Office guide

How to Use Mileage Log Builder

A mileage log connects each business trip to a date, purpose, route, distance, and rate. Consistent records make reimbursement or reporting easier to verify.

Open the Mileage Log Builder

What to prepare

A few reliable inputs make the first result easier to review.

  • The driver, distance unit, currency, and approved reimbursement rate
  • Trip dates, business purposes, and start and end locations
  • Odometer readings or a supported distance record

How to Use Mileage Log Builder

  1. Set the driver, rate, unit, and currency
  2. Add each trip with date, purpose, route, and odometer readings or a distance override
  3. Build the log and compare calculated distance with the source record
  4. Review totals, then export CSV for reimbursement or retention

Worked example

For a trip from the office to a client site and back, use one round-trip row only if the purpose and date are the same. Enter start 24,180 and end 24,236 to record 56 miles.

Review the result

Check that end readings are not lower than start readings, personal travel is excluded, and every purpose is specific enough to support the claim. Use the rate required for the relevant period.

Practical tips

  • Record trips the same day
  • Keep parking and tolls separate from mileage unless policy says otherwise
  • Note rate changes by starting a new reporting period

Common mistakes to avoid

  • Mixing miles and kilometres
  • Claiming commuting mileage without checking policy
  • Using a distance override with no supporting record

Build it in your browser

The free Mileage Log Builder processes entries locally in your browser. Review the generated draft against source information and any policy that applies before sharing it.

Use the Mileage Log Builder