Mileage log: every trip recorded, reimbursement calculated
Record where you set off from, where you arrived and the odometer readings at the start and end. Drivvo calculates the distance, trip value and monthly total, broken down by reason.
- Trips with origin, destination, odometer reading and reason
- Reimbursement calculated from the distance
- Monthly mileage, ready to show whoever pays
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Reimbursement per mile calculator
Enter the odometer readings at departure and arrival, or just the distance, and the amount the company pays per mile.
Result
Enter both odometer readings, or the distance, and the rate per mile.
In Drivvo, each trip’s value is calculated separately, and the report adds up the monthly total.
What a mileage log is
A mileage log records each trip: the date and time, where you started and arrived, the departure and arrival odometer readings, and the reason for the trip. The distance is the arrival reading minus the departure reading.
This record helps a company reimburse people who use their own car correctly, lets professionals prove how far they drove for work, and makes it easy to separate work trips from personal use.
How to log a trip in Drivvo
Start the trip when you leave and finish it when you arrive. The app does the maths.
Start the trip
In Route, choose the Origin and Destination, the date and the Initial odometer, then enter the rate per mile. Save the trip to keep it open.
Finish it when you arrive
In History, tap the trip, enter the Final odometer and save. The app calculates the distance and the Total: the distance multiplied by the rate per mile.
See the total for the period
In Reports, the Route tab shows the value, distance and time of your trips for the period you choose.
Drivvo does not currently track your route by GPS: the distance comes from the odometer, the reading on the dashboard that also serves as proof of the trip.
How to calculate reimbursement per mile
Multiply the distance driven for work by the rate per mile agreed with the company. For example, a distance of 120 at 1.50 per mile gives 180 in reimbursement.
Tolls and parking are usually reimbursed separately, with a receipt. In the app, record them as an Expense using the Toll and Parking types already included with your account.
How much to pay per mile driven
There is no single rate: each company sets its own in its reimbursement policy. Some countries have a government reference rate or tax rules; check the rules where you live.
The rate usually covers fuel, maintenance, tyres, insurance and wear on the car. To work out a fair rate, use the actual cost: in the app's reports, the vehicle's cost per mile brings all these costs together.
Work trip or personal trip
Each trip can have a Reason. The account comes with Work and Personal, and you can create others in More > Reasons. On the Web, the report filters by reason and totals only work trips.
Mileage report
- Trip value: total, per day and per mile
- Total distance, average per trip and average per day
- Total and average trip time
- Charts of value and distance by month and the most common destinations
- On the Web, compare several vehicles side by side and filter by driver, reason and place
- Export to a spreadsheet or PDF on paid plans
Reading
Monthly mileage from odometer readings
If you only need to know how far the car travelled that month, use Reading: record the odometer reading at the start and end of the month, without assigning a value. The report shows the distance for the period, the daily average and a month-by-month chart. An up-to-date odometer also makes maintenance reminders more accurate.
Mileage tracking for fleets
- Drivers log trips on their phones, even offline.
- The Driver profile sees only its own records for vehicles assigned to it.
- The manager sees every trip on the Web, filters by driver and period, and compares vehicles.
- An employee's car is added to the company account as a vehicle, with its trips alongside the fleet's.
- A photo of the odometer can be attached to the trip on paid plans.
Spreadsheet, paper or app
On paper or in a spreadsheet, someone has to enter everything and add it up later, and receipts can get lost. In the app, each trip is recorded as it happens, with the date and odometer reading, and the monthly total is calculated for you.
Prefer to start on paper? Print the mileage log template below. It has the columns you need and space for signatures.
Frequently asked questions
How do I keep track of my car's mileage?
Note the odometer reading at the start and end of each trip, along with the reason for it. If you only need the monthly total, note the reading at the start and end of the month. In Drivvo, either way gives you a report.
Which app should I use for a mileage log?
Drivvo logs each trip with its starting point, destination, odometer reading and reason, then calculates the distance and amount. It works on Android, iPhone and the web and is free for personal use.
Does Drivvo track mileage by GPS?
Not yet. The distance comes from the odometer readings you enter at departure and arrival. The app does not need to stay open during the journey.
How do I calculate reimbursement per mile driven?
Multiply the distance driven for work by the agreed rate per mile. Add tolls and parking separately, with receipts. The calculator on this page does the maths.
What is the reimbursement rate per mile?
There is no single rate: each company sets its own. Use the vehicle's actual costs as a basis and check whether your country has a reference rate or tax rules.
How much does each mile driven cost?
Add up all the vehicle's costs for the period and divide by the distance driven. In Drivvo, the cost per mile appears in the reports.
What should a vehicle mileage log include?
The date and time, start and end points, odometer readings at departure and arrival, distance, reason and driver. The template on this page has all these columns.
How do I separate work trips from personal ones?
Use the Reason field for each trip. On the web, the report filters by reason and totals only the work trips.
How do I know how far the car was driven in a month?
Log a Reading of the odometer at the start and end of the month, or add up the month's trips. The report shows the distance and daily average.
Spreadsheet or app: which is better?
A spreadsheet relies on someone entering everything later. In the app, you record each trip on the spot, and the month's total is calculated for you. If you need a spreadsheet, you can export your records on the paid plans.
How does a company track each driver's mileage?
Each driver logs trips in the app, and the manager can view them all on the web, filter by driver and period, and export the report.
Is mileage tracking free?
For personal use, yes: trips, odometer readings and reports are free. Exporting, attaching files and using the driver field are part of the paid plans. For companies, the Fleet plan has a 15-day free trial.
Log your next journey
Download Drivvo, record the odometer reading when you leave and when you arrive, and see your mileage claim calculated.
Tracking mileage for a team? Discover the Fleet plan