Free Resource: Mileage Log Template (Built to IRS Standards)
- Lauren Twitchell
- Nov 21, 2025
- 3 min read
If you drive for business—whether to client meetings, supply runs, deliveries, or events—you’re probably eligible for one of the most valuable tax deductions available: business mileage.
But there’s a catch.If you can’t prove it, you can’t keep it.
That’s why I created the Zero Fluff Books Mileage Log Template—a simple, Excel-based tool designed to meet IRS documentation standards outlined in IRM 4.10 (Examination of Books and Records).
It’s clean, easy to use, and saves you from the stress of scrambling for proof later.
1. Why Mileage Tracking Matters
As I shared in yesterday’s IRS Insider post, the IRS requires clear, contemporaneous records showing:
Date of each trip
Destination (from/to)
Business purpose
Miles driven
Without that documentation, your mileage deduction can be denied—even if everyone knows you use your vehicle for business.
A missing or incomplete log doesn’t just mean lost deductions; it can raise red flags during an audit.
2. What the Mileage Log Template Includes
This free tracker is built to match IRS expectations. Inside, you’ll find:
Date | Start Location | Destination | Business Purpose | Odometer Start | Odometer End | Total Miles | Notes |
1/05/25 | Home Office | Vendor – Apopka | Supply pickup | 14,220 | 14,256 | 36 | |
1/07/25 | Client Site | Home Office | Client meeting | 14,256 | 14,278 | 22 |
Automatic formulas calculate your total miles per month and per year.
It’s ready to print, edit, or upload to Google Sheets so you can access it from your phone.
3. How to Use It Step-by-Step
Step 1: Download your free copy → Mileage Log Template (Free Download)
Step 2: Create one file per year (e.g., “Mileage Log 2025”).
Step 3: Record each business trip as soon as possible. If you forget, reconstruct using your calendar or receipts.
Step 4: At month-end, total your business miles.Multiply that by the IRS Standard Mileage Rate for the year (67 cents per mile for 2024, updated annually).
Step 5: Save a digital copy for your tax records.
That’s it—clean, simple, audit-safe.
4. What Counts as Business Miles
Many small business owners underestimate what they can track.
Business miles include:
✅ Client visits or consultations
✅ Supply or material pickups
✅ Post office, bank, or shipping runs
✅ Events, markets, or trade shows
✅ Travel to and from temporary job sites
Not deductible:
❌ Commuting from home to a permanent office
❌ Personal errands mixed into business trips
❌ Non-business detours
When in doubt, note the purpose. Documentation is your best protection.
5. The IRS View (IRM 4.10 Reference)
According to IRM 4.10.7.3.8, taxpayers must maintain “sufficient records to substantiate each element of a business expense.”For mileage, that includes the amount, time, place, and business purpose.
That’s why this log is structured exactly the way agents are trained to review it.
As someone who used to sit on the other side of that desk, trust me—this layout works.
6. How to Stay Consistent
Set a reminder in your phone to update your log:
Daily if you drive frequently
Weekly if your travel is occasional
If you ever face an audit or need to calculate deductions, your entire record will be ready—no panic, no reconstruction, no guesswork.
7. Bonus Tip: Track Mileage Digitally, Too
If you prefer automation, you can use apps like:
MileIQ
Everlance
Stride
But even if you use an app, download and save your reports monthly. If an app fails or updates, your data could disappear.
Paper or Excel backups ensure you always have proof in your hands.
8. Need More Than a Log?
If you’re rebuilding your books or need audit-ready records for multiple years, we can help.
Our Bookkeeping Cleanup Services include mileage reconstruction and IRS-ready documentation support for small businesses.
Mileage is one of the easiest deductions to track—and the easiest to lose without proof.
Spend two minutes a day logging your miles, and you’ll save yourself hours of stress (and hundreds of dollars) later.
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