How to Keep a Mileage Log That Satisfies Revenue

If your employer reimburses you for business mileage, Revenue expects proper records. If audited, you need to prove that every claimed kilometre was genuinely for business. Here is what you need to keep and for how long.

What Revenue Requires

For each business journey, your mileage log should record:

• Date of the journey
• Start and end locations
• Purpose of the trip (e.g., client meeting, site visit)
• Distance driven in kilometres
• Odometer readings (recommended but not mandatory)
• The rate applied and the amount claimed

How Long to Keep Records

Revenue can audit payroll records going back 4 years, and in some cases up to 6 years. You should keep mileage records for at least 6 years from the end of the tax year in which the claim was made.

Common Mistakes

• Rounding distances up or estimating instead of recording actual km
• Including commute journeys (home to normal place of work)
• Not recording the business purpose for each trip
• Claiming for personal detours during a business journey
• Not keeping records at all and reconstructing them later

Digital vs Paper Logs

Revenue accepts both paper and digital records. However, a GPS-tracked digital log is significantly stronger evidence than a hand-written diary. GPS records include timestamps, exact routes, and precise distances that are difficult to dispute.

How Trackable Makes This Easy

Trackable records every trip via GPS with timestamps, distances, routes, and locations. It automatically classifies trips as business or commute, applies the correct rate, and stores everything securely for up to 6 years. When you need a report, export it as a PDF or CSV in one tap.