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Vehicle Mileage Log and Trip Sheet

A mileage log for company vehicles that records each trip with its start and end odometer, and checks that every trip starts where the vehicle's last one ended. Kilometers are split by business, private and commute, and a second sheet compares planned trips with what actually happened.

Download in English (.xlsx) Arabic version
Free: enter your details once and the download starts. Works in Excel, Microsoft 365, Google Sheets and LibreOffice Calc.
  • 5 sheets, no macros
  • 1,000 trips
  • Odometer gap check
safee-vehicle-mileage-log-en.xlsx
DateVehiclePurposeStart kmEnd kmDistanceGap since last tripCheck
01/10VAN-02Business22,41022,520110
02/10VAN-02Private22,52022,545250
03/10VAN-02Business22,56022,69013015Check km
Example rows. The 3 October trip starts 15 km after the previous one ended, so a trip or a reading is missing.
What's inside

Five sheets in one Excel file, from the odometer to the dispatch desk

Drivers fill the log; dispatch uses the plan sheet and the handover log; the summary is ready for payroll or the monthly review.

  1. 01

    Mileage log

    Date, vehicle, driver, purpose, from, to, customer or job, start and end km. Distance, the gap since the vehicle's last trip, the reimbursable amount and a check flag are calculated.

  2. 02

    Monthly summary

    Trips and business, private and commute km by vehicle for the month, with the business share, reimbursable amount and trips to check.

  3. 03

    Plan vs actual

    Planned stops, km and hours against actuals. Missed stops, km and time variance and the result are calculated, with a column for the reason.

  4. 04

    Shift handover

    One row per dispatcher shift change: vehicles on the road and off road, open and late jobs, issues to follow up and acknowledgement.

  5. 05

    Settings

    Currency, reimbursement rate per km, the month to summarize, the plan tolerance, and vehicles and drivers.

What is a vehicle mileage log?

A vehicle mileage log records every trip a vehicle makes: the date, the driver, where it went, why, and the odometer at the start and end. Companies use it to know how far each vehicle travels, to separate business from private use, to pay mileage claims, and to spot kilometers that nobody can explain.

This Excel mileage log template does that for a whole fleet. It also checks the odometer between trips, totals the month by vehicle and purpose, compares planned trips with actuals, and gives dispatch a shift handover log.

How to use the mileage log template

  1. Add vehicles and drivers on Settings, and set the reimbursement rate your policy uses.
  2. Record every trip with the start and end odometer, the purpose and the customer or job.
  3. Enter each vehicle's trips in date order so the gap check compares each trip with the one before.
  4. Check rows marked "Check km" and find the missing trip or the wrong reading.
  5. Use the Monthly summary for mileage claims, private-use charges or the monthly review.

How the odometer gap check works

Distance = end km − start km Gap since last trip = start km − end km of the same vehicle's previous trip Check = "Check km" if the distance is negative or the gap is not 0 Amount = distance × rate per km, for business trips marked reimbursable

In the example, VAN-02 ended its 2 October trip at 22,545 km but started on 3 October at 22,560 km. The 15 km gap means a trip was not logged or a reading was wrong. A gap check catches unlogged private use and typing errors, and keeps distance totals honest.

How to split business, private and commute kilometers

Each trip has a purpose: business, private or commute. The summary totals each for the month and shows the business share for every vehicle. Rules on private use of company vehicles, mileage reimbursement rates and tax treatment differ by country and company, so set the rate from your own policy.

Trip plan vs actual

km variance = actual km ÷ planned km − 1 Time variance = actual hours ÷ planned hours − 1 Result = Over plan if either variance is above the tolerance (10% by default) or a stop was missed

Trip T-102 was planned at 160 km and 3.5 hours and took 190 km and 4.5 hours: 18.8% and 28.6% over plan, because of a road closure. Recording the reason for each gap turns the sheet into a list of fixable causes: detours, waiting at customers, missed time windows.

Dispatch shift handover log

Many dispatch problems start at shift change. The handover log records what the outgoing dispatcher passes on: vehicles on the road and off road, open and late jobs, and issues to follow up. The incoming dispatcher confirms it, and rows not confirmed are highlighted.

Limits of a spreadsheet mileage log

The log relies on drivers reading and typing the odometer correctly for every trip. It cannot tell where a vehicle went between two readings, and it does not record the route or times automatically. For a deeper look at the cost of a single trip, use the truck trip cost calculator.

Related Safee solution

Let trips log themselves

Safee Fleet Reporting includes Trip & Location reports with duration, distance, start and end times and driver, by time range, asset or driver. Fleet Monitoring & Insights adds path replay and history.

  • Trip & Location reports with duration, distance, start and end times and driver.
  • Path replay and history for any trip.
  • Driving hours and idling time in Time & Activity reports.
  • Geofence reports for entry and exit.
  • PDF or Excel download and scheduled delivery.
Questions

Mileage log questions, answered

Want trip distance and times recorded without paperwork? Talk to Safee.

What should a vehicle mileage log include?

For each trip: date, vehicle, driver, purpose, start and end locations, customer or job, and the odometer at the start and end. The distance is the difference between the two readings.

How do I keep a mileage log for company vehicles?

Ask drivers to record every trip, business or private, with both odometer readings. Enter each vehicle's trips in date order and review gaps weekly, so missing trips are found while they are still easy to explain.

What does an odometer gap mean?

A trip started at a different reading from where the last one ended. Usually a trip was not logged or a reading was mistyped. Either way, it should be explained.

How is mileage reimbursement calculated?

Business km times the rate per km in your policy. Set the rate on the Settings sheet and mark the trips that qualify as reimbursable. Rules and rates differ by country and company.

Can I use the log for private use of company vehicles?

Yes. Mark each trip business, private or commute, and the summary totals each for the month. How private use is charged or taxed depends on your policy and local rules.

How do I compare planned and actual trips?

Use the Plan vs actual sheet: enter planned stops, km and hours, then the actuals. Trips more than 10% over plan, or with missed stops, are marked so you can record the reason.

Does the template work in Google Sheets?

Yes. Upload the .xlsx file to Google Drive and open it with Google Sheets. It also works in Excel and LibreOffice Calc, with no macros.

How is this different from the Truck Trip Cost Calculator?

The calculator estimates what one trip costs before you quote it. This template records every trip after it happens and checks the kilometers.

Next step

Stop chasing odometer readings

Bring your mileage log. We will show you how Safee trip reports record distance, times and driver for every trip.

Request a demo Download the template
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