Log Details
Branding
Company Information
Log Info
Reimbursement Rate
2026 IRS business rate: 72.5¢/mile. Rates change annually — verify the current published rate before relying on this for filings.
Trip Log
Enter trips in date order — tiered rates (like HMRC's 10,000-mile threshold) are calculated cumulatively down the list.
Signatures (both optional)
Live Preview
| Date | Purpose / Route | Miles | Amount |
|---|---|---|---|
| Total | |||
Mileage Log & Reimbursement Tracker — Description & Quick Guide
Description
The Mileage Log & Reimbursement Tracker is a free, interactive tool for logging business trips and calculating what’s owed for using a personal vehicle — built around the official US (IRS) and UK (HMRC) standard mileage rates, plus a fully custom option for anywhere else. Log each trip with a date, purpose, and distance, and the tool automatically applies the right rate — including HMRC’s tiered rate that changes after 10,000 miles in a tax year — then totals everything with an amount-in-words conversion ready for approval. Choose from six letterhead-friendly designs, add your company logo, and print or save the finished log as a PDF in one click — all directly in your browser, with nothing ever uploaded to a server.
Quick Guide
1. Add your company details
Under Company Information, enter your company name, address, and contact details. Upload a logo under Branding if you have one. If you’re printing onto pre-printed letterhead paper, check “Leave space at top for pre-printed letterhead” and set how much space to reserve.
2. Fill in the log info
Under Log Info, enter the Log No. (auto-generated, editable), an optional Period Start / End to mark the reporting window, the employee’s name, optionally their department/employee ID, and optionally the Vehicle used (e.g. “Toyota Corolla — ABC-1234”).
3. Choose a rate system
Under Reimbursement Rate, pick a Rate System:
- United States — IRS Standard Mileage Rate: a flat rate per mile (pre-filled with the current 2026 rate of 72.5¢/mile).
- United Kingdom — HMRC Approved Mileage Rate: pick a Vehicle Type — Car or Van uses a tiered rate (55p for the first 10,000 business miles in the period, then 25p per mile after), while Motorcycle (24p) and Bicycle (20p) are flat rates with no threshold.
- Custom Rate: set your own flat rate and choose Miles or Kilometers as the unit — handy for any country not covered by the built-in presets.
Currency symbol and words update automatically when you switch systems, and every rate field is editable — a reminder note under the rate fields flags that these figures change periodically and should be double-checked against the current published rate before relying on them for filings.
4. Log your trips
Under Trip Log, click + Add Trip for each journey. Each row has a Purpose / Route description, a Date, and Miles driven — the reimbursement amount for that trip calculates automatically and shows right below the row. Remove a trip with the × button.
Important for HMRC Car/Van users: enter your trips in date order. The 10,000-mile threshold is calculated cumulatively down the list, so the tool needs to process trips in chronological sequence to know exactly when you cross into the lower-rate tier.
The Total at the bottom of the section shows both total miles and total amount owed, updating live as you add trips.
5. Add signatures
Under Signatures, you can optionally type names for Submitted By and Approved By. The signature lines always print regardless of whether a name is typed in.
6. Choose a design
Scroll through the six designs above the preview and click one to apply it:
- Classic Ledger, Modern Bold, Minimal Compact, and Stamped Official — no printed border, ideal for pre-printed letterhead paper.
- Formal Bordered and Boxed Ledger — the two designs with a full printed border, better suited to plain paper.
If you’re on the HMRC Car/Van tier and your trips crossed the 10,000-mile threshold, the printed log includes a footnote showing exactly how many miles were reimbursed at each rate.
7. Print or save as PDF
Click 🖨️ Print / Save as PDF. Your browser’s print dialog opens with only the log on the page — no site header, sidebar, or blank extra pages. Choose your printer, or “Save as PDF” to download it.
8. Starting over
Click Reset to clear all fields and trips, generate a fresh log number, remove the logo, reset the rate system to its default, and return to the default design.
Tip: Mileage rates are reviewed and updated periodically by both the IRS and HMRC — this tool ships with accurate 2026 defaults, but it’s worth a quick check against irs.gov or gov.uk before submitting anything for reimbursement or tax purposes.