A mileage log is a record of work trips and the distance you drove on each. Every line shows the date, the start and end points, the distance and the rate. The log multiplies distance by rate and adds the lines into a total reimbursement for you to submit.
When to use a mileage log
Use a mileage log when you drive for work and want to be paid back or keep a clean record.
- You use your own car to visit clients or job sites.
- You run errands for a business, such as bank trips or supply pickups.
- A client agrees to pay for your travel and wants to see the details.
- Your employer reimburses driving at a set rate per mile or kilometer.
- You want a tidy record of trips for your own bookkeeping.
A log kept as you go is more accurate than one rebuilt from memory. Tax rules on mileage differ by country. Check with your tax authority or accountant about what you must keep.
What to include on a mileage log
- Your details: your name or business name, address and email (the "From" section).
- Submitted to: the person or company that will reimburse you.
- Log number: a reference for the period you are reporting.
- Date: the date of the log.
- Currency: the currency of the reimbursement.
- Line items: for each trip, the date, the place you started from, the place you went to, the distance and the rate.
- Total reimbursement: calculated from distance multiplied by rate on every line.
- Notes: the purpose of the trips, the unit (miles or kilometers) and any client or project reference.
How to create a mileage log with this generator
- Open the mileage log generator.
- Under "From", enter your name, address and email.
- Under "Submitted to", enter who will reimburse you.
- In "Document details", type the log number, pick the date and choose the currency.
- In "Line items", enter the date, the starting point (From), the destination (To), the distance and the rate. Select "Add item" for each new trip. Select "Remove item" to delete a trip.
- Use "Notes" to state the unit and the purpose of the trips.
- Check the live preview. It updates as you type, and each line is distance multiplied by rate.
- Select "Download PDF".
The tool is free and needs no sign-up. It does not store your data, so save your own copy.
Common mistakes
- Rebuilding the log from memory. Note each trip soon after you drive it.
- Mixed units. Use miles or kilometers on all lines, and match the rate to that unit.
- Wrong rate. Confirm the rate with your employer, client or local rules.
- Vague places. Name the start and end points clearly.
- No purpose. Say why you drove, in Notes.
- No saved copy. The generator does not keep your data, so download the PDF.
Mileage log vs expense report
| Document | Best for |
|---|---|
| Mileage log | Trips paid by distance and rate |
| Expense report | Other costs such as meals, lodging and supplies |
You can send both together when a trip has driving and other costs. The expense report generator handles the second part.
Related guides and tools
To bill travel to a client, read how to invoice a client and use the invoice generator. For time-based pay, see timesheets for billing and the timesheet generator. The billable hours calculator helps with the hours side of a job.
Frequently asked questions
- What is a mileage log?
- A mileage log is a record of trips you make for work. Each line shows the date, the start and end points, the distance and the rate. The log multiplies distance by rate and gives a total reimbursement. People submit it to an employer or client.
- What should a mileage log include?
- Include the date of each trip, where it started and ended, the distance and the rate per unit. Add the purpose of the trip in the From or To text or in Notes. A clear log is easier to approve and easier to check later.
- How is mileage reimbursement calculated?
- Multiply the distance of each trip by the rate per mile or kilometer, then add all the lines. This generator does that for you. The rate comes from your employer, your client or your local rules, so check which rate applies to you.
- What rate should I use in a mileage log?
- Use the rate set by your employer or client, or the rate your local rules allow. Rates differ by country and change over time. This generator does not supply a rate, so type the figure that applies to you. Always check the rate before you submit.
- Can I use miles or kilometers?
- Yes. The generator treats distance as a number, so use the unit you prefer. Use the same unit on every line, and make the rate match that unit. State the unit in Notes to avoid confusion. Keep your own copy of the log.
- Is a mileage log accepted by the tax authority?
- Tax rules on mileage differ by country, and this generator cannot confirm that any authority accepts its output. Keep accurate records and check with your tax authority or accountant about what you need to keep. Keep your own mileage records.
- Is the mileage log generator free?
- Yes. It is free, needs no account and runs in your browser. Nothing you type is stored on the server. Your data is not saved between visits, so download the PDF and keep your own copy. It works on phones and computers.