[{"data":1,"prerenderedAt":456},["ShallowReactive",2],{"document-mileage-log-D13024":3},{"document":4,"label":22,"preview":10,"thumb":23,"thumb600":24,"description":5,"descriptionCustom":6,"apiDescription":5,"pages":7,"extension":9,"parents":25,"breadcrumb":29,"related":37,"customDescModule":166,"customdescription":6,"mdFm":167,"mdProseHtml":455},{"description":5,"descriptionCustom":6,"label":5,"pages":7,"size":8,"extension":9,"preview":10,"thumb":11,"svgFrame":12,"seoMetadata":13,"parents":15,"keywords":14},"Mileage Log",null,"1",513,"xls","https://templates.business-in-a-box.com/imgs/1000px/mileage-log-D13024.png","https://templates.business-in-a-box.com/imgs/250px/13024.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#13024.xml",{"title":14,"description":6},"mileage log",[16,19],{"label":17,"url":18},"Business Plan Kit","/templates/business-plan-kit/",{"label":20,"url":21},"Administration","/templates/business-administration/","Mileage Log Template","https://templates.business-in-a-box.com/imgs/400px/13024.png","https://templates.business-in-a-box.com/imgs/600px/13024.png",[26,16,19],{"label":27,"url":28},"Templates","/templates/",[30,31,34],{"label":27,"url":28},{"label":32,"url":33},"Finance & Accounting","/templates/finance-accounting/",{"label":35,"url":36},"Accounts Receivable","/templates/accounts-receivable/",[38,42,47,51,55,59,63,67,71,84,101,120,134,150],{"label":39,"url":40,"thumb":41,"extension":9},"Vehicle Mileage Log","/template/vehicle-mileage-log-D314","https://templates.business-in-a-box.com/imgs/250px/314.png",{"label":43,"url":44,"thumb":45,"extension":46},"Mileage Reimbursement Policy","/template/mileage-reimbursement-policy-D13275","https://templates.business-in-a-box.com/imgs/250px/13275.png","doc",{"label":48,"url":49,"thumb":50,"extension":9},"Decision Log","/template/decision-log-D14095","https://templates.business-in-a-box.com/imgs/250px/14095.png",{"label":52,"url":53,"thumb":54,"extension":9},"Petty Cash Log","/template/petty-cash-log-D13851","https://templates.business-in-a-box.com/imgs/250px/13851.png",{"label":56,"url":57,"thumb":58,"extension":46},"Client Sessions Log","/template/client-sessions-log-D13092","https://templates.business-in-a-box.com/imgs/250px/13092.png",{"label":60,"url":61,"thumb":62,"extension":46},"Equipment Maintenance Log","/template/equipment-maintenance-log-D13685","https://templates.business-in-a-box.com/imgs/250px/13685.png",{"label":64,"url":65,"thumb":66,"extension":46},"Telephone Tracking Log","/template/telephone-tracking-log-D682","https://templates.business-in-a-box.com/imgs/250px/682.png",{"label":68,"url":69,"thumb":70,"extension":46},"Vehicle Maintenance Log","/template/vehicle-maintenance-log-D13893","https://templates.business-in-a-box.com/imgs/250px/13893.png",{"description":72,"descriptionCustom":6,"label":72,"pages":7,"size":8,"extension":9,"preview":73,"thumb":74,"svgFrame":75,"seoMetadata":76,"parents":78,"keywords":77,"url":83},"Small Business Expense Report","https://templates.business-in-a-box.com/imgs/1000px/small-business-expense-report-D13396.png","https://templates.business-in-a-box.com/imgs/250px/13396.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#13396.xml",{"title":77,"description":6},"small business expense report",[79,82],{"label":80,"url":81},"Credit & Collection","credit-collection",{"label":80,"url":81},"/template/small-business-expense-report-D13396",{"description":85,"descriptionCustom":6,"label":86,"pages":7,"size":87,"extension":46,"preview":88,"thumb":89,"svgFrame":90,"seoMetadata":91,"parents":92,"keywords":99,"url":100},"COMPANY NAME:_______________________ Address: _______________________________________ City: ______________________________ State/Province: ___________ Zip/postal code__________ Country: ________________ Phone: _________________ Fax: __________________ Email: _________________________________________ Purchase Order The following number must appear on all related correspondence, shipping papers, and invoices: P.O. NUMBER: Contact: Address: _______________________________________ City: ______________________________ State/Province: ___________ Zip/postal code___________ Country: ________________ Phone: _________________ Fax: __________________ Email: _________________________________________ Ship To:","Purchase Order",49,"https://templates.business-in-a-box.com/imgs/1000px/purchase-order-D1411.png","https://templates.business-in-a-box.com/imgs/250px/1411.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#1411.xml",{"title":6,"description":6},[93,96],{"label":94,"url":95},"Sales & Marketing","sales-marketing",{"label":97,"url":98},"Bids & Quotes","bids-quotes","purchase order","/template/purchase-order-D1411",{"description":102,"descriptionCustom":6,"label":103,"pages":7,"size":8,"extension":9,"preview":104,"thumb":105,"svgFrame":106,"seoMetadata":107,"parents":109,"keywords":108,"url":119},"A time sheet is a method for recording the amount of  time a worker spends on a shift or job during the course of a week.  