A mileage log template for Australia sounds straightforward — but not every template includes what the ATO actually requires. Use one that is missing a field or two and your deduction could be disallowed, even if you drove every one of those kilometres for work.
This guide covers exactly what must go into an ATO-compliant log, how to structure one in a spreadsheet, and why many Australians are moving to an app instead.
What an ATO-compliant mileage log must include
The ATO’s requirements depend on which car expense method you use.
Under the cents per kilometre method, you must be able to show how you calculated your work-related kilometres. There is no prescribed format, but your records need to demonstrate the date, start and end locations, distance, and work purpose for each trip. The cap is 5,000 km per car per year, at 88 cents per kilometre in 2025–26.
Under the logbook method, your logbook must be continuous for at least 12 consecutive weeks and representative of your travel for the full year. Each entry must record:
- the date of travel
- the destination
- the reason for the journey
- the odometer reading at the start and end of each journey
- the total kilometres for each journey
Your logbook establishes a business-use percentage. You then apply that percentage to your actual car expenses for the year. The logbook is valid for up to five years unless your travel pattern changes significantly.
For full detail on how both methods work, see ATO car expense guide.
Mileage log template: the essential fields
A basic spreadsheet template should have the following columns:
| Date | Start location | End location | Purpose | Start odometer | End odometer | Distance (km) | Business / Private |
|---|
For the cents per kilometre method, you can omit the odometer columns. For the logbook method, odometer readings are required.
A few additional tips for the template:
- Add a notes column for any unusual trips that might need explanation later.
- Include a running total for business kilometres so you can see where you are against the 5,000 km cap if you use cents per kilometre.
- Record the logbook period start and end odometer on a separate summary row if you are using the logbook method.
Keep the template simple. The ATO cares about accuracy and completeness, not formatting.
Spreadsheet vs app: which is better?
A spreadsheet template works, but it has real limitations.
The friction problem. Filling in a spreadsheet requires you to remember to do it, then find the file, then add the entry. Most people do this in batches — which means relying on memory for trips that happened days ago. Memory is unreliable, and backdated entries are harder to defend.
The accuracy problem. Manually entered distances can be wrong. Google Maps distances vary by route, and a small error per trip adds up over a year.
The export problem. A spreadsheet needs to be formatted before you can share it with an accountant. An app produces a clean report on demand.
An app like Tripbook solves all three problems. GPS captures the distance accurately. The trip is recorded at the time it happens, not days later. And the export is a formatted PDF or CSV that is ready to attach to your tax return.
For those who prefer a paper or spreadsheet log, the template above is a solid starting point — just be disciplined about recording trips immediately after each drive.
How to use the logbook method with a template
If you use the logbook method, your template needs to cover a minimum 12-week continuous period. Here is the process:
- Record the start odometer reading on day one of the logbook period.
- Log every trip — business and private — for 12 consecutive weeks. Missing trips during the logbook period undermines the validity of the entire logbook.
- At the end of the 12 weeks, record the end odometer reading.
- Calculate your total business kilometres and total kilometres for the period.
- Divide business kilometres by total kilometres to get your business-use percentage.
- Apply that percentage to your actual car expenses for the income year.
Your logbook must be signed and include the year, make, model, and registration of the vehicle. For more on what the ATO requires, see ATO logbook requirements.
Tips for staying consistent
The most common reason records fall apart is inconsistency. A few habits make a real difference:
Record trips the same day. Even a quick note is better than nothing. Purpose descriptions like “client meeting” or “supply run” take five seconds to add.
Keep odometer readings accurate. Check your odometer at the start of each day if you drive regularly, not just at trip start.
Review weekly. A weekly five-minute review catches gaps before they become permanent. If you use an app, this is even faster.
Keep private trips in the log. For the logbook method, every trip must be recorded — not just work ones. Private trips are how the ATO confirms your business-use percentage is honest.
From template to tax deduction
Once your logbook period is complete, or once you reach the end of the income year, compile your records into a single report. For the cents per kilometre method, that means totalling your business kilometres and multiplying by 88 cents. For the logbook method, apply your business-use percentage to your actual expenses and keep receipts.
Tripbook handles both calculations automatically. When you export your records, you get a dated report showing every trip, your business-use percentage, and your total kilometre count — everything your accountant needs to finalise your deduction.
A well-kept mileage log is the difference between a solid deduction and a disallowed one. Start one now, and the work at tax time is minimal.
Download Tripbook to keep a digital log that is always ready to export.
