How to Document Mileage and Travel for Client Visits

Field workers, consultants, salespeople, and anyone who travels for work knows the importance of mileage documentation. Whether for client billing, expense reimbursement, or tax records, accurate travel documentation is essential.

Timesheet's mileage tracking helps you maintain complete records of your business travel.

#Why Document Mileage?

#Tax Deductions

Many jurisdictions allow mileage deductions for business travel. Good records are essential for claiming these.

#Client Billing

Some client agreements include travel time and mileage reimbursement.

#Expense Reimbursement

Employees traveling for work often need documented mileage for expense reports.

#Project Cost Tracking

Understanding true project costs includes travel investments.

#Creating Mileage Entries

Timesheet supports mileage as a task type specifically for travel documentation.

#Creating a Mileage Task

1. Create a new task
2. Select Mileage as the task type
3. Enter task details:
   • Project (which client/job the travel is for)
   • Description (purpose of travel)
   • Date
4. Add mileage information (see options below)
5. Save

#Mileage Recording Options

Timesheet supports two approaches to documenting mileage:

#Option 1: Distance Between Points

Record the distance traveled:

• Start location
• End location
• Total distance (km or miles)

Best for: When you know the route distance or use GPS navigation.

#Option 2: Odometer Readings

Record your vehicle's odometer:

• Starting odometer reading
• Ending odometer reading
• System calculates the difference

Best for: Tax compliance, IRS/HMRC requirements, company policies requiring odometer documentation.

#Combining Travel Time with Mileage

#Travel Time as Work Time

For many professionals, travel time is billable or at least needs to be documented:

1. Create your mileage task
2. Set start and end times for when travel occurred
3. Add mileage data
4. The task now captures both time and distance

#Separate Time and Mileage

Alternatively, create separate entries:

• One task for travel time
• One mileage entry for distance
• Link them with tags or descriptions

#Location-Based Documentation

#Adding Location Details

For each trip, document:

• From: Starting point (your office, home, previous client)
• To: Destination (client office, job site)
• Purpose: Why you traveled (meeting, service call, delivery)

#Why Location Matters

Clear location records help with:

• Audit defense
• Expense approval
• Route optimization
• Future travel planning

#Calculating Mileage Costs

Timesheet records the mileage data; cost calculations can be handled via custom export fields.

#Using Custom Export Fields

When exporting, create a custom field to calculate reimbursement:

= {DISTANCE} * 0.67

Example formulas:

For IRS standard rate (2024: $0.67/mile):

= {DISTANCE} * 0.67

For German rate (0.30€/km):

= {DISTANCE} * 0.30

#Creating a Mileage Report

1. Go to Export
2. Filter by mileage task type or tag
3. Add custom field for cost calculation
4. Select date range
5. Export to Excel/CSV

Your export now includes:

• Date
• From/To locations
• Distance
• Calculated cost

#Tax-Compliant Mileage Logs

Different tax authorities have specific requirements. Here's what to document:

#IRS Requirements (US)

• Date of travel
• Destination
• Business purpose
• Miles driven
• Total miles for the year

#HMRC Requirements (UK)

• Date
• Reason for journey
• Starting point and destination
• Miles traveled
• Cumulative total

#German Requirements

• Date
• Start and end locations
• Purpose of journey
• Kilometers
• Odometer readings (recommended)

#General Best Practices

Always record:

• Date
• Locations (start and end)
• Business purpose
• Distance
• Project/client association

#Round-Trip vs. One-Way Documentation

#Round Trips

• Document as one entry with total distance
• Or split into two entries (outbound and return)

#Multiple Stops

For trips with multiple destinations:

• Create separate entries for each leg
• Or one entry with total distance and all stops noted

#Home to Office

Many tax rules don't allow deductions for regular commuting. Only document business travel beyond normal commute.

#Mileage Tracking Best Practices

#Document Immediately

Record mileage right after each trip. Memory fades, and "I'll do it later" becomes never.

#Be Consistent

Use the same recording method (distance vs. odometer) consistently throughout the year.

#Include Purpose

Always note why you traveled. "Client meeting" is good; "Client meeting to review Q4 proposal" is better.

#Save Supporting Info

Keep parking receipts, toll records, and fuel receipts that corroborate your travel.

#Review Monthly

Check your mileage log monthly for completeness and accuracy.

#Common Mileage Scenarios

#Consultant Client Visits

Scenario: Visit Client A in the morning, Client B in the afternoon

Documentation:

1. Entry 1: Office → Client A (morning meeting)
2. Entry 2: Client A → Client B (afternoon workshop)
3. Entry 3: Client B → Office (return)

Or: One entry for total day's business mileage with all destinations noted.

#Field Service Technician

Scenario: Daily service calls to multiple locations

Documentation:

• Create one mileage entry per day
• Note all stops in description
• Record start and end odometer readings
• Total miles for all business travel that day

#Sales Representative

Scenario: Territory coverage with regular client visits

Documentation:

• Weekly mileage log with daily entries
• Each entry shows route and clients visited
• Clear business purpose for each trip
• Exclude regular commute from home to office

#Troubleshooting Common Issues

#"Forgot to record mileage"

Reconstruct from:

• Calendar appointments (shows where you were)
• Google Maps history
• Navigation app history
• Fuel receipts and locations

#"Unclear what's deductible"

When in doubt:

• Consult your accountant
• Keep more documentation, not less
• Separate business and personal travel clearly

#"Inconsistent records"

Going forward:

• Establish a recording routine
• Use the same method consistently
• Set daily reminders to log mileage

#Summary

Effective mileage documentation in Timesheet includes:

• Mileage task type: Purpose-built for travel tracking
• Distance or odometer: Choose your recording method
• Location details: From, to, and purpose
• Time tracking: Combine with travel time if billable
• Custom export fields: Calculate costs at your rate
• Tax compliance: Document what authorities require

Good mileage records protect your tax deductions and ensure you're reimbursed for business travel.

#What's Next?

With mileage documented:

• Export for taxes with custom cost calculations
• Include in client billing for travel-inclusive projects
• Track expenses for complete project cost picture

Start documenting your next business trip in Timesheet today.