The mileage deduction is one of the most valuable write-offs available to anyone who drives for work, and also one of the easiest to lose. The reason is almost never the math; it is the missing log. A reconstructed estimate scribbled in April rarely survives scrutiny.
A trip-by-trip record kept as you go is the difference between a defensible number and a guess.
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Date
Each row begins with the date of the trip. A contemporaneous log, one filled in at or near the time of travel rather than from memory months later, is the standard tax authorities expect. Dating each entry is what makes the log contemporaneous, and it lets you tie a trip back to a calendar appointment or invoice if you ever need corroboration.
Purpose
This is the field that separates a deductible business trip from an ordinary commute, so write more than one word. "Drive to client site for project review" or "supply run to hardware store for Oak St job" tells the story; "work" does not. The purpose should make the business reason for the trip obvious to someone who was not there. Vague purposes are the first thing questioned in an audit.
Start and end odometer
Record the odometer reading at the beginning of the trip and again at the end. Capturing both readings, rather than just a distance, is what lets you defend the mileage: the numbers should run continuously across your log and roughly match the vehicle's actual reading at year-end. A log where the odometer jumps around or never reconciles to the car invites doubt about the whole record.
Miles
The miles column is the trip distance, normally the end reading minus the start reading. Keep this column clean and numeric so that when you open the file in a spreadsheet you can sum it, filter it by purpose, or subtotal it by date range. The total of this column, multiplied by the standard mileage rate or used alongside actual-expense figures, is what feeds your deduction or reimbursement claim.
- Log trips as they happen, not at tax time.
- Write a specific business purpose for every trip.
- Note your odometer reading on January 1 and December 31.
- Keep personal and commuting trips out of the business log.
- Common mistake: rounding distances heavily or estimating in bulk.
How to use this generator
Add one row per business trip and fill in the date, purpose, start odometer, and end odometer; enter the trip miles in the miles column. Use Add Row for as many trips as you need, then Download CSV to save the file. Open it in Excel, Numbers, or Google Sheets to total the miles and keep the running log for the year. Everything runs in your browser; nothing you enter is uploaded or stored by this site.
Frequently asked questions
Can I use this log for a tax deduction?
A mileage log is the standard document supporting a business mileage deduction, calculated either with the IRS standard mileage rate (set annually) or actual vehicle expenses. This tool produces the record; it does not give tax advice. Confirm the current rate and substantiation rules with current IRS guidance or a tax professional.
What counts as business mileage?
Generally, driving between your regular workplace and client or job locations qualifies, while commuting from home to a fixed workplace does not. If your home is your principal place of business, different rules can apply. Because this turns on specific facts, verify your situation with a tax professional.
How do I total the miles in the CSV?
Open the file in any spreadsheet app, click an empty cell below the miles column, and use SUM to add the entries. You can also filter by purpose or date range to subtotal categories of trips, which is handy if you drive for more than one business reason.
Do I need to log personal trips too?
For the standard mileage method you mainly need accurate business miles plus your total annual mileage to show the business percentage. Keeping the personal trips off this log keeps it clean; just make sure you can establish total miles driven for the year.
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.