(650) 332-8623Free Mileage Log Templates for Construction: Download + Print in PDF, Office, or GDocs!
Simplify mileage recording with customizable mileage log templates — download free in PDF, MS Office, and/or GSuite for easy customization!
Don’t let disorganized mileage tracking mess up your payroll. Our free mileage log templates streamline the process for easier, faster mileage reimbursements.
Accurate mileage tracking isn’t just about staying organized—it’s your ticket to maximizing deductions, staying IRS-compliant, and avoiding unnecessary headaches.
By using a mileage log, you ensure your records are clean, clear, and ready for anything—from reimbursement claims to IRS audits. Plus, with pre-made templates, you don’t have to start from scratch.
Ready to simplify your tracking process?
Download our free mileage tracker templates today—available in Excel, Google Sheets, Word, and PDF. Whether you’re logging miles daily, weekly, or monthly, these templates make it quick and easy to stay on top of your records!
Templates by Type
- Mileage Log Template
- Mileage Tracker Template
Mileage Log Template
Tracking mileage over time is easy with this Mileage Log Template. Designed for weekly or monthly logs, this template helps you organize your trips in one convenient place.
Whether you’re managing a fleet or logging trips for tax purposes, it keeps everything simple and accurate.
How to Get These Templates:
-
PDF
- Click the link
- Click the Download icon in the upper right
-
Microsoft Word (.DOCX) and Excel (.XLSX)
- Click the link
- Open the File menu in the upper right
- Click Download
- Select .docx (Word) or .xlsx (Excel)
-
Google Docs and Sheets:
- Click the link
- You must be logged into a Google Drive account
- Open the File menu in the upper right
- Click Make a Copy
How to Use These Templates:
- Pre-Built Columns: Log dates, destinations, odometer readings, and more.
- Detailed Tracking: Record trip purpose and comments for clarity.
- Flexible Formats: Edit in Word, Excel, PDF, or Google Sheets.
- Customizable Layout: Add extra fields or adjust as needed.
- Digital or Printed: Fill out digitally or use a printed copy.
PDF
Word
Google Doc
Excel
Google Sheets
Mileage Tracker Template
This Mileage Tracker Template is perfect for organizing trips over a week or month, making it ideal for businesses and individuals who need a clear overview of their driving records.
With columns for all the essentials—like trip purpose, destinations, and odometer readings—it ensures every mile is accurately logged.
How to Get These Templates:
-
PDF
- Click the link
- Click the Download icon in the upper right
-
Microsoft Word (.DOCX) and Excel (.XLSX)
- Click the link
- Open the File menu in the upper right
- Click Download
- Select .docx (Word) or .xlsx (Excel)
-
Google Docs and Sheets:
- Click the link
- You must be logged into a Google Drive account
- Open the File menu in the upper right
- Click Make a Copy
How to Use These Templates:
- Comprehensive Fields: Track dates, times, and destinations.
- Odometer Tracking: Log start and finish readings for accurate mileage.
- Editable Formats: Use in Word, Excel, PDF, or Google Sheets.
- Customizable Options: Adjust fields to fit your needs.
- Flexible Use: Fill in digitally or print for manual tracking.
Tired of manually recording mileage? Automate it with Workyard!
See how it works
What Is a Mileage Log?
A mileage log is a record that tracks the miles driven for business, medical, or charitable purposes. Think of it as a journal for your vehicle’s work-related trips, helping you organize details like dates, destinations, and total mileage.
For businesses and individuals, keeping a mileage log is key to claiming tax deductions or getting reimbursed for work-related travel.
IRS Requirements for Mileage Logs
When it comes to claiming mileage for tax deductions, the IRS is very clear about what your mileage log needs to include. Skipping details or being vague can put your deductions—and your peace of mind—at risk.
Here’s what your log must have to meet IRS standards:
Mandatory Information
- Date of the trip: Record the exact day you traveled.
- Starting and ending odometer readings: Note your vehicle’s mileage at the beginning and end of each trip.
- Destination and purpose of the trip: Clearly explain where you went and why it was business-related.
- Total miles driven: Subtract the starting odometer reading from the ending reading to calculate the distance.
Examples of Mileage Log Entries
A properly documented mileage log leaves no room for confusion. Here’s the difference between a valid and invalid entry:
- Valid Entry: “Meeting with the client at 123 Main St. (Jan 5, 2024, 10 miles).”
- Invalid Entry: “Drove to the meeting.”
The valid entry provides the specific purpose, destination, and total mileage, all of which are required by the IRS. The invalid entry lacks details and could be rejected during an audit.
By using a simple mileage log template, you can easily organize this information and avoid potential issues. Accurate logs aren’t just for your benefit—they’re essential for proving your claims if the IRS ever asks.
Good Examples of Mileage Log Template Use
-
Daily Trip Tracking: Ideal for technicians or contractors making multiple stops. Log each trip’s details, like odometer readings and purposes, to ensure accurate mileage records for reimbursements or deductions.
