Business vehicle and mileage record basics

Download your vehicle record templates

Open the CSV templates in Excel, Google Sheets or Numbers and save your own working copy. The expense tracker separates fuel, maintenance, repairs and other costs. The mileage tracker records dates, destinations, business purpose and odometer readings. Keep receipts and annual total mileage records; a template does not determine tax deductibility.

Classify the trip first

When a vehicle has business and personal use, only the business portion may qualify for a federal deduction. Travel between home and a regular workplace is generally personal commuting, even when business calls happen during the drive.

A trip to a customer or supplier may have a business purpose, but circumstances matter. Keep commuting and personal trips distinct. Home-office and temporary-workplace situations can have additional rules; flag those questions for your preparer.

Keep a timely trip log

Record the date, business destination, purpose, and miles for each business use. A practical entry names the customer visit or supply pickup instead of simply saying work. Add trips promptly while the details are easy to verify.

Track the vehicle's total annual miles as well. Beginning and ending odometer readings help establish that total. Keep purchase or lease documents, the date business use began, and related records in the same vehicle folder.

Review the method and supporting costs

The IRS generally allows a standard mileage method or an actual expense method, subject to eligibility and other limits. Method choices and prior depreciation can affect later options. Ask before switching methods or claiming vehicle costs.

Retain vehicle expense receipts, plus business parking and toll records, for review. Do not automatically add fuel and maintenance to a standard mileage claim. Use the rate and instructions for the relevant tax year; this guide supplies no rate.