How to Track and Deduct Business Use of a Personal Vehicle 

Key Takeaways: 

• Only business-related mileage is deductible, such as trips to clients or temporary job sites. Daily commuting is not eligible. 

• Choose between the Standard Mileage Rate and the Actual Expense Method to calculate deductions; each has specific rules and benefits. 

• The standard mileage rate (70¢/mile in 2025) is simpler and includes most costs but must be elected in the first year for owned vehicles. 

• The actual expense method may offer higher deductions if your vehicle has high operating costs. 

• Detailed recordkeeping is essential: maintain logs of trips, receipts, odometer readings, and business purpose for IRS compliance. 

• Use IRS-compliant mileage tracking apps like MileIQ, Everlance, or TripLog to simplify documentation and ensure accuracy. 

When you use your personal vehicle for work-related purposes, you may be eligible to deduct certain expenses from your taxes. But understanding how to properly track and deduct business use of a personal vehicle can save you time, money, and frustration. In this guide, we break down everything you need to know about choosing the right deduction method, keeping compliant records, and maximizing your tax savings. 

Understanding the Basics of Business Vehicle Deductions 

Before diving into deduction methods and calculations, it’s important to understand what qualifies as “business use” of your vehicle.

Not every mile you drive counts. 

What Qualifies as Business Use? 

Business use refers to miles driven specifically for work-related activities, excluding your daily commute to and from a regular workplace. Qualifying examples include: 

• Driving to meet clients or customers 

• Traveling between job sites 

• Going to a temporary work location 

• Running errands directly related to your business (e.g., going to the post office to ship products) 

If your home is your principal place of business, then trips starting from home to other business locations count toward your deductible mileage. 

Commuting vs. Business Travel 

One common mistake is assuming that commuting miles are deductible. If you drive from your home to a regular office or job site, those miles are considered personal commuting and not deductible.

However, if you leave your home to visit a client, attend a meeting, or go to a temporary worksite, those miles do count. 

Method 1: Using the Standard Mileage Rate 

The standard mileage rate is a simplified method set by the IRS. Rather than tracking individual vehicle expenses, you calculate your deduction based on miles driven for business. 

How to Track Your Business Miles 

Accurate tracking is essential. The IRS expects detailed documentation to support your deduction: 

• Starting location and destination 

• Odometer reading at the beginning and end of each trip 

You should also record your total mileage for the year, which requires noting your odometer reading on January 1 and December 31. 

For example, imagine you drove to a client meeting on February 15. You would record: 

• Purpose: Client consultation in Pasadena 

At year-end, let’s say your total mileage is 15,000, and 5,000 of those miles were for business.

That gives you 5,000 qualifying miles for this method. 

How to Calculate Your Deduction 

The IRS sets a new mileage rate each year. For 2025, the IRS business mileage rate is 70 cents per mile. 

To calculate: Business miles × IRS mileage rate = Deduction 

5,000 miles × $0.70 = $3,500 

This rate includes: 

However, you can still deduct business-related tolls and parking fees on top of the mileage rate. 

Limitations and First-Year Rules 

There are rules about when and how you can use the standard mileage method: 

1. Owned Vehicles: If you want to use the standard mileage rate, you must elect to use it in the first year the vehicle is available for business. After that, you can switch to actual expenses if it benefits you. 

2. Leased Vehicles: Once you choose the standard mileage method for a leased vehicle, you must stick with it for the entire lease period (including renewals). 

Method 2: Using the Actual Expense Method 

This method is more detailed but may lead to a larger deduction, especially if your vehicle has high operating costs. 

How to Track Your Expenses 

To use the actual expense method, you must keep comprehensive records and receipts throughout the year. Deductible expenses include: 

• Repairs and maintenance 

• Registration and license fees 

• Lease payments or depreciation (if you own the car) 

• Car washes (if used for business presentation) 

• Tolls and parking for business trips 

You’ll still need to track your business mileage to calculate the business-use percentage. 

For example, say you drove 10,000 total miles in 2025.

Of those, 4,000 miles were for business. That means 40% of your total use was for business purposes. 

If you spent $9,000 on vehicle-related expenses throughout the year, your deductible portion would be: 

$9,000 × 40% = $3,600 deduction 

How to Calculate Your Deduction 

The actual expense method involves multiplying your total vehicle-related expenses by the percentage of business use. Use the same business mileage tracking process discussed earlier to calculate this percentage. In addition, 100% of tolls and parking fees related to business use are deductible on top of the calculated deduction. 

Important Considerations with Actual Expenses 

• Keep every receipt and maintain digital backups 

• Use a spreadsheet or accounting software to categorize expenses 

• Make sure personal expenses (e.g., tickets, insurance for non-business drivers) are excluded 

Choosing the Best Method for Your Business 

So which method should you choose: standard mileage or actual expenses?

