Last updated: January 15, 2025
Small business owners, gig workers who drive for work, employees whose jobs necessitate a car, real estate agents – what features do they share? Well, one thing they have in common is that they all must provide the Internal Revenue Service (or their employers) with IRS-proof logs to claim mileage deductions.
But what are the best and the most manual techniques? What are the requirements for a mileage log? These are just some of the questions we’re going to answer in this article.
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Why recording your mileage is important
It’s crucial to keep a detailed log if you drive for several resons:
- Fuel efficiency: logs provides you with a better understanding of your fuel usage so you can plan how to use your car more effectively. Your car’s fuel consumption in relation to its miles will show whether it is still as fuel-efficient as it once was or whether a repair is needed.
- Mileage-based car insurances: Additionally, it is essential to keep track of your auto insurance, especially if you have a mileage-based policy. Tracking enables you to know whether to get a top-up or when to drive less so you don’t go over your limit.
- Tax deductions: And last, but not least, if you’re driving your car for business and looking to deduct your vehicle-related expenses, youneed to track mileage for business driving with the trips you tracked or logged, which can be kept in several different ways.
How to track on a printable sheet
Now we’re going to introduce the 3 major ways use a manual mileage log template for taxes:
Manually on paper
Starting with the manual process, this method is appreciated for its simplicity and straightforwardness to record gas mileage. Anyone can start a manual log using just a notebook or a printed form, without needing any technical know-how. This approach is particularly appealing to those who are hesitant to use digital tools.
However, it requires consistent diligence as you must remember to log your mileage after every trip, which can be time-consuming. Moreover, manual logs are susceptible to human error and can be easily lost, damaged, or destroyed without any backup, posing a significant risk of losing important data.
TIP: Check out these PDF samples by MileageWise
Free printable mileage log template
Moving to digital spreadsheets, this method offers more organization and the ability to easily edit and calculate totals using built-in formulas. Spreadsheets can be backed up online, which minimizes the risk of data loss. They can also be highly customized to include extensive details and cater to specific tracking needs.
Nevertheless, this method does require a certain level of digital literacy, as users must be comfortable with spreadsheet software. Like the manual process, it still involves manual data entry, which can be error-prone and time-consuming. Additionally, updating spreadsheets on mobile devices can be less convenient for those constantly on the road.
Since the IRS can request your logs retrospectively for up to three years, we have tempates available for the previous years as well.
Download Mileagewise’s Mileage log Google sheets templates here:
Free Printable Mileage Log Template for 2021
Free Printable Mileage Log Template for 2022
Free Printable Mileage Log Template for 2023
Free Printable Mileage Log Template for 2024
Free Printable Mileage Log Template for 2025
How To Create Printable Logs With Apps
Mileage counter apps are ubiquitous nowadays, millions of people use them day by day. They’re easy to use, they record your miles automatically with GPS, and they create a list of your trips, which you can download and file to the IRS to claim a vehicle mileage tax deduction based on the standard mileage rate. Moreover, they often offer other helpful features, such as vehicle expense trackers, maintenance tracking, client libraries, trip categories, or odometer readings.
TIP: Check our comparison table about the best mileage tracker apps of 2023
What information to include in your records?
The IRS’s mileage log requirements are:
- The date of each travel
- The reason for the trip (business use or personal) – an automatic mileage tracker app like MileageWise auto-categorizes these trips
- The addresses of your starting and ending points (including zip codes)
- The total amount of miles you drove
- Starting and Ending Odometer readings of the year
NOTE: The IRS only requires the annual starting and ending odometer readings for compliant mileage reporting. However, If you’re working as an employee, keeping track of your miles for mileage reimbursement, your employer might need your odometer readings more often – it’s a matter to discuss for sure. If you need a retrospective mileage log but don’t have your past odometer readings, just use our Odometer Reading Calculator.
Should I record personal trips?
Although the IRS doesn’t require personal trips in your records, 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.
Tips to save time on logging miles
Download a mileage tracker app
The most straightforward way to track business miles nowadays is to download an app as it is the most time- and money-efficient technique. With a mileage app like MileageWise, you won’t need to keep track of when to resume or end monitoring at each drive, thanks to its fully automatic mileage tracking. Business owners and independent contractors may carry on with their daily activities without worrying about proper reporting thanks to the clever software of the app.
Additionally, by the time tax season rolls around, you’ll be equipped with all the knowledge required to claim the mileage deduction. MileageWise is a great solution for keeping a mileage and expenses log without GPS tracking.
Download MileageWise’s automatic mileage tracker app from Google Play or the App Store & try it for free for 14 days. No credit card required!
Use your car’s odometer
Your car’s dashboard is equipped with an odometer, which is a device that counts the miles you’ve driven. The odometer in your car is either mechanical or digital, depending on its age. Although it seems trustworthy, your odometer may be readily reset at any time, which could mess with your maintenance and auto insurance plans. By indicating the mileage cap on the car window decal sticker, you may avoid this issue.