Overtime, sick leave, and vacation time can also be tracked on this form.","Time Sheet","https://templates.business-in-a-box.com/imgs/1000px/time-sheet-D630.png","https://templates.business-in-a-box.com/imgs/250px/630.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#630.xml",{"title":108,"description":6},"time sheet",[110,113,116],{"label":111,"url":112},"Human Resources","human-resources",{"label":114,"url":115},"Motivation & Appreciation","motivation-appreciation",{"label":117,"url":118},"Employee Records","employee-records","/template/time-sheet-D630",{"description":121,"descriptionCustom":6,"label":122,"pages":7,"size":8,"extension":46,"preview":123,"thumb":124,"svgFrame":125,"seoMetadata":126,"parents":128,"keywords":127,"url":133},"[COMPANY NAME] EMPLOYEE REFERRAL FORM REFERRER INFORMATION Employee Name: _________________________________________ Employee ID: _________________________ Department: __________________________ Email: __________________________________________ Phone: __________________________ REFERRAL INFORMATION: Name of Referral: _________________________________________ Contact Information: Email: _________________________________________ Phone: _________________________________________ Position Applied for: _________________________ Location (office/branch): ____________________________ Referral Relationship to Referrer (e.g","Employee Referral Form","https://templates.business-in-a-box.com/imgs/1000px/employee-referral-form-D13675.png","https://templates.business-in-a-box.com/imgs/250px/13675.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#13675.xml",{"title":127,"description":6},"employee referral form",[129,130],{"label":111,"url":112},{"label":131,"url":132},"Hire an Employee","hire-employee","/template/employee-referral-form-D13675",{"description":135,"descriptionCustom":6,"label":136,"pages":7,"size":8,"extension":46,"preview":137,"thumb":138,"svgFrame":139,"seoMetadata":140,"parents":142,"keywords":141,"url":149},"BUYER'S PROPERTY INSPECTION REPORT ","Buyer's Property Inspection Report","https://templates.business-in-a-box.com/imgs/1000px/buyer_s-property-inspection-report-D1168.png","https://templates.business-in-a-box.com/imgs/250px/1168.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#1168.xml",{"title":141,"description":6},"buyer's property inspection report",[143,146],{"label":144,"url":145},"Real Estate","real-estate-business",{"label":147,"url":148},"Business Checklists","business-checklists","/template/buyer's-property-inspection-report-D1168",{"description":151,"descriptionCustom":6,"label":152,"pages":153,"size":8,"extension":46,"preview":154,"thumb":155,"svgFrame":156,"seoMetadata":157,"parents":159,"keywords":164,"url":165},"TRAVEL & EXPENSE POLICY PURPOSE The purpose of this Travel and Expense Policy is to establish guidelines and procedures for managing and reimbursing business-related travel expenses incurred by employees, contractors, and authorized individuals on behalf of [COMPANY NAME]. This Policy ensures transparency, efficiency, and compliance with cost-control measures. SCOPE This Policy applies to all employees, contractors, and authorized individuals who travel for business purposes and seek reimbursement for related expenses incurred within the course of their duties. POLICY STATEMENTS Travel Authorization and Booking Authorization: All business travel must be authorized in advance by the employee's supervisor or manager. Travel requests should be submitted using the company's designated process or system. Booking: Travel arrangements, including flights, accommodations, and transportation, should be made through the company's designated travel booking system or approved vendors. Expense Categories and Reimbursement Eligible Expenses: Reimbursable expenses include transportation (e.g., airfare, rental cars), accommodations, meals, and other necessary expenses directly related to business activities. Non-Reimbursable Expenses: Expenses that are personal in nature or outside the scope of the business trip, such as personal entertainment, alcoholic beverages, and non-business-related expenses, are not eligible for reimbursement. Receipts and Documentation Receipts: Receipts are required for all expenses, regardless of the amount. Receipts should include details such as the date, vendor, items or services purchased, and the total amount. Expense Reports: All expenses must be documented using the company's designated expense report template or system. Expense reports should be submitted promptly after the completion of the business trip. Expense Approval Supervisor Approval: Expense reports must be reviewed and approved by the employee's immediate supervisor or manager. The approver should ensure that expenses are reasonable and necessary.","Travel and Expense Policy","3","https://templates.business-in-a-box.com/imgs/1000px/travel-and-expense-policy-D13796.png","https://templates.business-in-a-box.com/imgs/250px/13796.