Mileage log: every trip recorded and reimbursement calculated
Note where you started, where you arrived and the odometer readings at the start and end. Drivvo calculates the distance, trip value and monthly total, split by reason.
- Trips with origin, destination, odometer and reason
- Reimbursement calculated from the distance
- The month's mileage, ready to show whoever pays
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Reimbursement per km calculator
Enter the odometer readings at departure and arrival, or just the distance, and the amount the company pays per km.
Result
Enter both odometer readings, or the distance, and the rate per km.
In Drivvo, each trip’s value is calculated automatically, 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 odometer readings at departure and arrival, and the reason for the trip. The distance is the arrival reading minus the departure reading.
This record helps companies reimburse people who use their own car accurately, helps professionals prove the distance driven for work, and makes it easy to separate work trips from personal trips.
How to log a trip in Drivvo
Open the trip when you leave and close it when you arrive. The app does the calculation.
Open the trip
In Route, choose the Origin and Destination, select the date and Initial odometer, and enter the rate per km. Save to keep the trip open.
Close it when you arrive
In History, tap the trip, enter the Final odometer and save. The app calculates the distance and Total: the distance multiplied by the rate per km.
See the total for the period
In Reports, the Route tab shows the value, distance and time of your trips for the selected period.
Drivvo does not currently track your route by GPS. The distance comes from the odometer reading on your dashboard, which also serves as proof of the trip.
How to calculate reimbursement per km
Multiply the distance driven for work by the rate per km agreed with the company. For example, a distance of 120 at 1.50 per km gives a reimbursement of 180.
Tolls and parking are usually reimbursed separately, with a receipt. In the app, add them as an Expense using the Toll and Parking types already included with your account.
How much to pay per km driven
There is no fixed 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 and tear on the car. To arrive at a fair rate, use the actual cost: in the app's reports, the vehicle's cost per km 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 adds up only work trips.
Mileage report
- Trip value: total, per day and per km
- 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 with odometer readings
If you only need to know how far the car was driven in a month, use Reading: record the odometer reading at the start and end of the month, without entering 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 the vehicles assigned to it.
- The manager sees every trip on the Web, filters by driver and period, and compares vehicles.
- An employee's car can be added to the company account as a vehicle, with its trips listed 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 and add everything up later, and receipts get lost. In the app, each trip is recorded on the spot, with the date and odometer reading, and the monthly total is calculated automatically.
Prefer to start on paper? Print the mileage log template below. It has columns for each trip and space for signatures.
Frequently asked questions
How do I track my car's mileage?
Note the odometer reading at the start and end of each trip, along with the reason. If you only need the monthly total, note the readings at the start and end of the month. Drivvo turns both into reports.
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 using GPS?
Not yet. The distance comes from the odometer readings you enter at the start and end of a trip. The app does not need to stay open during the trip.
How do I calculate reimbursement per km driven?
Multiply the distance driven for work by the agreed rate per km. Add tolls and parking separately, with receipts. The calculator on this page does the calculation.
What is the reimbursement rate per km?
There is no single rate: each company sets its own. Use the vehicle's actual running cost as a basis and check whether your country has a standard rate or tax rules.
How much does each km driven cost?
Add up all the vehicle's costs for the period and divide by the distance driven. In Drivvo, the cost per km appears in the reports.
What should a vehicle mileage log include?
The date and time, starting point and destination, odometer readings at the start and end, distance, reason and driver. The template on this page has all these columns.
How do I separate work trips from personal trips?
Use the Reason field for each trip. On the Web, you can filter the report by reason to see the total for work trips only.
How do I find out how far the car was driven in a month?
Record an odometer Reading 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?
With a spreadsheet, someone has to enter everything later. In the app, you can record each trip as it happens, 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 records trips in the app. The manager can see 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 available on paid plans. For companies, the Fleet plan comes with a 15-day free trial.
Log your next trip
Download Drivvo, note the odometer reading when you leave and when you arrive, and see the reimbursement calculated.
Tracking mileage for a team? Explore the Fleet plan