Track Your Business Travel and Reimbursement Expenses with One Organized Excel Sheet
When it comes to mileage reimbursements or tax deductions, accurate tracking of business travel is a must. The Mileage Log and Expense Report Template in Excel makes it easy to record your mileage, calculate related costs, and organize business-related travel expenses—all in one place.
Whether you’re a freelancer, employee, field technician, or business owner, this template helps ensure that every mile and dollar is accounted for.
Also check out Gas Mileage Tracker Excel Template.
Worksheet Overview – Inside the “Mileage Log and Expense Report” Sheet
This Excel file includes a single all-in-one worksheet titled “Mileage Log and Expense Report”. It’s thoughtfully laid out to capture essential trip and expense information in a professional, printable format.
- Mileage Log Section
This portion of the sheet helps you log every business trip with detailed fields such as:
- Date of Travel
- Starting Location and Destination
- Purpose of Trip
- Odometer Start and End
- Total Miles Driven (auto-calculated)
- Mileage Rate (customizable as per IRS or company rate)
- Reimbursement Amount (calculated automatically)
The structure ensures that each entry is complete and audit-ready.
- Expense Report Section
Below or beside the mileage log, the sheet also includes space to track:
- Tolls
- Parking Fees
- Meals or Lodging (if applicable)
- Other reimbursable costs
Each expense entry includes a description, amount, and date, ensuring everything is clearly documented for submission or review.
- Totals and Sign-Off Area
The template includes auto-calculated totals for:
- Total Miles
- Total Reimbursement
- Total Out-of-Pocket Expenses
Some versions also include signature fields for employee and manager approval—ideal for internal expense reporting.
Use Cases for Individuals, Businesses, and Contractors
The Mileage Log and Expense Report Template is suited for:
- Employees: Submitting monthly or weekly mileage for reimbursement
- Freelancers: Tracking travel expenses for client billing or tax filings
- Small business owners: Keeping cost records for bookkeeping or audit readiness
- Consultants and sales reps: Documenting frequent field travel
- Gig workers: Maintaining IRS-compliant travel logs for deductions
It works well whether you’re driving your own car, a company vehicle, or logging expenses for a team.
Benefits of Using This Excel Mileage and Expense Log
Compared to manual notebooks or mobile apps, this Excel template offers:
- Structured data for reimbursements or tax deductions
- Printable format for accounting or managerial approval
- Customizable mileage rates and categories
- One file for both mileage and expenses
- Compatibility across devices with Excel
It brings clarity and accountability to business travel, saving time and reducing errors.
Download and Log Mileage with Confidence
The Mileage Log and Expense Report Template is your go-to tool for staying compliant, organized, and reimbursed. It keeps your records clean, totals accurate, and paperwork minimal.
Download now and simplify your travel reporting in one structured Excel sheet.
Explore more finance and productivity tools in our Excel Template Library for budgets, invoices, trackers, and reports.
