
• Never make the mistake of confusing and mixing the two types of deductions - knowing when to use which method of calculation is critical.
• Your commute to and from work is by no means calculated in any mileage log form. You are already being paid to work, including transportation and other factors. IRS does not recognize this type of deduction.
• If you are changing your job, and the specifics of business trips changes then the nature of your deductions may also change. It is crucial to understand the rules when switching between standard mileage deductions and actual car expenses.
• As an employee, there are rules and regulations that you need to heed to.
• One of these rules states that if you are already reimbursed by your company for transportation then you are not allowed to apply for mileage returns.
• In the case of a mistake or a lack of record, make an educated estimated based on online mapping systems to determine your mileage. Include other information and a print out of your records as well.

Major Mistakes to Avoid

Do not procrastinate, incorrect information, too many errors, how can templates be useful.

• Readily available online.
• Curated by experts who understand IRS requirements.
• Available in multiple formats include MS Word, MS Excel, and PDF files.
• Can be edited as per requirements.
• Templates can be printed whenever necessary.
• They do not take up a lot of space. Carry them in your pocket or keep them folded in your car.
• Get ready-made templates for both standard mileage deduction and actual car expense deduction.
• They are absolutely free of cost!
• Login to download the PDF.
• Access your account to see all saved docs.
• Having trouble downloading PDF files or with the PDF editor? Contact us for support!

Key Features

• GPS Time Clock Accurate time tracking made easy for workers
• Scheduling Ensure your crew always knows where to be and what to do
• Job Tracking Effortlessly monitor and oversee job progress
• Job Costing Accurately capture exact labor costs for each job
• Reporting Get key insights on how to optimize your workforce
• Labor Compliance Protect your business from costly labor disputes
• Integrations Integrate your key systems & workflows in minutes
• (650) 332-8623
• Help Center Find simple answers to any question about Workyard
• Developer API Connect & build integrations with our easy-to-use API
• About Us How Workyard came to be, our beliefs & who we are
• Blog Explore the latest on productivity, HR & more

Tools + Guides

• Employee Time Tracking Guide
• Free Construction Templates
• Construction Management Guide
• Field Service Management Guide
• Contractor Business Software Reviews
• Contact Sales
• Contact sales
• Published : February 16, 2023

Free Mileage Log Templates: Track Mileage Effortlessly!

Create a personalized mileage log.

If you use a vehicle for business purposes or employ others who drive for work, accurately logging mileage is essential. One simple method for keeping track of these business miles is filling out a manual mileage log. Here, we’ve provided two mileage log templates that you can easily download, fill out, and save for tax season. One for daily mileage tracking , and one for weekly tracking. We’ve also included some helpful information and tips about mileage logs and mileage tracking.

Mileage Log Template

Mileage tracker template, simple mileage tracker spreadsheet template.

Our simple mileage log template includes all the necessary fields for keeping track of business miles on a daily basis. This template is practical for employees who make several trips throughout their workday, with ample space to record the details of their vehicle usage. 

Download your preferred version, available for free in Word, Excel, Google Docs, and Google Sheets.

Google Sheet

This mileage tracker form is best used for recording weekly work trips. It includes rows for filling out dates, odometer readings, trip descriptions, and other required mileage tracking information. 

Download yours and keep track of weekly vehicle usage. Choose from Word or Google Docs, or download a spreadsheet version in Excel or Google Sheets for an easy-to-fill-out digital version.

This simple mileage tracker spreadsheet makes keeping track of monthly vehicle usage straightforward. Here, employees can record the purpose of their trips and the total miles driven for work each month.

Download for free! Available in Word, Google Docs, PDF, Excel, and Google Sheets. 

Track Mileage Automatically With Workyard's Time Tracking App

Track mileage automatically and streamlining your payroll operations with Workyard’s GPS employee time tracking app designed for field workers.

• Ensure Payroll Is Correct
• Increase Crew Efficiency
• Understand Your Job Costs

GPS Time Tracker That Ensures Accuracy

Eliminate excessive payroll expenses caused by inaccurate time cards. Workyard’s construction time sheet app provides employee arrival times, departure times, and precise addresses using the most accurate GPS technology in construction. To make auditing timesheets even easier, Workyard uses smart alerts to surface potential time card mistakes.

Built-in Scheduling & Task Management

Schedule the right employee, at the right time, with a simple calendar based organizer. Organize daily and weekly schedules by employee and/or job. Communicate exactly what needs to be done with notes, checklists, and attachments that your employee's can access from our mobile app.

Track Project Labor Costs 

Workyard’s construction job costing software makes it easy for your crew to tag their hours to projects and tasks, providing you with real-time data you need to increase the accuracy of client invoices and improve profitability on every project.