Use Google Maps Timeline as a backup
When using a miles tracker app like MileageWise to keep track of your travels, be sure to enable Location History in your Google account. Using this technique, you’ll have a mileage log backup as a second line of defense against losing your trips ever again.
In addition, you can use MileageWise to turn your Google Timeline travels into an IRS-proof mileage log if anything unexpected arises in the future.
You can keep one manually on paper, in a spreadsheet, or by using a mileage tracker app like MileageWise. The app is the easiest option, as it automatically tracks your trips, categorizes them, and generates a tax-ready documentation. Just ensure you record every trip with the required details to stay IRS-compliant.
To log mileage in Concur, go to the expense report section, choose “Mileage” as the expense type, and input the trip’s details, including starting and ending addresses and miles driven. Once you’ve entered everything, save and submit the report. Make sure you track all required trip details for tax purposes.
In Excel to create a mileage log, set up columns for the trip date, purpose, starting and ending addresses, and miles driven, then fill in the details after each trip. You can also use formulas to calculate totals. Make sure to regularly save and back up your log.
It must include the date, purpose, starting and ending addresses, total miles driven, and odometer readings at the start and end of the year. It’s important to keep detailed records to satisfy IRS requirements and separate personal from business miles.
The supporting documentation for a mileage deduction must be kept for at least three years. Make a copy of the records and file a personal copy if the IRS requests to view the paperwork to support the mileage deduction. For each tax year, make a new log to keep everything organized.
In case the IRS doesn’t accept your mileage log, reach out to our Mileage Log Tax Preparation Service!
I hope I could give you useful tips for mileage tracking. If you’re wondering what mileage tracking app you should start with, try MileageWise.
A manual mileage log is a document or tool used to track mileage driven for business purposes. It helps individuals and businesses keep accurate records of the miles driven for various activities, ensuring that they can maximize their tax deduction opportunities. By maintaining a mileage log, you can simplify the process of calculating your business mileage for IRS reporting and reimbursement claims.
Keeping one is crucial for anyone who drives for business. It allows you to track business-related travel accurately, which is necessary for claiming a deduction on your taxes. The IRS requires detailed records to substantiate your claims, and a well-maintained mileage records can save you from potential audits and disputes. Additionally, it can help you manage vehicle maintenance by tracking how often your vehicle is used for work.
A comprehensive record should include several key pieces of information: the date of travel, the purpose of the trip (which can help establish business purpose), starting mileage, ending mileage, and the total miles driven. You may also want to note any significant expenses during the trip, such as fuel costs or tolls, to ensure you capture all business expenses. By including these details, you can ensure your log meets IRS standards for compliance.
To effectively track your mileage, consider using a mileage tracker app or a mileage log template. These tools can simplify the process by allowing you to enter data on-the-go. Alternatively, you can use a printable version, which provides a physical format to jot down your trips. Regardless of the method you choose, be consistent and diligent in recording each trip to ensure you don’t miss any mileage records.
The IRS mileage rate is the rate at which you can deduct business-related driving expenses on your tax return. For the tax year, the IRS typically publishes a standard mileage rate, which is used to calculate the deductible costs of operating a vehicle for business purposes. This rate encompasses various expenses, including gas, maintenance, insurance, and depreciation of the vehicle.
If you download our printable logbooks they can be viewed and edited in Excel.
What to do with your mileage document at tax time
The supporting documentation for a mileage deduction must be kept for at least three years. Make a copy of the records and file a personal copy if the IRS requests to view the paperwork to support the mileage deduction. For each tax year, make a new log to keep everything organized.
In case the IRS doesn’t accept your mileage log, reach out to our Mileage Log Tax Preparation Service!
I hope I could give you useful tips for mileage tracking. If you’re wondering what mileage tracking app you should start with, try MileageWise.
Download MileageWise’s automatic tracker app from Google Play or the App Store & try it for free for 14 days. No credit card required!
| MileageWise | Other Mileage Tracker Apps | Other GPS Based Trackers | Excel | Tax Professional | |
| Mobile App for Ongoing Tracking | |||||
| Web Dashboard to Manage Trips | |||||
| Imports Trips and Locations from Google Timeline | |||||
| Lifetime Deals Available | |||||
| Average Reported Business Mileage Deduction | $12,000 | $710-$8500 | $400-$5,700 | $200-$2,000 | |
| Average Time Creating Retrospective Mileage Log (Yearly) | 7 minutes | 180 minutes | 180 minutes | 180 minutes | N/A |
| AI Wizard Mileage Log Generator for Retroactive Mileage Recovery | |||||
| Produces IRS-Proof Mileage Logs | |||||
| Free Phone Support with Live Agent | |||||
| Mileage Log Preparation Service | |||||
| Data Accessible in the Cloud |
