What to record in a mileage and expense log

What should a mileage log include?

Keep one line per trip. For each one, write down:

• the date
• where you went from and to
• why you went (client, supplier, job site)
• the distance in kilometres
• which vehicle, if you use more than one

Some people also note odometer readings so they can check the distances add up.

What should an expense log include?

Keep one line per expense. For each one, write down:

• the date
• what it was and who you paid
• the amount
• a category you choose, such as fuel, materials or phone
• a short note of what it was for

Worked example: one month of trips and expenses

Example figures only.

• Mar 4, supplier pickup: 20 km
• Mar 11, client site: 35 km
• Mar 25, bank and supplier: 15 km

Distance for the month: 20 + 35 + 15 = 70 km.

If you type a rate per kilometre, call it Rate A, the trips are worth 70 × Rate A. The log has no built-in rate. Check the Canada Revenue Agency’s pages for what applies to you.

Expenses for the month: fuel $60, parts $120, phone $40. The total is $60 + $120 + $40 = $220. Totals by category are fuel $60, materials $120 and phone $40.

Which expenses count for my taxes?

A log cannot tell you. It adds up what you type and applies no tax rules. Which costs count, and how vehicle costs are handled, is a question for the Canada Revenue Agency or a qualified professional. A tidy list makes that conversation easier.

Do I need to keep receipts?

The log stores no receipts, only the notes you type. Whether you need receipts, and for how long, is a question for the Canada Revenue Agency or a qualified professional.

Tips for keeping the log up to date

• Add each trip the same day, while you remember the reason.
• Keep personal trips out of the list.
• Use the same category names every time so monthly totals add up.

Try it in the Expense and mileage log

Open the Expense and mileage log, type your trips and expenses, and read the totals by category and by month. Export the list to a CSV file when you want it in a spreadsheet. It is free to start, you type every figure, nothing is sent and it does not track your location.