Tue. Nov 30th, 2021

Tracking business mileage can be a headache for business owners and their employees. If you’re not careful to keep track of business travel, then trying to remember where you’ve been and the expenses you incur can get out of hand. Most of the people who can claim this deduction either don’t do it accurately or let a large amount of the write-off slip through the cracks. Below is a list of resources that will help simplify the tracking and registration process.

Manual records

For people who are unwilling to use technology, there is always the tried and true method of manual recording. Probably one of the simplest systems for tracking mileage is keeping mileage records in the glove compartment of your vehicle. That way, you can enter the mileage for business trips throughout the day. You can also use a daily planner to record the trips you take on behalf of your business. Miles can be calculated using online sites like Mapquest or Google Maps.

As a side note, one customer even recommends this tip for vehicles that are used 100% for commercial purposes. Use your cell phone camera to take a snapshot of the odometer at the beginning and end of the year for each of your company’s vehicles. This way, if you forget to record mileage on the road, you will have evidence to substantiate the claimed deduction.

Microsoft Office Templates

Microsoft Office offers a free solution with templates to help you keep track of everything related to car deductions, including mileage, gas, repairs, and maintenance. Just type the mileage templates in the search window. Users can download templates to use with various versions of Microsoft Excel.


Software abounds for mileage tracking. Some programs like TrackIt2.1 work with PDA devices and mobile phones. Others come as a standard feature in accounting programs. The software has come a long way in helping companies with accurate reporting of financial expenses and car expenses. Programs like QuickBooks Pro, for example, include features that allow you to view mileage and expenses per vehicle and help maximize automatic deduction. It’s a very convenient feature that simplifies reporting for company fleets at tax time.


There are several devices on the market for people who always forget to record trips on their mileage records. If you don’t mind spending a few hundred dollars for the peace of mind and the added tax savings, you might like the Professional MiniTracker or Car Overhaul. These tools simplify trip tracking and reporting by putting mileage tracking on autopilot. CarCheckUp even syncs with your computer and makes reports as easy as connecting and printing. These solutions are not free, but depending on the mileage you accumulate each year, the investment may be worth it.

I would love to hear how you are getting the most out of this deduction and your favorite ways to simplify the task. For more resources to help you save time and money in business, visit http://www.tbsusa.com.

By admin

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