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#13796.xml",{"title":158,"description":6},"travel and expense policy",[160,161],{"label":111,"url":112},{"label":162,"url":163},"Company Policies","company-policies","travel expense policy","/template/travel-and-expense-policy-D13796",false,{"seo":168,"reviewer":179,"quick_facts":183,"at_a_glance":185,"personas":189,"variants":214,"glossary":237,"fields":265,"how_to_fill":306,"common_mistakes":342,"faqs":359,"industries":384,"comparisons":401,"diy_vs_pro":415,"related_template_ids_curated":428,"schema":440,"classification":442},{"meta_title":169,"meta_description":170,"primary_keyword":171,"secondary_keywords":172},"Mileage Log Template (Free Word)","Free mileage log template to track business driving for tax deductions and reimbursements. Records date, destination, purpose, and miles. Download in Word. Free Word and PDF download.","mileage log template",[173,174,175,176,177,178],"mileage log template word","free mileage log template","mileage tracker template","business mileage log","mileage reimbursement log","irs mileage log template",{"name":180,"credential":181,"reviewed_date":182},"Bruno Goulet","CEO, Business in a Box","2026-05-02",{"difficulty":184,"legal_review_recommended":166,"signature_required":166},"easy",{"what_it_is":186,"when_you_need_it":187,"whats_inside":188},"A Mileage Log is a structured record-keeping form used to document business-related vehicle trips, capturing the date, origin, destination, purpose, odometer readings, and total miles driven per trip. This free Word download gives you a print-ready or digitally editable log you can fill out daily, export as PDF, and submit for tax deductions or employee reimbursement.\n","Use it any time you or your employees drive a personal or company vehicle for business purposes — client visits, site inspections, sales calls, or supply runs — and need to substantiate those miles for IRS deductions or employer reimbursement claims.\n","Vehicle and driver identification, a row-by-row trip log with date, starting and ending odometer readings, origin, destination, business purpose, and calculated miles, plus a running total and monthly summary for quick reporting.\n",[190,194,198,202,206,210],{"title":191,"use_case":192,"icon_asset_id":193},"Self-employed professionals","Documenting business driving to claim the IRS standard mileage deduction","persona-freelancer",{"title":195,"use_case":196,"icon_asset_id":197},"Small business owners","Tracking fleet or employee vehicle use for accurate expense reporting","persona-small-business-owner",{"title":199,"use_case":200,"icon_asset_id":201},"Sales representatives","Logging client visits and territory travel for monthly reimbursement submission","persona-sales-rep",{"title":203,"use_case":204,"icon_asset_id":205},"Field service technicians","Recording site-to-site driving to support payroll and expense reconciliation","persona-contractor",{"title":207,"use_case":208,"icon_asset_id":209},"Nonprofit employees","Tracking volunteer and program-related driving for grant reporting and tax purposes","persona-nonprofit-exec",{"title":211,"use_case":212,"icon_asset_id":213},"HR and finance managers","Standardizing mileage reimbursement submissions across a distributed workforce","persona-hr-manager",[215,219,223,227,230,234],{"situation":216,"recommended_template":217,"slug":218},"Tracking mileage for IRS standard mileage rate deduction","Mileage Log (IRS Compliant)","mileage-log-D13024",{"situation":220,"recommended_template":221,"slug":222},"Submitting monthly employee driving expenses for reimbursement","Mileage Reimbursement Form","mileage-reimbursement-policy-D13275",{"situation":224,"recommended_template":225,"slug":226},"Logging all vehicle costs including fuel, repairs, and depreciation","Vehicle Expense Report","policy-letter-on-vehicle-expense-reimbursement-D723",{"situation":228,"recommended_template":229,"slug":218},"Tracking multiple drivers across a company fleet","Fleet Mileage Log",{"situation":231,"recommended_template":232,"slug":233},"Recording all employee expense types including mileage and receipts","Expense Report","small-business-expense-report-D13396",{"situation":235,"recommended_template":236,"slug":233},"Capturing time and travel for billable client work","Timesheet and Expense Report",[238,241,244,247,250,253,256,259,262],{"term":239,"definition":240},"Standard Mileage Rate","The per-mile rate set