Should You Use an App to Track Miles?

If you drive for work using your personal car, tracking every business trip ensures you maximize your tax deduction or reimbursement claim, and the easiest way to make sure you do not miss out on that is by using an app to track miles.

You can track your mileage in multiple ways—paper mileage logbook, digital spreadsheet, or even a mileage tracker pdf. And there's no official requirement from the IRS to use an app.

Why would you use an app to track miles? 

• It’s automatic: There is no need to manually enter a trip's date, distance, or purpose. And you never forget to add a trip or note down the distance.
• It’s easy to share: Most apps can export mileage reports in various formats, making them easy to share with your bookkeeper, employer, customers, or if you get audited by the IRS.
• It’s safe: Your logs are saved and protected for years.  
• Always updated: Unlike a manual log, where you risk getting behind on documenting trips, an app tracks all trips and keeps your log updated.

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Different Ways to Track Your Mileage

As mentioned above, there are several methods for tracking your business miles. Here’s an overview of the approaches and some of their pros and cons. 

1. Paper mileage log books

This method involves keeping a small notebook in your car where you manually record the following:

• Date of trip
• Starting and ending odometer readings
• Purpose 
• Starting point and destination

Pros: Inexpensive initial cost, doesn't require technology.

Cons: Easy to forget entries, can be lost or damaged, requires manual calculations, and is difficult to share with, e.g., your accountant.

2. Mileage tracking in spreadsheets (Excel or Google Sheets)

Create a digital log or download a template where you manually enter:

• Trip dates and times
• Miles driven
• Business purposes
• Locations visited

You'll need to calculate distances using Google Maps or your odometer readings.

Pros: More organized than paper logs, easy to back up.
Cons: It still requires manual entry, is prone to human error, and is time-consuming.

3. PDF Templates

Similar to spreadsheets but in a printable format that you can fill out digitally or by hand.

Pros: Structured format, professional appearance.

Cons: Limited calculation capabilities, still requires manual entry.

Looking for a mileage template? Download our IRS Printable Mileage Log Template 2025 now.

4. Mileage Tracking Apps

Dedicated apps that use your phone's GPS to record your trips automatically.

Pros: Automatic tracking, accurate calculations, secure storage, easy reporting 

Cons: It may require a subscription fee and can impact battery life.

Apps to track miles

The best apps for tracking mileage can track your driving in real-time and save you the hassle of inputting information about every drive you take.

You simply open the mileage tracking app and start tracking—the app will then record your trip while you're driving. 
Once you finish your trip—stop the app from tracking—you’ll have a logged trip, including the start and end time and start and endpoints, and you’ll be able to specify the purpose of your trip.

Some apps for tracking work mileage offer automatic tracking, too—you don't need to open the app to see your mileage.

We offer free automatic mileage tracking that starts recording a trip every time you move above a certain speed and a mileage tracker device to go with your app when you purchase your yearly subscription. 

By pairing the Driversnote app with an iBeacon—a low-energy Bluetooth device that you place in your car—Driversnote offers a proven automatic tracking solution. The iBeacon prompts your phone to track your trip every time you get in your vehicle and start driving. When you exit your vehicle, the app stops recording your trip. You’ll have all the required information and a timely record of your trips. If you forget to track a trip, you can always add it manually later through your phone or the web version.

Return on Investment: When does a mileage app pay for itself?

Is a mileage app worth the cost for you? It depends on how much you drive, so let’s break down the numbers:

• The standard IRS mileage rate for 2025 is $0.70 per business mile
• Most quality mileage tracking apps cost between $6-12 per month ($72-144 per year)
• This means you need to track approximately 103-206 business miles per year for the app to pay for itself
• For perspective, that's 3-5 business trips of about 40 miles per week across an entire year. 

For Driversnote users, the average mileage claim by the standard mileage rate method is around $5,500 for self-employed users who have been actively driving for an entire year.

If you use Driversnote to log your mileage, you can rest assured that we retain your tracked trips for as long as you keep an account with us. Whether you have a paid subscription or a free account, your data is safe with us.

Benefits to tracking mileage using an app 

To sum up, if you decide to use a mileage tracker app, here is an overview of the advantages over traditional methods:

1. Automatic and Accurate Tracking

Apps use your phone's GPS to precisely measure the distance you've traveled, eliminating the guesswork and providing an accurate record of your business mileage.

 “Driversnote is a brilliant journey tracking system. No more need to keep writing down mileage, etc. This system automatically logs all journeys for you. I would highly recommend it to others.”
— Review by David Buckley

2. IRS-Compliant Records

The IRS requires "adequate and timely" records of your business mileage. Mileage tracking apps automatically record:

• Exact mileage for each trip
• Date and time of travel
• Starting point and destination
• Purpose of the trip (which you can easily categorize)

All this information is stored securely and can be accessed or exported whenever needed. 

3. Time-Saving Convenience

Manual logging can take time. If you make multiple business trips daily, this adds up to hours of administrative work each month. Automating the process will save you valuable time.

“Very easy to use! Makes tracking simple and easy to log. Didn’t know what I was missing until I started using the app. Definitely recommend!”
— Review by S. Saenz

4. Separate Business and Personal Trips

You can only claim mileage or get a tax deduction for the miles you drive for business. An app can classify trips as business or private, ensuring you only claim legitimate business miles.

5. Secure Cloud Storage

Unlike paper logs that can be lost or damaged or spreadsheets that might not be backed up, mileage tracking apps typically store your data securely in the cloud. 

Always keep your logs for at least three years 

No matter how you record your mileage information, make sure to save and file logs properly. The IRS states that records should be kept for three years from filing your tax return in case of audits, and some accountants advise keeping them for even longer. 

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