The answer depends on your situation. 

When to Use the Standard Mileage Rate 

The standard mileage rate is often better for: 

• Newer vehicles with low operating costs 

• Taxpayers who prefer a simpler process 

• Freelancers and self-employed individuals who don’t drive extensively for work 

When Actual Expenses Make Sense 

The actual expense method may yield a higher deduction if: 

• Your car is older and requires more maintenance 

• You have high insurance premiums or lease payments 

• You use the vehicle heavily for business purposes 

It’s a smart idea to calculate both methods during tax season to see which gives you the larger deduction. Many tax software platforms and professionals can help you compare them side by side. 

Essential Recordkeeping Tips 

The IRS requires that all deductions be supported with documentation. Whether you use the standard mileage rate or the actual expense method, your recordkeeping must be thorough. 

Documentation You Need 

• Mileage log with dates, destinations, and purposes 

• Receipts for all vehicle expenses 

• Year-start and year-end odometer readings 

• Proof of business ownership or self-employment (e.g., Schedule C) 

IRS Requirements 

You must keep vehicle expense records for at least three years from the date you file your tax return. If you claimed depreciation on the vehicle, keep those records for as long as the asset is depreciated, plus three years. 

Mileage Tracking Tools to Simplify the Process 

Rather than relying on handwritten logs or spreadsheets, many small business owners and freelancers use mileage tracking apps to automate recordkeeping. 

Top Mileage Tracking Apps 

• MileIQ: Automatically logs drives and lets you categorize them as business or personal 

• Everlance: Offers expense tracking and mileage logging with IRS-compliant reports 

• TripLog: Includes GPS tracking, route planning, and real-time syncing 

• Stride: Free mileage tracking tool with features for gig workers 

These apps help reduce human error, ensure compliance, and simplify tax prep by generating reports you can hand to your accountant or import into tax software. 

When to Seek Professional Help 

Vehicle deductions can be straightforward, but in some situations, they get more complex.

You can consult a tax professional if: 

• You’re unsure which method yields the highest deduction 

• You’ve claimed depreciation or plan to sell the vehicle 

• You use multiple vehicles for business 

• You switched from commuting to remote or hybrid work 

• You own a corporation and need to structure reimbursements or fleet policies 

Tax professionals can also help if you’ve made mistakes in prior years and need to amend returns or correct mileage logs. 

Depreciation and Vehicle Sales 

If you use the actual expense method and claim depreciation on your vehicle, selling it later can trigger a taxable gain (called depreciation recapture). A CPA can help you plan for this and minimize the impact. 

Frequently Asked Questions 

How do I record personal use of a business vehicle? 

Track personal and business miles separately using a mileage log or tracking app. Record odometer readings at the start and end of each trip and clearly label the purpose of each trip to distinguish personal use from deductible business use. 

Do you need evidence to support the use of a vehicle for business? 

Yes, the IRS requires documentation to prove business vehicle use. Acceptable evidence includes mileage logs, odometer readings, trip dates, destinations, business purposes, and receipts for fuel or maintenance tied to business travel. 

Is it better to write off mileage or gas? 

It depends.

The standard mileage rate is easier, while the actual expense method may yield a larger deduction if your car has high operating costs. Choose the method that provides the biggest legitimate deduction based on accurate records. 

How many miles can you write off without getting audited? 

There’s no specific mileage limit that triggers an audit, but unusually high mileage, especially without strong documentation, may raise red flags. Keeping accurate, IRS-compliant records is key to audit-proofing your deduction. 

Can you deduct both mileage and car expenses? 

No, you must choose either the standard mileage rate or the actual expense method. You cannot combine both. 

What are common mileage deduction mistakes? 

Frequent mistakes include estimating instead of tracking, including commuting miles, failing to log personal use separately, or using both deduction methods in the same year.

Inadequate or inconsistent logs are also a major red flag. 

Why did the IRS not accept my mileage log? 

Mileage logs are rejected if they’re incomplete, lack specific dates and business purposes, or appear to be estimated after the fact. The IRS requires “contemporaneous” records, or logs created at or near the time of each trip. 

Tax Help for Self-employed Taxpayers 

Knowing how to track and deduct business use of a personal vehicle can significantly reduce your tax bill and improve your business’s financial health. Whether you choose the standard mileage rate or the actual expense method, accurate tracking and good recordkeeping are essential. Evaluate both methods, use tools that make tracking easier, and don’t hesitate to consult a professional if your situation involves more than the basics.

Optima Tax Relief is the nation’s leading tax resolution firm with over a decade of experience helping taxpayers.     

If You Need Tax Help, Contact Us Today for a Free Consultation