Mileage reporting
Monthly mileage report for your accountant: closing routine
Use a repeatable month-end check for classification, odometers, evidence, PDF and CSV exports.
A monthly report should be the outcome of review, not the start. Regular closure keeps missing purposes and gaps small enough to explain.
Use the same sequence every month and deliver files that are readable and reusable.
Lock the reporting period
Select exact dates, vehicle and driver. Check trips around midnight, month-end and time-zone changes.
Resolve exceptions
- Classify open trips
- Add business purposes
- Complete missing places
- Investigate gaps and overlaps
- Confirm manual edits
Compare supporting sources
Sample calendars, invoices, work orders, parking or charging records to see whether the pattern is logical.
Deliver PDF and CSV
PDF gives a quick review; CSV supports sorting and import. Use consistent filenames and retain the version actually sent.
Turn the guidance into a controlled workflow
Use “Monthly mileage report for your accountant: closing routine” as a working checklist with a real reporting period, not as a one-time reading exercise. Capture each drive promptly, add its business context while it is still fresh, and flag anything that relies on an estimate or manual correction.
Set one short weekly review and a formal month-end close. This separates routine classification from final approval and keeps a small uncertainty from becoming an unexplained annual total.
Verify the result before you rely on it
Check a sample against your calendar, invoices or other business records. Confirm the vehicle, driver, dates and category filters, then open both the PDF and CSV exports instead of assuming a completed export is usable.
Store the exact version you shared and record why a later correction was necessary. Tax rules and retention periods depend on country and situation, so verify current local requirements with the relevant authority or a qualified adviser.