Monthly vehicle mileage and maintenance report

To find out exactly what maintenance your car needs, turn to the maintenance schedule in your owners manual. For example, a Toyota Corolla needs the following services at 30, miles or 36 months:. However, the vast majority of drivers can follow the normal factory schedule, says Dan Edmunds, director of vehicle testing for car site Edmunds. Once a car exceeds , miles, it will require more maintenance, and the costs will climb.

Gas log / Mileage Log

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Vehicle Maintenance Template

What's next? Use this template as a daily and monthly mileage log. Each month gets its own mileage log sheet in this template, so you can record daily, monthly, and yearly miles. Keep track of your overall mileage as well as business miles that can be deducted. In addition to monthly log sheets, the template provides an annual mileage summary so that you can get a quick overview.

Vehicle Maintenance Log

This template can easily be edited to track other information, such as tolls and other fees, or personal miles that can be deducted, such as expenses related to moving or medical appointments. Save this Google Sheets log to your Drive account for cloud storage and easy access from a mobile device. This monthly mileage report template can be used as a mileage calculator and reimbursement form. Template features include sections to list starting and ending locations, daily and total miles driven, employee information, and approval signatures.

This spreadsheet report can be customized to include whatever details are relevant to your business, including mileage rates. Excel Word PDF. More than just a mileage expense report, this template can be used for tracking other business travel expenses for reimbursement on a weekly basis. Enter company and employee information at the top along with a time period, and then keep track of mileage and other expenses for each day of the week.

This is a detailed template that allows you to create a thorough expense report for accounting and record keeping. This is useful both for anticipating the cost of a trip and for tracking actual expenses. Use this template for your own personal budgeting or to support tax documentation along with receipts.

Alternate Mileage Reimbursement Rates

Keep track of vehicle maintenance, repairs, and related expenses with this log template for Google Sheets. Get a quick view of services performed over the course of a year, along with itemized and total costs. Combine this with invoices and receipts to help organize your records.


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Keep a printed version in your vehicle for a reminder of what services have been completed. The most likely candidates for deducting business miles are self-employed individuals who use their vehicles for work purposes. Employees may also be able to deduct part of the cost of mileage if their employers are not reimbursing them at the full rate set by the IRS. However, no taxpayer can deduct mileage for commuting to and from work. In addition to tracking the number of miles driven, you also need to document the purpose of business travel.

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Here are some types of business vehicle use that are allowable for mileage deductions:. You may also be able to deduct mileage for job-related errands, such as picking up supplies, and for business entertainment. Keep in mind that certain variables may affect how a deduction needs to be claimed, including whether a work location is within your home area or if the travel involves an extended overnight stay. Check the current IRS rules or consult with a tax accountant to ensure that your deductions are accurate and allowable. Taxpayers can choose to take a standard mileage deduction by multiplying the number of qualified business miles by the IRS mileage rate.

In addition to this standard amount, they may be able to deduct tolls and parking fees that are related to business travel.

40 Printable Vehicle Maintenance Log Templates

Alternatively, taxpayers can choose to deduct actual expenses they accrued over a given year, including business costs related to vehicle depreciation, registration fees, lease and insurance payments, gas, repairs, tolls, and other expenses. A mileage log can be used to track both business and personal miles in order to show what percentage of vehicle use is work related.


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Again, check with the IRS or your tax preparer to get the most accurate and up-to-date rules for tax deductions each year. The standard mileage rates set by the IRS fluctuate from year to year. For , the rate per mile for deducting business travel is For miles accrued as part of charitable work, the rate is 14 cents per mile. And for mileage related to medical or moving purposes, the rate is 17 cents per mile. In , the standard mileage rates increased slightly from those in for travel related to business, medical, or moving needs. For business miles driven, the rate is For medical and moving mileage, the rate is 18 cents per mile.

And for charitable mileage, the rate is the same as the previous year, at 14 cents per mile.

For more information, see this quick overview of standard mileage rates from the IRS. These apps offer the benefit of automatic mileage tracking using GPS, so drivers can simply rely on the app to detect routes and add up miles.

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