In This Article
In this post we’re going to look at a few options for recording & tracking mileage—and provide a simple mileage tracker spreadsheet for you to use.
For contractors, tracking mileage is essential. Not only is fuel one of your major expenses, but so is time. Are your employees taking the best routes from site to site? Are they arriving at sites when they’re expected?
You may need to track mileage to optimize your travel routes or report your mileage to the IRS. But you’re still left with a problem: How do you record your employees’ travel time?
The Importance of Tracking Mileage
Tracking mileage is critical for a few reasons. First, fuel and labor are both expensive. You need to reimburse employees for gas and travel time, so you need accurate records.
Second, you need to know how much time employees spend traveling vs. on the job. If employees spend their time traveling from site to site, they aren’t making you money.
Finally, you need to track your construction mileage for your expense reports. The IRS expects specific standards when tracking construction mileage, and your clients will want detailed reports if they’re reimbursing you.
Simple Mileage Tracker Spreadsheet
We’ve created a simple mileage tracker spreadsheet that you can use to start tracking your mileage manually. You can download it here:
How To Use Our Simple Mileage Tracker Spreadsheet
The advantage of using a mileage tracker spreadsheet is that it’s simple. But, as you’ll see, simple isn’t always the best answer.
Use our mileage tracker spreadsheet by:
- Opening the spreadsheet file
- Downloading it to your computer
- From there, you can edit anything in the document
You can also just print this spreadsheet.
This mileage tracker spreadsheet is all you need to track your mileage, but there are some flaws. In part, the largest flaw is that you need to rely on your employees to update their mileage frequently, and you have no real audit trail to prove their numbers effectively.
Using a spreadsheet for construction can lead to:
- Inaccuracies. Your construction reporting is only as good as your records. Spreadsheets are frequently updated at the end of the day rather than in real-time, by which time the mileage is likely an estimate.
- Overbilling. If your employees are reimbursed, they may lean toward overbilling or exaggerating their time. They may not even realize they’re consistently rounding their numbers in their favor.
- Lost productivity. You must encourage employees to enter their mileage and track down lost mileage numbers. You also need to double-check everything to make sure it’s accurate.
A better solution is Workyard. Workyard’s not just a scheduling system—it’s also a workforce management system complete with GPS-powered mileage tracking.
Alternatives To Using a Spreadsheet for Mileage Tracking
If you’re looking for alternatives to using a spreadsheet for mileage tracking, there are a few options available.
- Keeping written logs. Employees can keep written logs and turn them in at the end of the day or the end of the week. This is simple and easy but likely to be inaccurate.
- Install mileage tracking hardware. Mileage tracking software can be installed on your company cars. It won’t track employees if they’re using their personal cars, and it’s expensive.
The best option is to get a mileage tracking app. We’re going to look at why mileage tracking apps are better than mileage tracking spreadsheets.
Mileage Tracking Apps vs. Mileage Tracking Spreadsheets
While a mileage tracking spreadsheet is a step up from nothing, it’s still not the best solution for recording your construction company’s mileage. Instead, consider using an app like Workyard.
Workyard is an all-in-one workforce management solution that offers GPS tracking and real-time updates. You can see where your employees are at any time, and their mileage is accurately tracked between sites.
How Do I Create a Mileage Spreadsheet?
You can create a mileage spreadsheet by downloading our simple mileage tracker spreadsheet and making a copy. If you’d rather make your own, you can use Google Sheets or Microsoft Excel.
How Do I Track My Construction Company’s Mileage?
You can track your construction company’s mileage using our simple mileage tracker spreadsheet. But a better solution is to use an app that has a construction GPS system like Workyard, which offers GPS tracking and real-time updates.
What Does the IRS Require for Mileage Log?
The IRS requires that you keep records of your starting and ending mileage, as well as the purpose of your trip. As a construction company, you should have your employees log starting and ending mileage along with the date, project, and client.
Workyard Tracks Mileage Automatically With GPS
From the moment your employees clock into the moment that your employees clock out, Workyard is automatically tracking their mileage. Workyard uses the GPS technology within your employees’ smartphones to track their time on-site—and their time when traveling.
With Workyard, you never have to wonder if your mileage is accurate, or hunt down mileage reports from your employees. Everything is compiled for you, whether you’re trying to optimize your employee travel, pay employees for their travel time, or collect client reimbursements.