Business mileage &
gas deduction calculator

Do not combine standard mileage with actual fuel costs for the same vehicle and year. Mileage already accounts for gas and other operating costs. If you choose eligible actual expenses instead, fuel belongs in that calculation. Keep a consistent method and supporting records. IRS Publication 463: car expenses.

Trips between business locations, visits to customers, and business supply runs may qualify when they serve your trade or business. Record the actual purpose and exclude personal detours. Simply putting a business name on the car or taking a work call while driving does not make all its miles business miles. IRS Publication 334: car and truck expenses.

Ordinary travel between home and a regular workplace is generally personal commuting. Do not enter it as business mileage here. Qualifying home-office and temporary-work-location situations have specific rules; working from home occasionally is not enough to assume an exception. Review your situation before including those trips. IRS transportation and commuting guidance.

The rate is $0.725 per business mile for January 1–June 30 and $0.760 for July 1–December 31. This tool chooses by trip date. For example, 100 miles on June 30 produce $72.50; 100 miles on July 1 produce $76.00, before parking or tolls. It rejects other years in deduction mode instead of assuming a rate. IRS mileage rates.

No. It is an estimate of a vehicle expense, subject to eligibility. A deduction and a dollar-for-dollar tax credit are different. The tool does not calculate your tax return, income tax, self-employment tax, or refund. Treat the output as a record to review, not a promised payment.

If you qualify for both, compare the complete eligible vehicle costs under each method. The higher fuel bill alone does not answer this. For an owned car, choosing mileage in the first year of business use is important for retaining that option. Prior depreciation choices and operating five or more vehicles at once can restrict eligibility. IRS method restrictions.

Only the business portion belongs in a business deduction. Keep total annual mileage as well as business mileage. Under actual expenses, a mileage-based allocation separates business from personal costs; under standard mileage, enter business miles only. Do not multiply every mile on your odometer by the business rate. IRS business-use allocation example.

For mileage, document dates, business destinations, business purposes and miles, along with the other vehicle records required for your return. Gas receipts alone do not establish business mileage. For actual expenses, also retain evidence of the costs claimed. Record trips promptly; do not invent trips or replace missing evidence with a guess. IRS recordkeeping requirements.

Keep the export with supporting invoices, receipts, payment evidence and relevant business records. A downloaded worksheet organizes your entries; it does not authenticate them. Save records by vehicle and tax year, and back them up outside this tab. Electronic records still need to support the amounts on your return. IRS supporting-document guidance.

Eligible business parking and tolls can be separate additions to mileage; this tool provides fields for them. Ordinary commuting costs do not qualify. Do not add repairs, fuel, lease payments or depreciation on top of standard mileage. Loan principal is not a mileage add-on. Other vehicle-related items can have separate rules outside this calculator. IRS car-expense guidance.

Most employees cannot take a federal miscellaneous itemized deduction for unreimbursed employee travel. Specific exceptions and separate rules apply to certain reservists, performing artists, fee-basis government officials and eligible educators. Self-employed business expenses are a different category. Do not assume that driving for an employer automatically creates a personal deduction. IRS explanation of employee-expense rules.

The custom-rate mode multiplies your miles by the amount agreed with your employer or client. Its report is a request, not approval, proof of payment, or a tax deduction determination. An employer’s reimbursement arrangement affects tax treatment. Track payments separately and have your preparer account for them; do not claim the same cost twice. IRS employee reimbursement guidance.

For a leased car, choosing standard mileage generally means continuing that method throughout the lease and renewals. You cannot also deduct the lease payments. IRS leased-vehicle FAQ. The business mileage rate also applies to eligible electric and hybrid vehicles; it is not calculated from gallons of gas used. IRS vehicle coverage.

This report is not an IRS form. Sole proprietors generally report business car and truck expenses on Schedule C, with vehicle details in Part IV or Form 4562 when required. Other businesses may use different returns. Keep this worksheet with your records and follow the final instructions for your filing year. IRS Schedule C instructions.

Choose a report mode, then enter or import each trip’s date, route, business purpose and business miles. Add permitted parking and tolls. Optional fields label the driver, business or client, vehicle and report reference. Review the trip list, correct mistakes, then save the PDF for a readable record and the CSV for your spreadsheet. Use one vehicle and one agreed custom rate per report; create separate reports when those differ.

We round each trip’s mileage amount to the nearest cent and then add its parking and tolls. Totals sum those rounded lines so the PDF and CSV reconcile. Software that rounds once after grouping all miles may differ by a few cents. Both exports show the per-mile rates and entries used; review the rounding convention with your recipient or preparer.

Yes. Open “Import trips from CSV,” download the blank template, and keep its seven columns: Date, From, To, Business purpose, Business miles, Parking USD and Tolls USD. Add one trip per row using YYYY-MM-DD dates and numbers without currency symbols or thousands separators. Blank parking or tolls become zero. Save as a comma-separated CSV, choose it here, and review the preview before selecting “Add trips to log.”

You can also import a mileage CSV exported by this tool. Existing trips stay in place. Invalid rows must be fixed before any rows are added; matching rows are flagged for review. The limit is 200 trips total and a 1 MB file. Your selected report mode calculates fresh totals. Dates outside the supported tax year can be imported in custom-rate mode, but that does not make the trips eligible for a federal deduction. Files are processed in your browser and are not uploaded.

No. Entries live in the current tab’s memory only. Refreshing or closing it clears them. Download before leaving and check the saved file. You can import a downloaded RecallWire mileage CSV later to restore the trip rows. Re-enter report details and your chosen custom rate; those are not imported. Shared links open a blank tool and never contain your trip details.