annually by the IRS that self-employed individuals and employees may use to calculate the deductible cost of business driving instead of tracking actual vehicle expenses.",{"term":242,"definition":243},"Odometer Reading","The number displayed on a vehicle's odometer at the start and end of a trip, used to calculate total miles driven.",{"term":245,"definition":246},"Business Purpose","A brief written description of why a trip was taken for work — such as 'client meeting' or 'supply pickup' — required by the IRS to substantiate a mileage deduction.",{"term":248,"definition":249},"Commuting Miles","Miles driven between an employee's home and their regular workplace — these are not deductible and must be excluded from a business mileage log.",{"term":251,"definition":252},"Actual Expense Method","An alternative to the standard mileage rate where you deduct the real costs of operating a vehicle for business — gas, insurance, depreciation, and repairs — prorated by the percentage of business use.",{"term":254,"definition":255},"Contemporaneous Record","A record created at or near the time of the event it documents; the IRS requires mileage logs to be contemporaneous to be accepted as evidence in an audit.",{"term":257,"definition":258},"Reimbursement Rate","The per-mile dollar amount an employer pays employees for business use of their personal vehicle, which may equal or differ from the IRS standard rate.",{"term":260,"definition":261},"Mixed-Use Vehicle","A vehicle used for both personal and business driving, requiring the owner to track each category separately to determine the deductible or reimbursable portion.",{"term":263,"definition":264},"Log Period","The time span covered by a single mileage log — typically one month or one tax year — used to organize submissions for reimbursement or tax filing.",[266,271,276,281,286,291,296,301],{"name":267,"plain_english":268,"sample_language":269,"common_mistake":270},"Driver and vehicle information","Identifies who is driving and which vehicle is being tracked, including name, department, vehicle make and model, license plate, and the log period.","Driver: [FULL NAME] | Department: [DEPARTMENT] | Vehicle: [YEAR MAKE MODEL] | Plate: [LICENSE PLATE] | Log Period: [MONTH/YEAR]","Leaving the vehicle section blank when an employee uses multiple cars — without a specific vehicle on record, the IRS can disallow the entire log.",{"name":272,"plain_english":273,"sample_language":274,"common_mistake":275},"Trip date","The calendar date on which the business trip took place, recorded for each individual trip row.","Date: [MM/DD/YYYY]","Batching several days of trips under a single date. The IRS requires each trip to be logged on the date it occurred to qualify as a contemporaneous record.",{"name":277,"plain_english":278,"sample_language":279,"common_mistake":280},"Starting odometer reading","The odometer number at the beginning of the business trip, recorded before the vehicle moves.","Odometer Start: [XXXXXX] miles","Estimating start readings instead of reading the odometer directly. Even small consistent errors accumulate into totals that don't match a year-end odometer check.",{"name":282,"plain_english":283,"sample_language":284,"common_mistake":285},"Ending odometer reading","The odometer number at the conclusion of the trip, recorded immediately upon arrival.","Odometer End: [XXXXXX] miles","Recording the ending reading at the start of the next trip rather than at trip's end — this creates gaps that auditors flag as evidence of incomplete record-keeping.",{"name":287,"plain_english":288,"sample_language":289,"common_mistake":290},"Miles driven","The calculated difference between the ending and starting odometer readings for the trip, representing total miles driven.","Miles Driven: [XX.X] miles","Manually entering round numbers like 10 or 25 miles without odometer support. Round-number patterns across a log draw IRS scrutiny.",{"name":292,"plain_english":293,"sample_language":294,"common_mistake":295},"Origin and destination","The starting address or location and the ending address or location of the business trip.","From: [OFFICE ADDRESS / CITY] | To: [CLIENT ADDRESS / CITY]","Writing only a city name instead of a specific address. A general entry like 'Chicago' does not satisfy the IRS requirement for a documented destination.",{"name":297,"plain_english":298,"sample_language":299,"common_mistake":300},"Business purpose","A brief description of the work-related reason for the trip, sufficient to demonstrate the business connection if reviewed in an audit.","Purpose: [Client meeting — contract renewal discussion] / [Delivery of materials to job site at 123 Main St]","Writing generic entries like 'business' or 'work.' The IRS requires enough detail to establish a clear business connection — name