01
Trip date
Record when the vehicle was used for business.
HOW FLEETWARO HELPS
Automatic trip records include dates and start and end times.
Your team’s review: Check the trip date and reporting period.
US BUSINESS MILEAGE · PRACTICAL GUIDE
IRS Mileage Log
Requirements
Know what belongs in your mileage log. Let Fleetwaro handle the trip recording, so your team can focus on the details that need a human.
Fleetwaro Mileage Log by Softwaro, Inc.
See the requirementsWHAT TO RECORD
The requirement.
The Fleetwaro workflow.
IRS Publication 463 outlines the core vehicle-use records below. Keep them at or near the time of use; a weekly log accounting for that week can be timely.
Source: IRS Publication 463, Chapter 502
Business destination
Keep the destination of the business trip.
HOW FLEETWARO HELPS
Vehicle-based GPS captures trip locations for review in the browser.
Your team’s review: Confirm the destination and add customer or job-site context.
03
Business miles
Record the distance for each business use and total annual miles.
HOW FLEETWARO HELPS
Compatible OBD2 hardware reads actual odometer data on supported vehicles. GPS distance with calibration is available for other setups.
Your team’s review: Confirm vehicle compatibility and reconcile annual totals.
04
Business purpose
Explain the business reason for the trip.
HOW FLEETWARO HELPS
Trip annotations let your team add a specific purpose alongside the recorded journey.
Your team’s review: Add the client, job, or task—for example, “Equipment service at Acme.”
PLUG IN. DRIVE. REVIEW.
Less manual logging.
A better everyday routine.
No phone app or background phone-location permission is needed for vehicle-based recording.
Capture the drive
Connect compatible OBD2 hardware. The device records trips independently of your phone and brings dates, locations, and distance together.
Carry your wireless tag
Intelligent wireless tags identify the driver and handle business or personal trip modes, including in shared vehicles. Review commuting separately from deductible business use.
Review and export
Add purpose details in your browser, check classifications, and export PDF or Excel reports by date range, driver, or vehicle for your accounting workflow.
Direct odometer access depends on the vehicle and hardware. We confirm compatibility and the report fields for your US setup before rollout.
A PRACTICAL EXAMPLE
Make the purpose specific.
An illustrative record for one business trip. This is a sample layout, not a screenshot of a Fleetwaro report.
| Date | From / to | Miles | Trip type | Business purpose |
|---|---|---|---|---|
| Oct 5, 2026 | Office, Boston MA Acme customer site, Cambridge MA | 12.4 mi | Business | Inspect installed equipment and complete service job AC-1042. |
Example odometer readings: 45,120.0 mi before the trip and 45,132.4 mi after it. Keep relevant work orders or appointment records with your supporting documentation.
COMPLETE THE PICTURE
Trips are one part
of the record.
Year-end totals
Keep annual mileage totals. Beginning- and end-of-year odometer readings help reconcile them. Review business, commuting, and other personal use. Ordinary home-to-regular-workplace commuting is generally personal.
IRS transportation and recordkeeping guidanceYour expense method
The standard mileage and actual expense methods have eligibility rules. Actual expenses require a business-use allocation. Operating five or more cars simultaneously can rule out the standard mileage method. Have your tax advisor confirm your method.
IRS Topic 510: Business use of carKeep supporting records
Retain records generally for three years after filing; exceptions can require longer. Vehicle basis and depreciation records may need to be kept through disposal and the applicable limitation period. Export and retain your records accordingly.
IRS record retention guidanceSet up the review
Fleetwaro helps capture and organize vehicle activity. Assign someone to review purpose details, private-trip settings, totals, and exports. Keep purchase, expense, and reimbursement documentation in your accounting process.
Explore Fleetwaro reportingCOMMON QUESTIONS
Your mileage.
Your records.
Do I need a particular IRS mileage log form?+
The IRS allows computer-based records. The information and supporting evidence matter. Fleetwaro provides PDF and Excel reports; confirm your reporting format during the demo.
Does every trip need an odometer reading?+
Publication 463 lists business miles and total annual miles. It does not prescribe an odometer field for every trip. Beginning- and end-of-year readings are a useful way to reconcile annual mileage.
Does a business tag complete the business purpose?+
A tag handles the trip mode and driver identification. Your team still reviews the classification and adds the specific business reason when needed. A “Business” label alone does not describe a client visit or service task.
Is Fleetwaro IRS-certified?+
Fleetwaro supports mileage recordkeeping. We do not claim IRS certification or guarantee that a deduction will be accepted. Accurate records, supporting evidence, and eligibility remain your responsibility.
MAKE MILEAGE ADMIN EASIER
See how it works
with your vehicles.
Tell us about your fleet and reporting needs. We’ll show you the capture, review, and export workflow.
Request a demo & US quoteGeneral recordkeeping information, reviewed October 5, 2026. Tax treatment depends on your situation; confirm it with your tax advisor.