Free Mileage Log Excel Template
Never lose a deductible mile again. Log odometer readings once and the spreadsheet computes distances, applies the reimbursement rate, and rolls everything into monthly totals.
What's inside
- 100-row log: date, origin, destination, business purpose, and odometer readings
- Miles calculated automatically from start and end odometer entries
- Reimbursement computed at an adjustable IRS rate — change it once, everywhere updates
- Monthly summary sheet with per-month miles and reimbursement via SUMIFS
- Year-total row for tax time, plus yellow input cells throughout
Opens in Microsoft Excel, Google Sheets, and LibreOffice. No signup, no watermarks.
How to use this template
Each trip gets one row on the Log tab: the date, where you started, where you went, and the business purpose. The purpose column matters — the IRS wants to know why each trip was business-related, so write something specific like “client meeting at Acme HQ” rather than just “business.” Enter your start and end odometer readings and the miles and reimbursement fill in on their own.
The reimbursement rate lives in the yellow cell at the top of the sheet and defaults to the standard IRS rate. If your employer pays a different rate, change that one cell and all one hundred rows recalculate. The totals row at the bottom of the log keeps running figures for miles and money, so you can check your claim at a glance any day of the month.
The Monthly Summary tab aggregates everything by month using SUMIFS, so January through December each show total miles and total reimbursement with a year total at the bottom. At tax time, this tab is your documentation: twelve clean monthly figures backed by a dated, purpose-noted log. Keep one file per calendar year.
Make the log effortless with a phone habit: photograph your odometer at the start and end of each business trip day. The photos carry timestamps, which settles any question about dates, and entering the numbers each evening takes under a minute. At year end, export the Monthly Summary tab to PDF — twelve clean monthly totals backed by a dated, purpose-noted log is exactly the documentation the IRS expects.
Frequently asked questions
Is this mileage log really free?
Yes. Download it, use it forever, no account or payment. It is supported the same way as our free tools — advertising on the site.
Does it use the current IRS mileage rate?
It ships with the standard IRS rate pre-filled, and the rate cell is editable — update it once a year (or whenever your employer changes theirs) and the whole log recalculates.
What if I forget an odometer reading?
Leave the row's odometer cells blank and the miles cell stays blank too, so incomplete trips never inflate your totals. Fill it in later from a photo or GPS history.
Does it work in Google Sheets?
Yes. Upload the .xlsx to Google Drive and open with Google Sheets; the formulas and monthly SUMIFS carry over. It also works in LibreOffice.