Free Mileage Log Template for Google Sheets

If you drive for business, the IRS requires a mileage log to claim the standard mileage deduction. In Canada, the CRA has a similar logbook requirement. Without proper records, your entire vehicle expense deduction can be denied during an audit -- even if you legitimately drove thousands of business miles during the year.

The problem is that most people still track mileage on paper, in a notebook, or not at all. Paper logs get lost, entries get forgotten, and come tax time you are left trying to reconstruct an entire year of driving from memory. That is how deductions get denied.

This free Google Sheets template solves that. It is pre-formatted with every column the IRS and CRA require, auto-calculates your deduction at the 2026 standard mileage rate (72.5 cents per mile), and keeps a running total so you always know where you stand. Just make a copy to your Google Drive, and start logging trips.

What the Template Includes

The mileage log template includes nine columns covering everything the IRS and CRA require, plus helpful extras like auto-calculated deductions and a running total. Here is what each column tracks:

IRS Mileage Log Requirements

The IRS requires what they call "contemporaneous records" for mileage deductions. That means you need to record each trip at or near the time it happens -- not reconstruct your log at the end of the year. Under IRC Section 274(d), vehicle expenses are subject to strict substantiation rules that go beyond the normal record-keeping requirements for other deductions.

Specifically, your mileage log must include:

• Date of each business trip
• Destination (or route taken)
• Business purpose of the trip
• Miles driven for each trip

Odometer readings at the start and end of each trip are recommended by the IRS but not strictly required. Many taxpayers use GPS-based tracking or Google Maps distances instead, which the IRS accepts.

Digital logs are fully IRS-accepted. A Google Sheets spreadsheet is just as valid as a paper logbook, as long as it contains the required fields and entries were recorded contemporaneously.

You must keep your mileage records for at least 3 years after filing the return that claims the deduction. If the IRS suspects a substantial understatement of income (more than 25%), the audit window extends to 6 years. There is no statute of limitations for fraud.

The 2026 IRS standard mileage rate is 72.5 cents per business mile. For a detailed breakdown of how the rate works and how to calculate your deduction, see our complete guide to the 2026 IRS mileage rate.

CRA Mileage Log Requirements (Canada)

The Canada Revenue Agency (CRA) requires a vehicle logbook for anyone claiming automobile expenses on their tax return. The CRA approach differs from the IRS in one important way: you need to track all trips, not just business ones. The CRA uses your log to calculate the percentage of driving that was business-related, and that percentage determines how much of your total vehicle expenses you can deduct.

Your CRA logbook must include:

• Date of each trip
• Destination and purpose
• Kilometres driven for the trip
• Odometer reading at the start and end of each period

The CRA offers a 90-day logbook shortcut: if you kept a full logbook for an entire "base year," you can maintain a shorter 90-day sample period in subsequent years, as long as the business-use percentage is within 10% of your base year. This saves significant effort for people whose driving patterns remain consistent.

The 2026 CRA mileage rate is 73 cents per kilometre for the first 5,000 km driven, and 67 cents per kilometre for each additional kilometre after that. For more detail, see our complete guide to the 2026 CRA mileage rate.

Tips for Consistent Mileage Tracking

The biggest challenge with mileage logging is not the template -- it is building the habit. Here are five strategies that help:

1. Log trips immediately. The IRS specifically requires "contemporaneous" records. The longer you wait, the more likely you are to forget a trip or get details wrong. Log each trip as soon as you arrive at your destination, or at the end of each day at the latest.
2. Use Google Maps for distance. Instead of estimating miles, use Google Maps to get the exact driving distance between your starting point and destination. Screenshot or note the distance, and enter it in your log. This is more defensible than estimates if you are ever audited.
3. Set a weekly reminder. Even if you log trips daily, set a weekly calendar reminder to review your mileage log. This catches any missed trips while they are still fresh in your memory and prevents the December scramble of trying to reconstruct an entire year.
4. Be specific with business purpose. "Meeting" is not enough. Write "Client project review with ABC Corp" or "Supply pickup at Home Depot for Jones renovation." Specificity makes your log more credible if the IRS questions it.
5. Separate personal and business trips. If you use one vehicle for both, your log must clearly distinguish business from personal driving. The template includes a "Business or Personal" column for this reason. Never claim personal trips as business -- it is the fastest way to trigger an audit.

Frequently Asked Questions