Posted by RandT Mobile Notary on 10/24/12 8:17am
Msg #440078

Mileage Log

Does anyone have their favorite mileage log/tracker they would like to share?

Reply by Deborah Breedlove on 10/24/12 10:32am
Msg #440097

Small spiral notebook that I keep in the car. On each line, the date, the destination and reason, and the mileage. Also write down odometer reading on Jan 1 of each year. It's simple and works for me.

Reply by NVLSlady/VA on 10/24/12 11:03am
Msg #440108

You're my "hero," Deborah. Cannot get myself to do that; so I keep a spreadsheet of addresses & mileage where I've closed so at tax time I can show "documentation" of my travel expenses. If anyone wants to audit, they can just pull up mapquest!

Reply by Frances Kany on 10/24/12 11:13am
Msg #440111

Here is what works for me. Everytime I get a job I go to MapQuest or GoogleMaps and plug in the address from my home office. I then print out the driving instructions which also lists the mileage. I then transfer this information at the end of the week to the Excel spreadsheet I keep on my computer to keep track of expenses and jobs so when I am preparing my taxes I won't have to scurry to pull all the information together. Plus I have a documented copy of the mileage should I ever be asked to provide it by IRS.

Reply by sealed/CA on 10/24/12 4:41pm
Msg #440169

I use the same system as Frances. I print a map that shows mileage for every address that I go to. In my Excel spreadsheet I put in the address and the mileage for one way and have formated it so that it also gives me the total mileage round trip.
When I go to FedEx, UPS, Bank, etc. I already have those addresses in the spreadsheet so I just copy and paste.
I update mine daily. I would get too behind if I didn't.
My CPA loves it!

Reply by Jodith/WA on 10/24/12 6:58pm
Msg #440189

I use a similar method. For every signing, I printout the roundtrip directions from Google Maps (including drop off of documents). I attach that to the copies I keep for my bookkeeping/records keeping. If I'm doing several back to back signings, then I do one long route on Google Maps from place to place. I enter my mileage into quickbooks as I enter my signing information. For other mileage (bank, store, etc), I keep a list of the roundtrip mileage for each posted on my computer, so I can enter the information easily into QuickBooks. Again, I enter the mileage as I enter the deposits/expenses into Quickbooks, so I don't forget it.

End of each month, I do a lump sum calculation for the mileage for the month and enter that as mileage reimbursement in my expenses so I can easily see my net income for the month.

I found using this method a lot easier than using a log because I am pathologically unable to remember to post the mileage in the log (laughs).

Reply by mjtcolo on 10/25/12 10:48am
Msg #440287

That is exactly the way I do it, since I would never remember to write down the odometer reading before I took off for my appointment. Mapquest or Google maps are great for this. I created a decent income / expense spreadsheet that keeps track of things monthly

Reply by bagger on 10/24/12 11:14am
Msg #440112

Iphone App - VehiCal
Logs trips, tolls, expenses and gas mileage.
All exportable to excel.

Reply by MrEd_Ca on 10/24/12 11:54am
Msg #440119

I use an Excel spread sheet that I got off the web somewhere. It keeps an account of date, client, & mileage. The mileage is added up as you go along. I keep one for each month of the year & then at the end of the year, print the 12 out for tax records. It is pretty low tech, as far as these things go. I can send you a copy if interested.

Reply by sueharke on 10/24/12 12:09pm
Msg #440124

I am responding as a CPA on this post. Everyone who has responded to this question who uses a mile log has put a big smile on my face. It really makes preparing a tax return and defending it with the IRS and state taxing agencies easy. One method not mentioned in the other posts is a calendar. The calendar could be a secondary backup to an excel spreadsheet in a tax audit should the computer die and you lose your excel spreadsheet (and can't reconstruct it from 2 years back from memory).

Reply by ikando on 10/24/12 12:23pm
Msg #440130

I have an app on my Android phone called TripLog. I can separate the types of mileage (notary, medical, volunteer, personal) and any costs (parking, tolls). At the end of the month, I can download the information and transfer it to my accounting program.

Additionally, I use a pocket calendar that I leave in the car to note the beginning/ending odometer readings. I use that in the same way as the app, plus note gasoline and maintenance.

BTW, I get the calendar from my accountant husband who gives them (with his company name and phone number imprinted) to his clients so they can track their mileage.

Reply by Gregory/CA on 10/24/12 12:50pm
Msg #440137

I log the odometer readings in my notary journal and the transcribe the information in my Quicken software when creating my invoices for the job.

Reply by Notary - Premier on 10/24/12 8:57pm
Msg #440209

I use a program called ProNotary Manager, it keeps track of all the mileage for me. All I do is input my borrower info and keeps track of the mileage and totals it for you. This program saves me so much time.