Everything You Need To Know About Mileage Logs and Mileage Tracking

What is a mileage log, how do i fill out a mileage log.

• What is the best way to keep track of mileage?

Do I need a mileage log for tax purposes?

How do i create a mileage log for an irs audit, how do i calculate mileage in excel.

Mileage logs are forms that employers can use to keep track of vehicle usage. They are used to record the distance driven to and from locations for work and reimbursement or tax deduction purposes.

When filling out a mileage log, it’s essential that you are recording all of the right information. Doing so can ensure you are following IRS guidelines, and help you maximize deductions during tax season.

Information you should fill out out includes:

Dates: Each entry must include the date and time of travel. 

Purpose of travel: In your logs, you must record both business and personal travel for the vehicle being used. Personal entries can simply be recorded as “Personal”, however business trips must include specific details of the purpose of your trip. Odometer start and finish: Recording the odometer reading before and after each trip allows you to have a more accurate log. At the end of the year, you can take your odometer reading to assess total mileage.

Miles Driven: You must record the total miles driven for each business trip. To do so, simply subtract your trips ending odometer reading from your beginning odometer reading.

Mileage Rate: Depending on the state you are in, or your employment contract, the mileage you use may differ from others. If you’re using the IRS standard mileage rate , the number you should use in 2023 is 65.5 cents per business mile. Totals: Each log should include a totals section. Calculating total mileage and reimbursement can be done manually, or through the templates we’ve provided in Google Sheets and Excel.

Additional Items: While additional items such as parking, tolls, and other expenses are separate deductibles, you may wish to record these on your mileage log forms. Doing so can help you stay organized with all vehicle related expenses.

What is the best way to keep track of mileage

Manual mileage logs work great for some employers, however there is no question that they can be somewhat of a hassle to deal with. For example, if an employee loses their mileage log, there is no way to accurately record their business trips for that period, which can lead to losses in valuable tax deductions. If you’re looking for a sure-fire way to accurately record business mileage and increase tax deductions, GPS time clock apps are the way to go. With apps like Workyard, you will receive daily logs of exactly where and when trips took place, total miles driven, the purpose of the trip, and all other required information without having to manually log or calculate totals. Furthermore, the Workyard app lets you keep everything in one secure place, from time sheets, to schedules, and more.

If you’re self-employed and use your vehicle for work purposes, or employ others who use work vehicles frequently, you must log mileage. By doing so, you can receive a tax deduction for the costs associated with utilizing a vehicle for work. Failure to properly log mileage will often result in the loss of these deductions, and may even lead to penalties from the IRS .

In the case that your business is audited by the IRS, having the correct mileage log can help make the audit process much smoother. To ensure you meet all of the requirements for your log, you must keep a clear, specific record of all business trips. To do so, always include the correct date, time, odometer readings, miles driven, and specific details of each trip.

Here is a short breakdown of what your trip details should look like:

An example of what you should write for a business entry would be “drove to 1243 Smith Street to deliver roofing materials”. Along with the date, time, odometer readings, and total mileage for the trip.

An example of what not to write under “purpose of travel” for business would be “drove to a meeting”. As there are no specific details outlined, the IRS could argue that this is an invalid entry. Your entry may also be deemed invalid if any of the other required fields are not filled out.

Calculating mileage in excel is fairly straightforward. By downloading one of the templates we have provided in Excel or Google Sheets, you will automatically receive a total as we have pre-entered the formulas. If you are creating an Excel template from scratch, you will need to manually enter a formula to calculate total mileage. To do so, enter the SUM function in the cell next to the “Total Mileage” cell and highlight the range you wish to calculate a total for. Next, enter the mileage rate you provide in the cell next to the “Rate” cell. Lastly, in the cell next to “Total for reimbursement, enter a formula that multiplies the total mileage by the rate. This formula will look something like this: =H23*H24, only the cell names will be different depending on where your total and rate cells are located.

Did you find this post helpful? Please rate it!

Save Thousands With Automatic Mileage Tracking

Related templates & articles, free mileage reimbursement form: download and print.

Track mileage reimbursements effortlessly with our free mileage reimbursement form. Available in PDF, Word, Excel, and Google formats. Get started by downloading, customizing, and printing yours today.

Employee Mileage Reimbursement In 2023: Rules, Rates & Tools

In this guide, we'll cover the key facts about employee mileage reimbursement, including the rules, IRS rates, taxation, and effective tools.

How To Calculate Mileage Reimbursement In 2023

In this article, we cover how to calculate mileage reimbursement in 2023 and outline the best methods and tools for tracking mileage.

Workyard provides leading workforce management solutions to construction, service, and property maintenance companies of all sizes.