Free Mileage Tracker Template
A simple logbook for tracking business kilometres or miles. Download as CSV, copy to Google Sheets, or print and keep in the glove box.
This template helps you record vehicle usage. Whether the resulting claim is allowable, and which method (cents-per-km vs logbook / standard-mileage vs actual-expense) is best for you, depends on your country and your situation. Talk to your accountant before lodging.
Mileage log template
One row per trip. Capture odometer readings at the start and end of each trip, the purpose, and whether the trip is business or personal.
| Date | Start location | End location | Purpose | Start odometer | End odometer | Distance (km/mi) | Business or personal |
|---|---|---|---|---|---|---|---|
| 2026-05-01 | Office | Client site (Richmond) | Quarterly review meeting | 52340 | 52358 | 18 | Business |
| 2026-05-02 | Office | Supplier warehouse | Pickup goods for resale | 52358 | 52401 | 43 | Business |
| 2026-05-03 | Home | Conference venue | Industry conference attendance | 52401 | 52462 | 61 | Business |
Tip: most tax authorities want a contemporaneous log. Fill in trips on the day they happen, not at month-end. A picture of the odometer on your phone is acceptable proof for most edge cases.
Frequently asked questions
Do I have to keep a logbook?
If you want to claim vehicle expenses by the logbook method (Australia) or actual-expense method (US), yes. The alternative cents-per-km / standard-mileage method does not require a per-trip log but caps the claim. Most heavy-business-use drivers find the logbook method gives a much bigger deduction.
How long does the logbook period last?
In Australia, the logbook covers a continuous 12-week period and is valid for five years (provided your usage pattern hasn't materially changed). In the US, the IRS expects a contemporaneous log for the full year. Confirm requirements for your country with your accountant.
What counts as a business trip?
Generally: travel from your workplace to a client, between workplaces, to a supplier, to a conference, or to a temporary work site. Commute from home to your regular workplace usually does not count.
Can I use this with my accounting software?
Yes. Export the CSV and import it into Xero, MYOB, QuickBooks, or hand it to your accountant. If you'd rather not maintain a log by hand, TidyBooks captures fuel receipts and tolls automatically; combined with a small mobile app for one-tap trip logging, the logbook writes itself.
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Book a 20 minute call with our team. We'll walk you through the practice dashboard, pricing, and how to onboard your clients.