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Free Company Mileage Log Template

Free mileage tracking template
Free Template
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Many businesses and teams can all agree that mileage tracking can be a very difficult thing to track. A good place to start is to download free employee or company mileage log templates in Excel, Google Sheets, or PDF formats given away in this article. Even though a free mileage log template is a good start, there is a much better approach to tracking company or business mileage without resorting to a spreadsheet template or paper mileage logbook.

An automated mileage tracking software like Timeero will give you far more accurate reports with little to no effort. In addition, if you are reimbursing your team or business employees for mileage, an automated tool like Timeero can identify the shortest routes so you are not overpaying.

What We Will Cover Here:

  • Free Mileage Log Template
  • Problems With Paper or Spreadsheet Mileage Logs
  • Automated Mileage Tracking
  • Embracing Mileage Tracking Software Over Manual Templates

Free Mileage Log Template

Download PDF Mileage Tracker Template

Free Mileage Log Car and Wall Decal

Problems and Limitations of Manual/Paper Mileage Log Templates

The manual way of tracking mileage comes with many problems and can be costly. A more accurate and cost-efficient way is to use an automated mileage tracking tool like Timeero.

Humans errors & rounding mistakes

We, humans, are prone to making errors with anything that has to do with numbers. With mileage reports, it is common to see people round up their numbers or overestimate how many miles they’ve driven, and a paper or Excel mileage sheet does not help.

Overestimating mileage here and there starts to add up over time. This can have a negative impact on the bottom line as it adds up in labor costs. A spreadsheet or paper will not help you identify errors with the mileage driven.

Variations between actual mileage driven vs reported mileage

Mileage seems to go up and down even when your employees travel between the same start and destination points. Sometimes their mileage can be shortened and other times it can be significant than it was before.

Unfortunately, Excel mileage or paper-based mileage sheets do not provide you with the insight you need to figure out the variations in mileage.

Even though you trust your employees and believe that they are doing the right thing, it is common for employees to innocently miscalculate their mileage. As the old adage goes, “Trust but verify”, but will a paper template or Excel mileage template really help you verify? Absolutely not.

You cannot tell if they took the longest/scenic route driven

Every mile counts if you are paying your team members per mileage driven. So let me ask you, would you know if your employees were taking a longer and more scenic route to their appointments?

Or would you know if they were making stops off their route and still billing you for their off-route mileage?

An Excel mileage log sheet will not tell you the start and end addresses needed to verify the distance through a service like Google Maps or Bing Maps.

Real-time access to mileage reports

Most mileage reports are turned in on a weekly or biweekly basis.

This is not ideal because you do not get to verify it immediately. In other words, you are getting a delayed data and even worse the employee may not be readily available to answer any questions.

Also, most people do not or cannot remember where they drove or exactly which route they took. After all their job is to focus on what they are good at and accurately tracking their mileage may not be one of them.

Historical access to mileage driven

Record-keeping is very important in any business so if you are using a paper-based mileage log, then you are going to have to make a lot of room for historical records.

An Excel spreadsheet also means that you will either have to create many sheets or not have a clean or easy way to access past records. Even worse, when using a spreadsheet, many people do not keep historical records.

Also, these mileage logs can easily get lost or ruined if they are not well managed or organized. You don’t want to run the risk for important records like mileage tracked or recorded.

Automated Mileage Tracking Software

The manual way of tracking mileage might seem easy and cheaper but the reality is it’s more tedious and can be very costly. It is costly in time, errors, energy spent to get them right and more costly if there is some form of a lawsuit from an employee.

An automated mileage tracking system like Timeero is a great option to move away from manual mileage tracking. Timeero gives you a lot more insight into where your employees are traveling and how long they are spending in different areas. The kind of insights you get with Timeero include:

  • Which route they took for their drives.
  • How long they spent on the different routes.
  • The exact times they drove a specific route.

Timeero gives you so much more insight into mileage and field activities than any other mileage tracker software out there.

mileage template

Basic Features of Timeero

Mileage and GPS Bread-crumbing

With Timeero there is no need for manual mileage tracking. Employees can start the Timeero app in the background and log mileage driven. The entire process of mileage tracking and reporting is made much easier for everyone.

Timesheets With Timestamps

Time and mileage are very important for labor tracking and that is why here at Timeero we take time tracking very seriously. Our software comes with robust time tracking capabilities, which means you do not need two separate apps to track both time and distance driven.

Timeero GPS and mileage tracking come with robust reporting tools which makes it easier to track lunch breaks, overtime, and many more. This means you get to have very accurate labor tracking capabilities within your business and organization.

Advanced Reporting

Having insight into how your employees are managing time and mileage is very important. You could run a mileage report to see the different trips driven for a particular employee. In addition to mileage tracking reports, you can run timesheets and other insightful reports for your business.

These reports can be exported as PDF or Excel or CSV format to be used outside of the Timeero app.

Multiple Integrations

Our software also plays well with popular accounting and payroll software such as QuickBooks, ADP, and Gusto. You can set up mileage reimbursement for your employees through our accounting software integrations.

mileage tracker

How to Streamline your Mileage Tracking Process

We’ve gone over the manual approach and the automated approach with mileage tracking. You now have access to a mileage logging template and you are ready to get your employees to make the transition.

Here are a few things to successfully get your team to record the mileage on the template sheets.

Distributing Mileage Log Templates

  • 1. You can upload the templates to a file hosting service such as Dropbox or Google Drive and then share the template with your employees. Each employee can make a copy of the template file and fill it out.

  • 2. You could also email the templates out to your different employees so they can print them out or fill them out online.

  • 3. The last option will be to print out and mail them the company mileage templates for usage. You could ship them copies in bulk to save on cost.

  • 4. Place mileage tracking reminders stickers around your office or work site such as this (Let us know if you want any reminder stickers) :

Collecting Company Mileage Entries From Employees

  • 1. Establish a regular cadence for mileage collection. This is best done by setting deadlines for employees to submit their mileage entries. The last thing you want is to chase employees for mileage logs.

  • 2. Emphasize how the mileage entries should be turned in. Do you want your employees to email it in, text a photo of the mileage log or even fax it in? A failure to clarify how mileage should be submitted can turn into a logistical nightmare.

A Tip for Mileage Entries

Simple Is Best
Keep things really simple for your employees and make it easy for them to understand. Your employees have their daily tasks and problems to tackle but tracking mileage should not be one of them.

A simple system will make it much easier for your employees to embrace it.

Mileage tracking records are essential for proper labor tracking. It can be very tedious to manage this if not done properly. Even though the paper mileage logs may seem simple, there are many things that can go wrong it.

Get Timeero, starting at $5 per user per month if you want an easy and efficient way to track company and business mileage. If you are unsure if Timeero is the right fit, use our free 14 days free trial (no credit card required) and take it on a test drive.

If you are still adamant on using a paper mileage template, download our free blank template.

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