Can I use a spreadsheet or PDF as a mileage log?

Yes. Both HMRC and Revenue accept mileage logs in any format - paper, spreadsheet, or PDF - provided the required information is present and the records are kept contemporaneously. This mileage log tool generates a PDF that includes all required fields for both UK and Irish requirements.

What is the difference between total miles and business miles in the log?

Total miles (or km) is the full distance of the journey from start to end. Business miles (or km) is the portion of that journey that was for a business purpose. For most sole traders, every journey in the log is 100% business, so total and business miles are the same. If a journey included a personal detour, only the business portion is counted as business miles.

How long do I need to keep a mileage log?

In the UK, HMRC requires mileage records to be kept for at least 5 years after the 31 January Self Assessment filing deadline for the relevant tax year - in practice, around 6 years from the end of the tax year. In Ireland, Revenue requires records to be kept for 6 years from the end of the tax year in question.

Free tool - UK & Ireland

Mileage log builder.

Build a trip-by-trip mileage log that meets HMRC or Revenue requirements. Enter your journeys, switch between UK miles and Irish km, and download a PDF. Free.

Build your mileage log

Enter your journeys below. Fill in a From and To address to auto-calculate the distance.

Which market are you in?

Sole traders claim at 55p/mile (first 10,000 miles) using HMRC simplified expenses.

Your name

Vehicle reg

Period covered

	Total miles	Business miles



Totals	-	-

Free. No account needed.

HMRC record-keeping requirements

Complete each entry at the time of travel - not reconstructed at month end
Required fields: date, start address, destination, business purpose, total miles, business miles
Keep records for at least 5 years after the 31 January Self Assessment deadline
Sole traders claim at 55p/mile (first 10,000) then 25p/mile using the simplified expenses method
HMRC can reject the entire mileage claim if records cannot be produced on enquiry

Coming to PayReady: mileage tracking that builds itself

Every job you quote and invoice in PayReady already logs where you were and when. Automatic mileage tracking is on the roadmap - your log builds in the background as you work, with no manual entry at the end of the day.

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Record-keeping

What counts as a business journey?

Not every journey in your van is a business journey. Both HMRC and Revenue use the same principle: a journey is a business journey only if it is wholly and exclusively for the purpose of the business.

Business journeys

+Home to a job site (when home is your base)
+Between job sites on the same day
+To a supplier or trade counter for job materials
+To price or survey a new job
+To a client meeting
+To work-related training

Not business journeys

-Your regular commute from home to a fixed base or yard
-Personal errands mixed into a business trip
-From your yard to your first job site (yard leg is a commute)
-Journeys with no clear business purpose

The home-to-yard rule catches many tradesmen. If you drive from home to your yard or depot before going to job sites, the home-to-yard leg is a commute and not deductible. The yard-to-site leg is a business journey.

Common questions

Mileage log questions answered.

HMRC requires a mileage log to include: the date of each journey, the start address, the destination address, the business purpose of the journey, the total miles driven, and the business miles. The log must be kept contemporaneously - meaning completed at the time of travel, not reconstructed later. HMRC can request records up to 5 years after the 31 January Self Assessment deadline for the relevant tax year.

Revenue requires a mileage log that records: the date of each journey, the start location, the destination, the purpose of the journey, the total km driven, and the business km. The log must be contemporaneous - completed at the time of travel. Revenue can audit vehicle expense claims for up to 6 years from the end of the relevant tax year. If you cannot produce a contemporaneous log on audit, Revenue can disallow the entire vehicle expense claim.

Yes. Even if you are claiming actual vehicle expenses rather than the flat mileage rate, you still need a mileage log to establish your business use percentage. Your business use percentage (business miles divided by total miles) is applied to your total vehicle running costs to calculate your claimable expense. Without a contemporaneous mileage log, you cannot prove your business use percentage to HMRC or Revenue.

Related tools and guides

Calculate your claim once the log is built.

Free tool - UK

HMRC Mileage Calculator - 2026/27 rates

Open →Free tool - Ireland

Irish Mileage Calculator - Revenue rates

Open →Guide - UK

HMRC Mileage Rates 2026 - What Changed and How to Claim

Open →Guide - Ireland

Irish Revenue Mileage Rules for Sole Traders

Open →

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