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How to Track Your Mileage (The Simple Way!)

February 21 // 6 Comments // 6 Minute Read

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If you don’t keep track of mileage, you could be missing out on some big tax deductions for both business AND personal drives! This in-depth post break downs all the rules, including what you can deduct and how to use a simple mileage log easily keep track of everything.

This post may contain affiliate links. Read my full disclosure policy here.

If you don't keep track of mileage, you could be missing out on some big tax deductions for both business AND personal drives! This in-depth post break downs exactly how the mileage deduction works, what you can deduct, and by far, the best mileage log to easily keep track of everything. It's unbelievable how much money you can legally write off, every year!

Mileage deductions are typically thought of as a business-only benefit, but they’re available to everyone depending on what you do or where you go!

You just need to do two things….

  1. Know the rules for each deduction.
  2. Keep detailed records for every trip you take.

But Here’s the Problem

Even though Joseph and I have had plenty of opportunities to track mileage with all of our eligible business and personal trips, we would constantly forget to record where we went!

After a year of hit-or-miss tracking, we basically decided mileage was more of a hassle than it was actually worth. We didn’t need one more thing to keep tabs on our already jam-packed to-do list.

So we didn’t.

Until our CPA gently reminded us how much we would avoid in taxes if we kept better track of everything.

Since then, I’ve made it my mission to find a tool that was so simple, I couldn’t help but remember to use it.

This in-depth post break downs exactly:

  • How the mileage deduction works
  • What you can deduct and for how much
  • The best way to easily keep track of everything (yes, I found the holy grail of simple mileage tracking tools!)

My goal is to make this complicated portion of the tax code an absolute no-brainer so you don’t miss out on all the benefits and you can stop paying the government any more than you have to.

Sound like a plan?

How the Mileage Deduction Works

If you’re not familiar with how deductions actually work (let’s be honest, the entire tax code is pretty confusing!), deductions reduce your taxable income.

So let’s say you make $60,000 per year, and you have $20,000 in deductions. Now you only get taxed on $40,000, not $60,000, thus making what you owe to the government, a bit more bearable.

Adding mileage to your list of deductions pushes that taxable number even lower so you owe less. Basically, the more you claim, the more you save!

Note: Mileage deductions take two forms:

  • Deducting the actual mileage (also called Standard Mileage)
  • Deducting car expenses (like gas, insurance, and repairs)

For this post, we will just focus on the mileage portion, which I think is the simpler way to track anyway!

What Type of Driving Qualifies for a Deduction?

Here’s the nitty gritty detail of what’s covered, and what’s not. You can visit this site for the most up-to-date mileage rates.

FOR EVERYONE:

  • Medical Expenses — Any time you drive to and from the doctor’s office, hospital, or to pick up a prescription, you can deduct it. However, there is a teensy catch. Only medical expenses (mileage + bills + copays, etc) that add up to more than 10% of your adjusted gross income can be deducted.

Here’s an example:

Let’s bring back that $60,000 number and say that’s what you made for the year. With that income, you can deduct any expenses over $6,000. If your medical expenses are $5,000 (under the 10% threshold of $6,000), you can’t deduct anything. But if expenses are $7,000, you get to deduct $1,000. Make sense?

  • Charitable Expenses — If you drive to and from a non-profit as part of a volunteer activity, you get to deduct each mile. It’s not much, but every little bit counts! FYI: You cannot claim this for driving a child to a volunteer activity…just the adults.
  • Moving Expenses — If you’re relocating for work at least 50 miles away or more, you can deduct those miles as well. However, you do have to work full-time for at least 39 weeks during the first 12 months after you move to claim it. (That’s the red tape, for you!)

FOR BUSINESS OWNERS:

Those who own their own business also get to take advantage of the highest rate per mile rate, and it covers quite a bit.

  • Errands and Supplies — Any time you need to run to the bank, office supply store, or post office, you can write those miles off. All those little trips really add up!
  • Meals — Have a meeting with a friend or business partner to discuss business? Write off your trip for coffee, drinks, and/or dinner.
  • Travel — Drives to and from the airport, or to another place of business qualify too.
  • Customer Visits — If you have a job that requires you to meet with customers, you know what to do…write it off!
  • Temporary Work Locations– If you work primarily from home and choose to switch that location to a coffee shop, library or co-working space, go ahead and deduct this trip as well.

Note: Commuting from home to a permanent work location is not deductible in any way. It’s considered a personal expense and the IRS is very strict about this — so don’t test it!

The Easiest Way to Track Miles: A Simple Mileage Log!

I have experimented with every mileage-tracking tool imaginable—from cute printables to spreadsheets to logbooks! One year, I even downloaded the MileIQ app, thinking this would be the solution to my mileage-tracking woes.

But here’s the problem with any mileage-tracking app:

  • They need to run continuously in the background, which sucks up precious data and wears on your battery.
  • If you turn tracking off when you’re not driving, you’ll need to turn it back on 10 minutes before your drive so it has time to track properly.
  • Apps may not track properly at all. The Rideshare Guy ran a test of tracking apps and each one had different results!
  • They track EVERY drive, so you have to remember to categorize the trip at each destination, including a quick errand to the grocery store.
  • Almost every app requires a monthly fee to use.

