Logs & spreadsheets · CSV
Daily mileage log spreadsheet
CSV template ready to fill daily — opens in Excel, Google Sheets, and LibreOffice.
Recording every business trip is the foundation of any defensible reimbursement claim and of any IRS, CRA, or HMRC mileage deduction. This daily mileage log was designed for the real workday of people who drive for a living: minimum columns, a worked example, and a running-total field. Download once, save a copy per vehicle or employee, and edit in Excel, Google Sheets, or LibreOffice — no install required.
When to use this template
Use this daily log whenever reimbursement is paid per mile driven, or whenever you plan to deduct a personal vehicle on Schedule C, T2125, or any equivalent self-employment tax form. It is also the minimum acceptable record for internal audits at companies that reimburse outside sales reps, field technicians, visiting nurses, and external consultants. If you drive less than 60 miles a day, fill it in at end of day; if you drive more, log right after each visit — the IRS treats contemporaneous records as primary evidence and routinely challenges month-end reconstructions.
How to fill it in 5 steps
- 1. Save one copy per vehicle — Rename the file with the plate or nickname (e.g. mileage-log-honda-civic-2025.csv). One vehicle per file avoids audit confusion.
- 2. Record the starting odometer — On row 1, log the odometer reading on day 1 of the period. That number anchors every running total.
- 3. Fill in after every trip — Date, departure time, origin, destination, business purpose, and miles driven. If you use GPS, copy the value from your map app.
- 4. Categorize the purpose — Client visit, internal meeting, training, delivery, service call. Clear categories speed approval and tax deduction.
- 5. Close the month with end odometer — On the last day, record the ending odometer and the trip total. The difference between odometers must match the sum of trips — if it does not, there is an error.
Common pitfalls
- Reconstructing the log at month-end — Auditors reject logs with no contemporaneous evidence. Keep daily entries, even if it is one line per day.
- Mixing personal with business — Any personal trip (lunch, bank, home) must be excluded. If the vehicle is mixed-use, keep two separate logs.
- Forgetting the business purpose — The purpose column is the most audited field. "Meeting" is vague; "Sales meeting with Client X — Q1 close" is defensible.
- Ignoring tolls and parking — Those costs are NOT included in the per-mile rate but should be recorded on a separate sheet for direct reimbursement.
Frequently asked questions
- Can I use this for tax deduction?
- Yes — if you are self-employed (Schedule C, T2125, or equivalent) and keep fuel and maintenance receipts. W-2 employees with reimbursement use it as internal evidence.
- Does it work in Google Sheets?
- Yes. Upload the CSV to Drive, open with Google Sheets, and save as a native sheet to add formulas.
- How many columns are there?
- 11 essential columns. You can add more (e.g. cost center, project code) without breaking the structure.
- Do I need to sign up to download?
- No. The download is free and anonymous. If you want updates, our newsletter is optional.
- Is there a fleet version?
- Use one copy per vehicle, or see our "Monthly mileage summary" template to consolidate multiple fleets.
Download below and try it for a week. If your team needs something heavier — with manager approval, accounting export, and Clara integration — open the online calculator: it produces audit-ready receipts in seconds.