the client, project, or task.",{"name":302,"plain_english":303,"sample_language":304,"common_mistake":305},"Trip total and period subtotal","The miles for each row and a running subtotal at the bottom of the log covering the full period, used for reimbursement calculations or tax deduction totals.","Trip Miles: [XX.X] | Period Total: [XXX.X] miles | Reimbursement at $[X.XX]/mile: $[XXX.XX]","Forgetting to zero out the subtotal at the start of each new log period, which causes double-counting across months when multiple logs are submitted together.",[307,312,317,322,327,332,337],{"step":308,"title":309,"description":310,"tip":311},1,"Complete the header with driver and vehicle details","Fill in your full name, department, the vehicle's year, make, model, and license plate number, and the month or date range the log covers.","Save a pre-filled header as your master template so you only update the log period and odometer totals each month.",{"step":313,"title":314,"description":315,"tip":316},2,"Record the starting odometer reading before each trip","Before you put the vehicle in drive, note the odometer reading in the 'Odometer Start' field for that trip row. Do not estimate.","Take a quick phone photo of the odometer at the start of any long or high-value trip — it provides instant, timestamped backup evidence.",{"step":318,"title":319,"description":320,"tip":321},3,"Enter the origin and destination addresses","Write the specific street address or named location where the trip started and where it ended — not just a city or neighborhood.","For repeat destinations like a regular client office, create a short reference code in the purpose field to speed up entry without losing specificity.",{"step":323,"title":324,"description":325,"tip":326},4,"Describe the business purpose clearly","Write enough detail to identify the work-related reason: the client or project name, the type of activity, and any relevant context. Aim for one clear phrase per row.","Think of the purpose field as a note to your future auditor — if it wouldn't satisfy a skeptical reviewer, add one more word of context.",{"step":328,"title":329,"description":330,"tip":331},5,"Record the ending odometer reading upon arrival","Immediately after parking, note the ending odometer reading and calculate the trip miles by subtracting the start reading.","Logging at arrival rather than the following morning eliminates the most common audit gap — the missing end reading.",{"step":333,"title":334,"description":335,"tip":336},6,"Total the period miles and calculate reimbursement","Sum all trip miles at the bottom of the log for the period. Multiply by the applicable IRS standard rate or your company's reimbursement rate to get the total dollar amount.","Confirm the current IRS standard mileage rate each January — it changes annually and sometimes mid-year. Using a stale rate understates or overstates your deduction.",{"step":338,"title":339,"description":340,"tip":341},7,"Submit or file the completed log promptly","Submit the log to your manager or finance team by your organization's deadline, or file it with your tax records for the relevant period.","Store a digital copy — scanned PDF or cloud backup — alongside any supporting receipts. Physical logs can be lost; a digital copy survives.",[343,347,351,355],{"mistake":344,"why_it_matters":345,"fix":346},"Logging trips from memory at month-end","The IRS requires contemporaneous records — logs reconstructed after the fact are considered unreliable and are routinely disallowed in audits, eliminating the deduction entirely.","Record each trip on the day it happens, even if only for 30 seconds at the end of the drive. A habit of same-day entry is the single most important practice for audit-proof records.",{"mistake":348,"why_it_matters":349,"fix":350},"Including commuting miles as business miles","Miles between home and a regular workplace are personal commuting miles and are explicitly non-deductible under IRS rules — including them inflates your deduction and creates audit exposure.","Log only trips that originate from a business location or are made directly between business destinations. If your first stop of the day is a client site, only the home-to-client segment may qualify — verify with a tax advisor.",{"mistake":352,"why_it_matters":353,"fix":354},"Using vague business purpose descriptions","Entries like 'work' or 'business errand' do not establish a clear business connection and will be questioned or disallowed if the log is reviewed.","Name the specific client, project, or task for every trip row. 