-
Weekly Summaries: Perfect for sales reps or project managers logging mileage at the end of each week. Summarize trips to save time while maintaining compliance with IRS guidelines.
-
Monthly Mileage Totals: Great for business owners calculating mileage for tax filings. Consolidate all business trips in one spreadsheet and automatically compute deductions using IRS rates.
-
Fleet Management: Monitor mileage for company vehicles across job sites. Use logs to track usage, calculate costs, and optimize vehicle maintenance schedules.
-
Reimbursement Claims: Submit professional and accurate mileage logs to employers, ensuring you’re reimbursed promptly without disputes.
-
Audit Preparation: Maintain clear, IRS-compliant logs with pre-formatted fields. Easily present accurate records in case of an IRS audit.
-
Mixed-Use Vehicles: Separate business and personal trips effortlessly, ensuring only work-related mileage is included for deductions.
-
Job Costing: Record mileage for specific projects to track travel-related expenses and improve cost estimates for future jobs.
A Step-By-Step Guide to Using Mileage Log Templates
Follow these actionable steps to make the most of your mileage log templates, ensuring organized and IRS-compliant records for your business.
Step 1: Choose the Right Mileage Log Template
Use Case Examples:
- Daily Mileage Log Template: Perfect for field technicians or contractors tracking multiple trips daily.
- Weekly Mileage Tracker Template: Best for sales reps or project managers summarizing weekly mileage.
- Monthly Mileage Spreadsheet Template: Ideal for small business owners preparing mileage data for tax filings.
Action: Select the template that best matches your tracking needs, whether for frequent entries or consolidated summaries.
Step 2: Customize the Template to Fit Your Needs
Use Case Examples:
- Add your company name or logo for professional records.
- Adjust columns to include unique details like project codes or client names.
- For mixed-use vehicles, add a column to separate personal and business mileage.
Action: Open the template in Word, Excel, or Google Sheets and make any adjustments before starting.
Step 3: Log Trips Immediately After They Happen
Use Case Examples:
- Field Service Technicians: Record odometer readings, destinations, and purposes after each job site visit.
- Delivery Drivers: Track start and end mileage for every delivery to ensure accurate reimbursement.
Action: Use the pre-built columns to log dates, starting and ending odometer readings, trip purposes, and comments. Don’t wait until the end of the day or week.
Step 4: Organize and Categorize Trips
Use Case Examples:
- Business Mileage: Separate travel for job sites, client meetings, and deliveries.
- Charitable Mileage: Log trips for volunteering or non-profit work.
- Personal Mileage: Track personal use if sharing a company vehicle.
Action: Use the “Purpose” column to categorize trips clearly, ensuring easy calculations for tax deductions or reimbursements.
Step 5: Use the Template to Calculate Totals
Use Case Examples:
- Weekly Logs: Summarize miles driven each week to streamline reimbursement requests.
- Monthly Logs: Calculate total business miles for tax deductions using the IRS mileage rate.
Action: Use Excel or Google Sheets’ built-in formulas for automatic calculations or total miles manually on paper templates.
Step 6: Back Up Your Records
Use Case Examples:
- Digital Logs: Save mileage logs to cloud storage like Google Drive for easy access.
- Paper Logs: Scan and store physical copies digitally to prevent loss or damage.
Action: Create a routine to back up logs weekly or monthly and ensure they’re easily accessible during tax season or audits.
Step 7: Regularly Review and Update Logs
Use Case Examples:
- Fleet Managers: Audit logs monthly to ensure accuracy across multiple vehicles.
- Small Business Owners: Review logs quarterly to identify patterns and optimize travel routes.
Action: Set a schedule to review entries, verify totals, and correct any missed trips.
Your Next Steps With Mileage Log Templates
Mileage log templates help you stay organized, maximize tax deductions, and ensure compliance with IRS guidelines.
However, as your business grows and the vehicles you need to track increase, recording mileage by hand can easily become cumbersome.
For businesses juggling multiple vehicles and projects, automation is the next step. Unlike templates, Workyard automatically tracks mileage per employee and by project. This means you can say goodbye to missed trips, manual calculations, and potential errors.
With Workyard, you’ll get precise mileage logs that are ready for reimbursements or tax deductions—all without lifting a finger.
Why Choose Workyard for Mileage Tracking?
- Accurate GPS Tracking: Logs routes, mileage, and travel time for each employee automatically.
- Project-Specific Tracking: Easily see mileage by project to allocate costs effectively.
- Simplified Reimbursements: Generate mileage logs that meet IRS standards with zero manual effort.
- Comprehensive Job Tracking: Workyard isn’t just about mileage—it’s also a complete time and job tracking solution for construction and field service teams.
Ready to save time, reduce errors, and streamline your operations?
Learn more about Workyard’s GPS mileage tracker or sign up for free today.
Tired of manually recording mileage? Automate it with Workyard!
See how it works