Mileage log: Track every trip and calculate reimbursement
Enter your starting point, destination, and starting and ending odometer readings. Drivvo calculates the distance, trip value, and monthly total, broken down by purpose.
- Trips with starting point, destination, odometer readings, and purpose
- Reimbursement calculated by distance
- Your monthly mileage, ready to share with whoever pays
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Reimbursement per mile calculator
Enter the starting and ending odometer readings, or just the trip distance, and the amount your 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 is a mileage log?
A mileage log records each trip: the date and time, where you started and ended, the odometer readings at departure and arrival, and the reason for the trip. The distance is the arrival reading minus the departure reading.
With this record, a company can reimburse people who use their own cars accurately, professionals can document miles driven for work, and it's easy to separate work trips from personal trips.
How to log a trip in Drivvo
Start the trip when you leave and end it when you arrive. The app does the math.
Start the trip
In Route, choose the Origin and Destination, enter the date, Initial odometer, and rate per mile, then save. The trip stays open.
End 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 times the rate per mile.
See the total for a period
In Reports, the Route tab shows the value, distance, and time of your trips for the period you choose.
Drivvo doesn't currently track trips by GPS. Distance comes from the odometer, the reading on your dashboard that also documents the trip.
How to calculate reimbursement per mile
Multiply the distance driven for work by the rate per mile agreed on with the company. For example, a distance of 120 at 1.50 per mile gives you 180 in reimbursement.
Tolls and parking are usually reimbursed separately with a receipt. In the app, add them as an Expense using the Toll and Parking types included with your account.
How much to pay per mile driven
There is no single rate: each company sets its own reimbursement rate. Some countries have a government reference rate or tax rules. Check the rules where you live.
The rate usually covers fuel, maintenance, tires, insurance, and wear and tear on the car. For a fair rate, use actual costs: the vehicle's cost per mile in the app's reports includes all of these.
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 vehicles side by side and filter by driver, reason, and place
- Export to a spreadsheet or PDF with a paid plan
Reading
Monthly mileage from odometer readings
If you only need to know how far the car was driven during the 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. Keeping the odometer up to date 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 date range, and compares vehicles.
- An employee's car can be added to the company account as a vehicle, with its trips alongside the fleet's.
- A photo of the odometer can be attached to a trip with a paid plan.
Spreadsheet, paper, or app
On paper or in a spreadsheet, someone has to enter and add everything 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 automatically.
Prefer to start on paper? Print the mileage log template below. It has all the columns you need and space for signatures.
Frequently asked questions
How do I track my car's mileage?
Record the odometer reading at the start and end of each trip, along with the reason for the trip. If you only need a monthly total, record the odometer reading at the start and end of the month. In Drivvo, you can turn either into a report.
Which app should I use for a mileage log?
Drivvo logs each trip's starting point, destination, odometer reading, and reason, then calculates the distance and reimbursement. It works on Android, iPhone, and the web, and is free for personal use.
Does Drivvo track mileage by GPS?
Not today. The distance comes from the odometer readings you enter at departure and arrival. The app does not need to stay open during the trip.
How do I calculate reimbursement per mile driven?
Multiply the work distance by the agreed rate per mile. Add tolls and parking separately, with receipts. The calculator on this page does the math.
What is the reimbursement rate per mile?
There is no single rate: each company sets its own. Use the vehicle's actual cost as a basis and check whether your country has a standard 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, starting point and destination, 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 on each trip. On the Web, you can filter the report by reason and total only the work trips.
How do I know how far the car was driven in a month?
Log 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?
A spreadsheet depends on someone entering everything later. In the app, you record each trip on the spot, and the monthly total is calculated for you. If you need a spreadsheet, you can export your records with a paid plan.
How does a company track each driver's mileage?
Each driver logs trips in the app. The manager can see them all on the Web, filter by driver and date range, 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 trip
Download Drivvo, record the odometer reading when you leave and when you arrive, and see your reimbursement calculated.
Tracking mileage for a team? Explore the Fleet plan