'Sales call — [CLIENT NAME]' or 'Parts pickup for Job #[NUMBER]' provides sufficient substantiation.",{"mistake":356,"why_it_matters":357,"fix":358},"Failing to record personal miles on a mixed-use vehicle","Without a complete record of both business and personal miles, you cannot accurately calculate the business-use percentage, which is required for the actual expense method and useful as a cross-check for the standard rate method.","Log every trip — business and personal — or record the beginning and ending odometer for each calendar month so total miles are always calculable.",[360,363,366,369,372,375,378,381],{"question":361,"answer":362},"What is a mileage log?","A mileage log is a record-keeping document used to track business-related vehicle trips, capturing the date, starting and ending odometer readings, origin, destination, business purpose, and total miles per trip. It provides the documentation required by the IRS to substantiate a mileage deduction and by employers to process accurate reimbursement payments.\n",{"question":364,"answer":365},"Does the IRS require a mileage log?","Yes. The IRS requires written records that document the business purpose, destination, date, and mileage of each trip to support a standard mileage deduction. Records must be contemporaneous — created at or near the time of the trip. A mileage log is the standard format for satisfying this requirement. Without it, the deduction can be disallowed in full during an audit.\n",{"question":367,"answer":368},"What is the IRS standard mileage rate for 2025?","The IRS standard mileage rate for business driving in 2025 is 70 cents per mile, as announced for the 2025 tax year. This rate is updated annually and occasionally adjusted mid-year. Always confirm the current rate on IRS.gov before calculating a deduction, as using an outdated rate will result in an incorrect deduction amount.\n",{"question":370,"answer":371},"What is the difference between the standard mileage rate and the actual expense method?","The standard mileage rate lets you deduct a fixed per-mile amount set by the IRS, covering all vehicle costs in a single calculation — no need to track gas, oil, or depreciation separately. The actual expense method deducts the real costs of operating the vehicle, prorated by the percentage of business use. For most individuals, the standard rate is simpler; high-cost vehicles may yield a larger deduction under the actual method. A mileage log is required for both approaches.\n",{"question":373,"answer":374},"Can I deduct miles driven between my home and office?","No. Miles driven between your home and your regular place of business are considered personal commuting miles and are not deductible under IRS rules. However, if you drive from your home directly to a client site or temporary work location that is not your principal place of business, those miles may qualify as deductible business miles. Consult a tax professional if your situation involves multiple work locations.\n",{"question":376,"answer":377},"How long should I keep a mileage log?","Keep mileage logs for at least three years from the date you file the tax return that includes the deduction, which is the standard IRS audit lookback period. If the IRS suspects fraud or substantial underreporting of income, the lookback period can extend to six years. Storing digital copies in cloud storage is the most reliable long-term solution.\n",{"question":379,"answer":380},"Can I use a mileage log app instead of a paper form?","Yes. The IRS accepts digital mileage records as long as they capture all required fields — date, destination, business purpose, and miles — and are retrievable and legible. Many GPS-based apps generate logs automatically, which reduces the risk of missed entries. Whether you use an app or a paper template, the content requirements are identical.\n",{"question":382,"answer":383},"What mileage rate should I use for employee reimbursement?","Employers are not legally required to reimburse at the IRS standard rate — they may set their own rate above or below it. Reimbursements at or below the IRS rate are generally tax-free to the employee. Amounts above the IRS rate are treated as taxable compensation. Most employers use the IRS rate as a benchmark to keep reimbursements simple and tax-neutral.