Sometimes, digital isn’t always better.

In fact, the year I was most successful tracking mileage, it was with a simple mileage log notebook in my glove box!

This year, I found one that is so pretty I wish I could write down every trip inside.

simple mileage log notebook

A Peek Inside my Plum Paper Mileage Log

Plum Paper offers customized planners and notebooks and when I saw they had a Mileage Log template, I may or may not have swooned in my office chair!

I already use the bullet journal as my planner of choice, so this notebook would be solely for Mileage Tracking and could live in our glove box.

simple mileage log

Here’s how to become an owner of this pretty notebook yourself.

Would you love a discount?

Fill out this form to receive 10% off your Plum Paper purchase of $30 or more!

1. Choose whether you want a spiral (more expensive) or a bound journal and pick your favorite cover design. I really like the smaller-sized journals, myself!

2. Personalize the journal by adding a frame to the center of the cover or a banner at the bottom. Type in “Mileage” on line 1 and “Log” on line 2 and select your favorite font.

3. Under Layout, choose the inside template you would like to use. In this case, the Mileage Log. You can add extra Note Pages to the journal at an extra cost.

4. Next, choose your binding—whether you want the coil or the notebook not to be bound at all. Unbound would be good if you were planning to use a disc-bound notebook.

Ultimately, I went with a bound notebook because it was less expensive ($17.00 after shipping), but in hindsight, I like that you can fold the spiral bound notebook ($26.75 after shipping) back on itself. Perhaps a trip to Staples is in my future!

The One Thing I Don’t Do

Even though there is room on the template to do so, I do not track the odometer numbers for every trip. I only do this at the beginning and end of each year.

The IRS wants to know how many miles (business, medical, non-profit, moving, and personal) you drove during the year. When you have the beginning and ending odometer numbers, all you have to do is add up your deductible miles and whatever left is personal.

That way, you can go back and record a trip later via mileage to and from the location, rather than kick yourself for not writing down the odometer numbers.

By the way, if you do forget to track your mileage (it happens to the best of us!), just glance back at your calendar to see what appointments you’ve had this year and use this as a reference to capture some of those untracked miles.

I also suggest you add a tiny sticky note with a reminder to track miles to your rearview mirror. That way, you’ll see it immediately when you get in your car to drive.

If you haven’t been tracking your mileage, you could be missing out on some BIG tax deductions at the end of the year, which will help you manage money better overall.

Recording those miles doesn’t have to be a chore. You don’t even need to fiddle around with a fancy app!

Just grab yourself a pretty notebook and you’ll make life a whole lot easier for you and your CPA come tax time.

Do You Track Your Mileage?

What tool helps you be the most successful? Let’s chat in the comments!

Pin this post to reference later:
If you don't keep track of mileage, you could be missing out on some big tax deductions for both business AND personal drives! This in-depth post break downs exactly how the mileage deduction works, what you can deduct, and by far, the best mileage log to easily keep track of everything. It's unbelievable how much money you can legally write off, every year!

Disclosure: Some of the links in the post above are affiliate links. This means if you click on the link and purchase the item, I will receive an affiliate commission. Regardless, I only recommend products or services I use personally and believe will add value to my readers. Read my full disclosure policy here.

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Comments

  1. Simon says

    February 28 at 3:19 am

    I don’t do that but maybe I should. But I’m too lazy to write everything down on the journal, I’d prefer app.

    Reply
    • Kalyn Brooke says

      March 2 at 1:57 pm

      Go for it! Use the system that works for you.

      Reply
  2. Carol says

    April 4 at 12:58 am

    Thanks for your creative ideas. I love how you add a “fun factor” to mundane jobs.

    You touched on my method. I use my online calendar to record my medical appointments and volunteer activities. I transfer that information to a spreadsheet, listing all my deductible trips and then use Google maps to calculate the mileage between home and the appointment. This eliminates tracking in the car, which I was forever forgetting to do. What I use is not near as pretty as the supplies you found; but it gets the job done.

    Reply
    • Kalyn Brooke says

      April 7 at 2:49 pm

      Getting the job done is what matters the most! I have to add fun factor in order to make sure they get done. 😆

      Reply
  3. Mindy Santo says

    July 23 at 8:40 am

    Thank you for your simplified description of mileage, I now have a better understanding. I used to use a great miles tracker, however when they transitioned from a manual entry to an online offering, it became too complicated. And, like you mentioned, I don’t want it continuously running in the background!

