Mileage Log for Taxes: What a Compliant Log Looks Like
A mileage log template is just a set of columns — the value is in filling them in reliably. Here's what those columns are, what a filled-in log looks like, and the honest trade-off between a template and an app.
The columns a tax-ready log needs
Whether it's paper, a spreadsheet or an app, a log that backs up a deduction should record, for each business trip:
Mileage log columns
| Column | Example entry |
|---|---|
| Date | 2025-03-14 |
| Distance | 12.4 mi |
| Purpose | Client meeting |
| From → To | Office → Downtown |
A filled-in example
Sample mileage log
| Date | Miles | Purpose | Route |
|---|---|---|---|
| 2025-03-14 | 12.4 | Client meeting | Office → Downtown |
| 2025-03-14 | 8.1 | Supply pickup | Downtown → Warehouse |
| 2025-03-15 | 22.7 | Property showing | Home office → Elm St |
| 2025-03-16 | 5.3 | Personal (not counted) | Home → Grocery |
Note the last row is marked personal, so it's excluded from the deduction. A good log shows the personal trips too — it makes the business share believable.
A blank template only helps if you actually fill it in every day. The trips people miss are the small, frequent ones — and those are where most of the deduction hides. That's the case for capturing drives automatically instead of relying on memory.
Template vs app
A printable template is free and fine if you're disciplined. An app wins on the thing templates can't do: it records the trip as it happens, which is exactly the 'contemporaneous' record tax authorities want. Milvo captures each drive, lets you sort and fix it in two taps, and exports the same date / distance / purpose / route columns above as a PDF and CSV — so you get the template's structure without having to remember to fill it.
Frequently asked questions
What should a mileage log include?
For each business trip: the date, miles driven, business purpose, and where you went (start and destination). You should also be able to show your total miles for the year so the business percentage is clear.
Is a printable mileage log enough for the IRS?
Yes, if it's complete and kept close to the time of each trip. A paper or spreadsheet log with the right columns is acceptable — the requirement is about content and timeliness, not the format.
Why use an app instead of a spreadsheet template?
An app timestamps trips as they happen, which is stronger evidence than a log filled in from memory later, and it won't let the small frequent trips slip. Milvo also totals the deduction and exports a clean logbook, so there's no month-end data entry.
Can I export my log to give to my accountant?
Yes. Milvo exports a PDF and CSV covering any quarter or year, with date, distance, purpose and route — ready to hand over or drop into tax software.