\n",[385,389,393,397],{"industry":386,"icon_asset_id":387,"specifics":388},"Construction and Trades","industry-construction","Tradespeople and project managers drive between multiple job sites daily and need per-project mileage records for job costing and client billing.",{"industry":390,"icon_asset_id":391,"specifics":392},"Healthcare and Home Services","industry-healthtech","Home health aides, visiting nurses, and mobile therapists log patient-to-patient driving for payroll reimbursement and Medicaid billing compliance.",{"industry":394,"icon_asset_id":395,"specifics":396},"Professional Services","industry-professional-services","Consultants, accountants, and attorneys track client visit mileage to support billable expense pass-throughs and Schedule C deductions.",{"industry":398,"icon_asset_id":399,"specifics":400},"Nonprofit Organizations","industry-nonprofit","Staff and volunteers log program-related driving to meet grant reporting requirements and to claim the IRS charitable mileage rate where applicable.",[402,404,407,411],{"vs":232,"vs_template_id":233,"summary":403},"An expense report consolidates all reimbursable costs — meals, lodging, supplies, and mileage — into a single submission. A mileage log captures only vehicle trips in the granular detail the IRS requires. For most employees, a completed mileage log is attached to or summarized on an expense report rather than replacing it.",{"vs":225,"vs_template_id":405,"summary":406},"D{VEHICLE_EXPENSE_REPORT_ID}","A vehicle expense report tracks the actual costs of operating a vehicle — fuel receipts, oil changes, insurance, and repairs — used when claiming the actual expense method for tax purposes. A mileage log tracks trips and miles for the simpler standard mileage rate method. The two documents serve different IRS deduction methods and generally should not be combined.",{"vs":408,"vs_template_id":409,"summary":410},"Timesheet","D{TIMESHEET_ID}","A timesheet records hours worked by task or project. A mileage log records distances driven by trip and purpose. Field-based employees often need both — the timesheet for labor hours and the mileage log for travel reimbursement. Combining them into a single form tends to reduce the detail required by both documents.",{"vs":412,"vs_template_id":413,"summary":414},"Fleet Management Log","D{FLEET_LOG_ID}","A fleet management log tracks maintenance, fuel, inspections, and usage across multiple company-owned vehicles. A mileage log focuses on documenting individual business trips for tax and reimbursement purposes. Small businesses with one or two vehicles need a mileage log; larger fleets with maintenance obligations need both.",{"use_template":416,"template_plus_review":420,"custom_drafted":424},{"best_for":417,"cost":418,"time":419},"Self-employed individuals, employees, and small businesses tracking standard business driving","Free","2–3 minutes per trip entry",{"best_for":421,"cost":422,"time":423},"Business owners with mixed-use vehicles or multiple drivers claiming large annual deductions","$100–$300 (accountant review at tax time)","1–2 hours annually",{"best_for":425,"cost":426,"time":427},"Companies with fleets, complex multi-state operations, or integrated payroll and expense platforms","$500–$2,000+ (custom system or software integration)","1–4 weeks setup",[233,429,430,431,432,433,434,435,436,437,438,439],"purchase-order-D1411","petty-cash-log-D13851","time-sheet-D630","employee-referral-form-D13675","buyer's-property-inspection-report-D1168","travel-and-expense-policy-D13796","accounts-payable-ledger-D12682","budget-proposal-D13607","risk-register-D14096","receipt-D395","sales-invoice-D383",{"emit_how_to":441,"emit_defined_term":441},true,{"primary_folder":443,"secondary_folder":444,"document_type":445,"industry":446,"business_stage":447,"tags":448,"confidence":454},"finance-accounting","accounts-receivable","form","general","all-stages",[449,450,451,452,453],"mileage-log","expense-tracking","tax-deduction","reimbursement","vehicle-expenses",0.85,"\u003Ch2>What is a Mileage Log?\u003C/h2>\n\u003Cp>A \u003Cstrong>Mileage Log\u003C/strong> is a structured record-keeping form used to document every business-related vehicle trip, capturing the date, origin, destination, business purpose, starting and ending odometer readings, and total miles driven. The IRS requires contemporaneous written records in exactly this format to substantiate the standard mileage deduction on Schedule C, Schedule A, or an employer reimbursement claim. Without a complete log, business miles cannot be deducted or reimbursed — the oral recollection of trips does not satisfy audit standards.\u003C/p>\n\u003Ch2>Why You Need This Document\u003C/h2>\n\u003Cp>Driving for business without a mileage log is the single fastest way to lose a deduction you legitimately earned. The IRS does not accept estimates, bank statements, or calendar entries as a substitute for a trip-by-trip mileage record — and in an audit, an undocumented deduction is a disallowed deduction. For a self-employed professional driving 15,000 business miles per year, losing the standard mileage deduction at the 2025 rate costs over $10,500 in deductible expenses. Employees without documented logs face reimbursement denials or taxable income reclassification on amounts their employer cannot substantiate. This template gives you a print-ready, IRS-consistent log you can fill in daily in under two minutes per trip — the simplest insurance against an avoidable audit problem.\u003C/p>\n",1781185958907]