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. The WHS Act 2011 (Section 19 - Primary duty of care) requires a PCBU to ensure work vehicles are maintained and safe, and accurate mileage records underpin odometer-based service scheduling that supports this obligation. For heavy vehicles over 4.5 tonnes GVM, the Heavy Vehicle National Law (HVNL, Chapter 4) imposes fatigue management and maintenance obligations that depend on accurate distance and trip records. The NHVR National Heavy Vehicle Inspection Manual references odometer-based inspection intervals for many vehicle systems. 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.

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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.
• Automatically get alerts when faults are identified.
• Link every form digitally as a PDF to the relevant asset, location or person.
• Receive a digital PDF copy with every submission to your email.
• Ability to share forms digitally.
• 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.
• Restrict permissions (who can view, complete or approve).
• Build forms with AI (describe what you need and MapTrack suggests the form).
• Monitor odometer and service-interval triggers across your entire fleet.
• Capture fuel receipts and trip logs alongside vehicle inspection data.
• Compare vehicle downtime and repair costs to inform replacement decisions.

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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. If a vehicle changes its primary use, is assigned to a new driver or is relocated to a different site, a new 12-week logbook period must be started. 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. In MapTrack, you can set odometer-based reminders, generate FBT reports automatically for any date range and track mileage trends across your entire fleet without manual data entry.

Applicable regulatory standards

This template aligns with the following regulations and standards:

• WHS Act 2011 (Section 19 - Primary duty of care)
• Heavy Vehicle National Law (HVNL) Chapter 4
• NHVR National Heavy Vehicle Inspection Manual
• 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