Mileage Log Generator

What is a mileage log and what should it include?

A mileage log is a record of business-related vehicle trips. It documents each trip's date, purpose, starting odometer reading, ending odometer reading, and total miles driven. Keeping a contemporaneous log is the standard way to substantiate a business mileage deduction when using a personal vehicle for work. Tax guidance commonly expects records to show the date, destination, business purpose, and miles for each trip. Consult current IRS guidance or a tax professional to understand the substantiation requirements that apply to your situation, as rules can change.

What columns the mileage log contains

This generator creates a log with five columns: Date, Purpose, Start (beginning odometer reading), End (ending odometer reading), and Miles driven for that trip. You add one row per business trip. The downloaded CSV file can be opened in any spreadsheet application, where you can sort by date, filter by purpose, and sum the miles column to get a total for any time period. Keeping the log current throughout the year is more reliable than reconstructing trips from memory at tax time.

When you need a mileage log

Business owners, self-employed individuals, and employees who use a personal vehicle for work and claim the standard mileage rate or actual expenses on their taxes are the primary users of a mileage log. Independent contractors, real estate professionals, delivery drivers, and tradespeople driving between job sites are common examples. A log is also useful for reimbursement purposes if your employer pays a per-mile rate for work travel. The log provides the documentation needed to support whatever claim or reimbursement is calculated.

How to use this generator

Each row represents one business trip. Enter the date, the purpose of the trip, the odometer reading at the start, and the reading at the end. The miles column is for you to fill in the calculated distance for that trip. Add as many rows as needed using the Add Row button. When your log is ready, click Download CSV to save the file. Open it in a spreadsheet application to total the miles and format the log for your records. Everything happens in your browser; nothing you enter is sent to or stored by this site.

Frequently asked questions

Can I use a mileage log for tax deductions?

A mileage log is the standard supporting document for claiming a business mileage deduction. The deduction is based on either the standard mileage rate, which the IRS sets annually, or actual vehicle expenses. Consult current IRS guidance and a tax professional to confirm what substantiation is required and which method applies to your situation.

What counts as business mileage?

Generally, driving between your regular place of business and client or work locations qualifies. Commuting from home to a fixed regular workplace typically does not. If your home is your principal place of business, different rules may apply. Because the distinction between commuting and business travel depends on specific facts and applicable tax rules, verify your situation with a tax professional.

How do I total miles in the downloaded CSV?

Open the CSV file in a spreadsheet application such as Excel or Google Sheets. Click on an empty cell below the Miles column and use the SUM function to add all entries in that column. You can also filter by a date range or by purpose to subtotal specific categories of trips.

Important

This tool provides estimates and general-purpose documents, not financial, tax, legal, or professional advice. Verify important results before relying on them.

Support

Problem with this tool or suggestions for improvement? Please email support@niftyutilities.com.