Free vehicle mileage log

What is a vehicle mileage log?

A vehicle mileage log is a structured record used to track the distance travelled by a fleet vehicle over a reporting period. It captures odometer readings at the start and end of each trip, the distance in kilometres, the purpose or destination, and whether the journey was for business or private use. Mileage logs are required for FBT compliance in Australia and are used by fleet managers to monitor vehicle utilisation, fuel efficiency, driver accountability and maintenance scheduling based on actual kilometres driven. The log typically includes vehicle identification, driver details, a trip-by-trip register and a period summary with business-use percentage calculations.

Under ATO requirements, businesses using the operating cost method for Fringe Benefits Tax must maintain a logbook for a continuous 12-week period to establish the business-use percentage of each vehicle. The logbook can then be applied for up to five years if driving patterns remain consistent. Under section 19 of the WHS Act, as enacted in each state and territory except Victoria, a PCBU must ensure, so far as is reasonably practicable, the provision and maintenance of safe plant and structures, and section 8 makes a vehicle used for work a workplace, so accurate kilometres matter for odometer-based service scheduling. In the states and territories where it applies (all except Western Australia and the Northern Territory), the Heavy Vehicle National Law covers vehicles with a GVM or ATM over 4.5 tonnes; its driver fatigue rules are in Chapter 6, and drivers of fatigue-regulated heavy vehicles record work and rest hours in a work diary when those rules require one, so a mileage log sits alongside the work diary rather than replacing it. Beyond FBT, mileage logs help fleet managers identify underutilised vehicles that could be redeployed or removed from the fleet, forecast replacement schedules based on annual kilometres, calculate accurate per-kilometre running costs for budgeting and cost recovery, and detect unusual usage patterns that may indicate unauthorised private use or inefficient routing.

Learn more about GPS and fleet tracking in MapTrack.

Benefits of digitising forms in MapTrack

When you digitise vehicle log / registers in MapTrack, you get:

• Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
• Email the right people when a form is submitted, with an automation you set up.
• File every completed form against the asset, location or person it covers.
• Download any completed form as a PDF, with failed answers listed at the top.
• Fill in forms offline; they upload when the device is back online.
• Build conditional logic (show or hide questions based on answers).
• Take pictures or attach photos. Not possible with a paper-based form.
• Electronic signatures.
• Edit forms later without reprinting.
• Set who can view, fill in or edit forms with user roles.
• Upload a paper form (PDF, Word, Excel or a photo) and MapTrack's AI builds a digital version for you to check.
• Schedule services by odometer, engine hours or date for every vehicle.
• Keep fuel receipts and service records with each vehicle's inspections.
• Record repair costs on each work order against the vehicle.

Book a demo to see how MapTrack handles vehicle log / registers.

What to include in a vehicle mileage log

This vehicle mileage log covers 5 key areas:

• Vehicle details: registration, make/model, fleet number, assigned driver, reporting period.
• Trip log: date, driver name, start odometer, end odometer, distance in km, purpose/destination.
• Trip classification: business or private use for each journey.
• Period summary: total distance, business kilometres, private kilometres, fuel purchased.
• Sign-off: driver and fleet manager signatures.

How often should you complete this log / register?

Mileage should be recorded for every trip at the time of travel, not retrospectively from memory. For FBT purposes, the ATO accepts a representative 12-week logbook period that applies for up to five years, provided vehicle use patterns do not change materially. Under the FBT rules, you keep a new 12-week logbook when none of the previous four FBT years was a logbook year for that car, when you choose to, for example because business use has increased, or when the ATO asks for one in writing. If the pattern of use changes significantly, a new logbook is the simplest way to keep the business-use percentage a reasonable estimate. Many fleet operators choose to maintain continuous logs for more accurate cost analysis, driver accountability and odometer-based maintenance scheduling.

At the end of each reporting period, usually monthly or quarterly, the fleet manager should review completed logs, verify odometer readings against service records, calculate business-use percentages and file the records. The ATO requires FBT logbook records to be retained for a minimum of five years from the date of the relevant FBT return. If a vehicle carries a GPS tracker, a separately scoped MapTrack Telematics deployment records its trip history and odometer readings, which you can check against this log.

Applicable regulatory standards

This template is a starting point. Check the current requirements that apply to your equipment, work and location. The template alone does not establish compliance.

• WHS Act 2011 (Section 19 - Primary duty of care)
• Heavy Vehicle National Law, Chapter 6 - Driver fatigue and fitness to drive
• WHS Regulations 2011, Chapter 5 - Plant and Structures

Related resources

More fleet templates and guides:

• Vehicle pre-start checklist
• Fuel usage log sheet
• Vehicle maintenance log
• DVIR (Driver vehicle inspection report)
• Light vehicle pre-start checklist
• Asset register template
• GPS tracking (MapTrack)
• Fleet pre-start inspections
• Pricing