Mileage Report, What’s Required & How Falcon Expenses Can Help

If you drive just 40 miles a day for business each work day of the year in 2019 you can deduct over $6000 in mileage expenses. 

Falcon Expenses Mileage Expense Log

Keeping a mileage report of your business mileage expenses is a must if you use your car for business and you want to take advantage of deducting the business use of your car from your taxes. This post applies to those using the standard mileage rate tax deduction method. If you use the actual car expenses deduction method or you want to learn about the difference between the two, read this post, How to Maximize Business Use Car Tax Deductions, The Standard Method vs The Actual Car Expense Deduction Method.

What’s Required in a Mileage Report

The IRS requires you to keep a detailed log of your miles if you want to deduct mileage expenses from your taxes, whether it’s a 1099 or a Schedule C, etc.

With that said, the following should be included in your mileage report:

  • the miles you drove for business (ie your mileage)
  • the places you drove for business
  • the business purpose of your trip
  • the date of your trip

You can keep a mileage report by hand, or in an excel spreadsheet. However, both of these methods are either prone to error/misplacement and time-consuming. Or, you can use an app like Falcon Expenses. An app like Falcon Expenses is more efficient, less prone to error. Further, all of your business mileage expenses are securely saved until its time to prepare your mileage for your taxes. Falcon Expenses is a fully mobile expense tracking and reporting solution for iOS.

Falcon Expenses offers three ways to log your mileage expenses

  1. with an automated GPS tracker
  2. by entering start and end odometer readings
  3. by entering the start and end address of you trip, Falcon calculates the distance driven

Download Falcon Expenses
If you’re on a desktop it’s best to use your iPhone and search for Falcon Expenses on the app store.

Using Trip Addresses to Calculate Business Mileage Expenses

Falcon Expenses ‘Addresses’ feature gives you the ability to enter the start and end addresses of your business trip. From these addresses, Falcon calculate the distance driven for your commute. Further, Falcon uses the mileage distance to calculate the amount of the mileage expense deduction. To calculate this, Falcon Expenses uses the mileage expense reimbursement rate that you set in the app. This makes creating a mileage report easy and less time-consuming.


Standard Mileage Rate Deductions

The standard mileage expense reimbursement rate for 2019 is $0.58 per mile for miles driven for business. Also, for tax-deductible mileage driven for charity, it’s $0.14 per mile, and $0.20 per mile for miles driven while moving. You can find a chart of these reimbursement rates in this blog post, IRS Standard Mileage Rate Tax Deductions


This is by far the most popular feature. The start and end addresses you enter and the total miles driven for your business trip is saved in your mileage log. In addition, your mileage expense report(s) are stored inside the Falcon Expenses app. Email your mileage report to anyone or yourself whenever needed, all from your phone. For example, at the end of the year you can email your mileage reports to your accountant. To learn more about Falcon Expenses report exports, review this post, Emailed Expense Report Exported Format.

Add a comment to each expense, in your comment include the reason for your trip. This will be included in the report export you email to yourself, your accountant, or manager from your phone.

Download Falcon Expenses
If you’re on a desktop it’s best to use your iPhone and search for Falcon Expenses on the app store.

Using an Automated GPS Tracker to Create a Mileage Expense Log

With the automated GPS tracker, your mileage expenses are tracked as you drive. You simply tap the start button before your trip, and the stop button at the end of your trip. After, the mileage distance you drove is calculated and added to your mileage log. In addition, the start and end addresses of your trip are included in your mileage expense log. Most importantly, this information is safely saved for you when for when you need to report them. Lastly, the amount of the mileage expense is calculated based on the mileage expense reimbursement rate you have set. The standard mileage expense reimbursement rate for 2019 is $0.58 per mile.

Further, add a comment to each expense you save, in your comment add the reason for your trip or any important information. This comment is included in the mileage expense log export that you email to yourself, your accountant, or manager.

Download Falcon Expenses
If you’re on a desktop it’s best to use your iPhone and search for Falcon Expenses on the app store.

Start and End Odometer Readings to Calculate Mileage Expenses

This one’s pretty straight forward and probably the method most people who currently keep a mileage log by pen-and-paper use. With this method, you enter the start odometer reading at the beginning of your trip and the end odometer reading at the end of your trip. After, Falcon Expenses will calculate the expense reimbursement amount based on the mileage expense reimbursement rate you have set. For 2019 the standard mileage expense reimbursement rate is $0.58 per mile.

Use the comments field to add a comment to each expense you save. More specifically, in your comment add the reason for your trip. Most importantly, this is included in the report export that you email to yourself, your accountant, or manager from your phone. Furthermore, for the odometer feature, the comments section is a great place to add the destination of your trip. In addition, it is also the ideal place to add the reason for your trip. Similarly, you can also use the tags feature to add the destination of your business trip. See the section directly below for details about how to do this.

Using Custom Tags & Categories to Add Important Info About Your Business Trip

Each of these three mileage expense logging features includes the ability to add custom tags and categories. For example, use the tags feature to add any number of custom tags to your expense. This helps you in your record keeping and further reduce the likely hood of an IRS Audit. Created tags for project codes or names, customers names, locations, or anything that you want. Also, add prebuilt-in categories or create your own custom categories to add more recordkeeping details to your mileage logs.

Tips on Keeping a Mileage Expense Log

  1. Use an expense tracking app like Falcon Expenses, this will make your life a lot easier. Learn more about Falcon Expenses, here.
  2. Make it a habit to log your business mileage details as they occur
  3. If you are behind a few days, or months, use Falcon Expenses addresses feature to catch up. Certainly, it’s much better than guessing at your odometer readings, which the IRS likely looks down upon. 

How do I export my mileage reports from Falcon?

Export all of your mileage expenses into easy to read reports in PDF and/or spreadsheet format after you have saved them. And, do this all from your Falcon Expenses app installed on your phone. For more details on what these reports look like, check out this blog post, Emailed Expense Report Exported Format.

The following information is included in the exported report for each mileage expense type that you save:

  • Addresses Mileage Expense: start and end (destination) address of mileage expense, total miles driven, comments (i.e. reason), tags (i.e. project code, customer), and category (i.e. transportation)
  • GPS Tracked Mileage Expense: start and end (destination) address of mileage expense, total miles driven, comments (i.e. reason), tags (i.e. project code, customer), and category (i.e. transportation)
  • Odometer Mileage Expense: start and end odometer readings of mileage expense, total miles driven, comments (i.e. reason, destination, etc.), tags (i.e. project code, customer, destination), and category (i.e. transportation)

About Falcon Expenses, Inc.

Falcon Expenses is an iOS solution for expense tracking and management. Scan receipts, we type merchant, date and amount, auto-track mileage expenses via GPS and log billable hours with an integrated timer. Quickly organize expenses by time period, project or client and easily prepare reports for email to anyone in PDF or spreadsheet formats, all from your phone. Use for reimbursements, taxes, record keeping or invoicing. Falcon Expenses is great for professionals, freelancers, realtors, business travelers, truckers and more. Find out more, here.

You may also like...