Free template · Business mileage log
Download an Excel mileage spreadsheet with automatic distance and business/personal totals, use the CSV in Google Sheets or other spreadsheet tools, or open a clean printable log.
Free to use · Miles or kilometres · No account required
The same basic mileage record can work as a spreadsheet, a portable data file or a paper log. Pick one format and keep the record in one place instead of reconstructing trips months later.
Includes 200 trip rows, distance formulas, a trip-type dropdown, and summary totals. The file can also be uploaded to Google Sheets.
DownloadA simple portable mileage spreadsheet for Excel, Google Sheets, Numbers, bookkeeping software or your own reporting workflow.
DownloadOpen a clean paper form for handwritten mileage records, or use your browser's Print dialog to save the log as a PDF.
OpenA useful mileage record connects the distance to when the trip happened, where it went and why it was related to work.
| Date | Start | Destination | Business purpose | Start odo. | End odo. | Distance | Trip type |
|---|---|---|---|---|---|---|---|
| Sep 1 | Home | Client Office | Client meeting | 12,430 | 12,448 | 18 km | Business |
| Sep 1 | Client Office | Supplier | Pick up supplies | 12,448 | 12,459 | 11 km | Business |
| Sep 3 | Office | Job Site | Site visit | 12,510 | 12,534 | 24 km | Business |
Example only. Whether a drive qualifies as business mileage depends on the rules and facts that apply to that trip.
Mileage record checklist
The template keeps the core trip details together. Exact tax, reimbursement and employer requirements vary, so use the fields that apply to your situation and keep supporting records when they are required.
Read the mileage records for taxes guideCalculate distance from odometer readingsA spreadsheet is only the container. The record still needs to be complete enough to support the business use you report.
IRS Publication 463 describes transportation records that include the mileage for each business use, the date the car was used, the business destination and the business purpose. It also refers to total miles for the year when substantiating car use.
The template includes those core trip fields, but no spreadsheet is automatically “IRS approved” and a template alone does not make a deduction valid.
CRA guidance says a business-trip log should list the date, destination, purpose and kilometres driven. It also calls for the vehicle's odometer reading at the start and end of the fiscal period and separate records when more than one vehicle is used.
If you use this file for more than one vehicle, keep separate copies or otherwise make the vehicle-specific records clear.
The spreadsheet itself is simple. The harder part is remembering every work drive while the details are still easy to verify.
Use Excel, CSV or print rather than maintaining several competing copies.
Record the date, destination, purpose and distance while the trip is still familiar.
Check the log periodically instead of waiting until months of driving need to be reconstructed.
Save the spreadsheet or printed log with the other records you rely on for bookkeeping, reimbursement or tax preparation.
Manual or app
HonestMile keeps unlimited trip recording free. The spreadsheet is here for people who prefer a manual record, and the app is available when you want the trip history on your phone.
Quick answers
Use the downloadable files as practical recordkeeping tools. Tax, reimbursement and employer rules still determine what documentation you need and what driving qualifies.
Yes. The Excel and CSV files are free to download, and the printable version can be opened in your browser without an HonestMile account.
Yes. Upload the XLSX file to Google Drive and open it with Google Sheets, or import the CSV version. Spreadsheet apps can handle formulas and formatting differently, so check the file after importing before relying on calculated totals.
The template includes the core trip details described in IRS Publication 463 for transportation records, including mileage, date, business destination and business purpose. The IRS does not make a deduction valid simply because a particular template was used, so keep complete records and any supporting evidence required for your situation.
Yes, if the fields match what your employer or client requires. The log can document the date, destination, purpose and distance for a reimbursement claim, but an organization may require extra fields, approvals or receipts.
Yes. The structure works with either unit. Use one unit consistently within the record and follow the rules that apply where you file or submit the log.
The Excel version includes formulas, formatting and a trip-type dropdown. CSV is a simpler data file without spreadsheet formatting or formulas, which makes it useful for importing into Excel, Google Sheets, bookkeeping tools or your own system.
No. The template records mileage and trip details. It does not decide whether a trip qualifies, choose a tax method, or calculate the final amount of a tax deduction.
Read the self-employed mileage deduction guideYes. The Canada section covers CRA mileage records, business-use kilometres, prescribed allowance rates and self-employed motor vehicle expenses.
Open the Canada mileage guideDownload the format you prefer, or use HonestMile when you want the driving history kept on your phone.