    Reply
    • Kalyn Brooke says

      July 23 at 3:59 pm

      Glad it was helpful! No more apps that drain your phone battery. 🙂

      Reply

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Hi, I’m Kalyn—a recovering perfectionist who nerds out about organizing systems, personal productivity, and helping you prioritize what matters over the pressure to do it all. I have a feeling we’re about to become the best of friends! Learn more >>

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What’s one thing you budget for that other peopl
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I call 2020 the Year of Abandoned Books. ⁣ ⁣ I’m never afraid to stop reading a book if it doesn’t live up to the hype. Why invest more time in a book I’m not all that excited about when I could be exploring new authors and storylines where I can’t wait to turn the page? 🤷⁣ ⁣ But in 2020, I let more books go than I normally do. I suppose my patience dwindled when I thought the world was ending. Not that I thought the world was actually ending…but you know what I mean. 😉⁣ ⁣ As an Enneagram 1, I hate giving up on a book. I’m prone to the all-or-nothing mentality, even in my reading habits. My eyes could glaze over boring prose and I’d still repeat to myself: “You MUST finish this book!” 😫⁣ ⁣ Why? ⁣ ⁣ No one is adding a plastic star to your Book-It pin, (Remember those?) This isn’t assigned reading from your high school English class. This is YOUR reading life. ⁣ ⁣ And YOU should choose what books deserve your attention. 📚⁣ ⁣ There are too many good ones out there anyway. Like one of my favorite reads from 2020. 😍⁣ ⁣ This week’s newest blog post rounds up everything I read last year (43 books total!) including 5-star psychological thrillers, a delightful royal series, a couple self-help books, and of course, historical fiction.⁣ ⁣ Click the link in my bio to read it! ☝⁣ ⁣ What were your favorite books in 2020? Our literary styles might be a match made in heaven! ✨

My planner/journal lineup for 2021. 👆 ⁣
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My planner/journal lineup for 2021. 👆 ⁣ ⁣ These small but mighty sidekicks will be my saving grace this year. 📚⁣ ⁣ 1️⃣ Bullet Journal (Blue) - for everyday planning and goal setting⁣ 2️⃣ Regular Journal (Yellow) - to track gratitude (5 things a day!) and to process ALL the feelings⁣ 3️⃣ Growth Journal (Sand) - a space for me to brain dump everything I learn from books, podcasts, sermons, etc ⁣ ⁣ That last one is new to me as of this year and I can't wait to flip back through all my notes come December! 📆⁣ ⁣ What planners/journals are you using for 2021?

Self-care is just as important as making your famo
Self-care is just as important as making your famous sugar cookies this holiday season. 🍪⁣ ⁣ Because let’s be real. ⁣ ⁣ That Hallmark-esque Christmas magic disappears the moment disagreeable family members annoy you. Or when you feel irritable over too many late nights and little-to-no sleep. Or when expectations over meals and traditions and social activities fall short and leave you feeling disappointed. 😬⁣ ⁣ But instead of dwelling on these stressful moments and using them as an excuse to completely disconnect from reality (as I’m often tempted to do!), view them as an opportunity for you to respond with poise. 💞⁣ ⁣ ➕ Journal your feelings. ⁣ ➕ Go for a walk. ⁣ ➕ Prioritize what’s essential. ⁣ ➕ Remember to breathe.⁣ ➕ And try not to eat your feelings…okay?⁣ ⁣ Here’s your permission slip if you need one: You don’t need to do or participate in everything! Take a time out when you need it. 🙌⁣ ⁣ That’s the best way you can protect your emotional well-being over the next few days.⁣ ⁣ Merry Christmas, friends! 🎄


I know you’re ready for this year to be over. 🙋‍♀️ The last twelve months brought so many hard things into our lives—relationships were lost, our country became more broken and divided than ever, and oh yeah, we walked through a pandemic too. 🦠 🤯 No biggie, right? Ha! 😅 And while it’s easy to look back and wish we could skip 2020 altogether (or at least insist on a do-over), I don’t want this year to be the one where the hard overcame the good. 💕 Just as hard days don’t mean ruined days, hard years don’t mean ruined years. 2020 can still be good. 💪 For me, I want to remember the fun and exciting things we did. The adventures we had. The new shows we watched, and the books we read. The new life hacks and things I discovered that made my life easier or just brought me joy. 💞 You’ll find it all in my latest blog post (link in profile). If you still need to buy a gift for a loved one (or for yourself!), you’ll find plenty of fun and affordable ideas to fill up the rest of your gifting list. 📦 Otherwise, enjoy a stroll down the good side of 2020’s memory lane and leave your favorite things in the comments so I can try them. 👋


Pro minimalism tip: Use double-duty appliances. 🤯⁣ ⁣ With limited kitchen space, I have to be super careful about what appliances we invite into the RV. We already had an Instant Pot, Ninja Blender, and a Food Processor. But I really wanted an air-fryer! ⁣ ⁣ With no place to put it, I discovered that Instant Pot made a dual instant pot/air-fryer product. So I gave my instant pot away, and my mom bought me this one for an early Christmas present. I’ve only played with it a couple of times but I’m already in love! 💕⁣ ⁣ Kale chips...sweet potato fries...broccoli. I’m basically an air-frying queen now. And I can easily switch back to the instant pot whenever I want. Yay for two appliances in one! 🥳⁣ ⁣ Q: What is your favorite appliance to use? Is it double duty? 🤔


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