Manual or Electronic Mileage Log – What’s the Difference?

For companies that use vehicles for work, it is important to keep a record of how they are used and to distinguish between private and business trips. Many businesses start with a manual mileage log because it feels easiest to simply write everything down on paper, in Excel or in a free template. But if trips and distances are not recorded straight away, it is easy to miss journeys and difficult to remember everything afterwards. Problems often start when there are more trips, more people driving the vehicle and more information to keep track of.

So, what is the difference between a manual and electronic mileage log, and when does it make sense to switch?

What is a manual mileage log?

A manual mileage log means that you, as the driver, record your trips yourself. This is usually done with pen and paper, in an Excel spreadsheet or using a free mileage log template. Everything is entered manually, so you need to remember to record each trip.

The advantage of a manual mileage log is that it can be a simple way to keep track of everything if you only drive occasionally for work, provided the information is correct and trips are entered straight away. It is also an inexpensive option that may cost little more than a mileage logbook or template.

The downside is that someone always needs to remember to keep it updated. If a trip is missed, the information has to be reconstructed afterwards.

What is an electronic mileage log?

An electronic mileage log is a system that automatically records your trips and stores the information digitally. You do not have to manually enter every trip or distance travelled, as this information is logged automatically.

Some details may still need to be added, such as the purpose of the trip or which customer or company you visited. The Swedish Tax Agency recommends keeping a detailed mileage log and lists information such as the date, odometer reading, start and end addresses and purpose of the trip among the details that should be included. A mileage log can be kept on paper, on a computer or electronically.

Manual vs electronic mileage log

When is it time to switch to an electronic mileage log?

A manual mileage log can work well when there are only a few trips and it is easy to remember to enter the information as you go. It is often when the amount of driving increases that the practical problems start to appear.

You might realise at the end of the week that a few trips are missing and have to go back through your calendar to remember where you drove. Or several employees may use the same company vehicle, making it harder to keep the mileage log complete. As the company adds more vehicles, the amount of information that needs to be recorded and compiled also increases.

There is no specific point at which a company has to switch from a manual to an electronic mileage log. But if trips start getting missed, information regularly has to be added afterwards or administration is taking more and more time, it may be a natural point to start automating the process.

What does the Swedish Tax Agency say about mileage logs?

The Swedish Tax Agency recommends keeping a detailed and continuously updated mileage log. It can be kept on paper, on a computer or electronically and should include information such as the date, the vehicle’s odometer reading at the beginning and end of the trip, distance travelled, start and end addresses and the purpose of the trip. For business trips, it should also include information about the places, companies or contacts visited.

A mileage log is an important way of documenting how a company vehicle has been used and distinguishing between private and business trips. This makes it particularly important that the information is complete and that trips are not forgotten.

Is an electronic mileage log worth the cost?

One clear difference between a manual and electronic mileage log is the cost. A manual mileage log can essentially be free, while an electronic solution will usually involve a cost for the system and sometimes for equipment or a subscription.

But there is another cost to consider: time. When several employees use company vehicles and everyone needs to spend working time filling in a manual mileage log, a free template is not really free in practice. Someone may also need to check and compile all the information.

With an electronic mileage log, trips are recorded automatically, allowing that time to be spent on other tasks instead. The more people who drive and the more trips the company makes, the greater the difference in ongoing administration can become.

Manual or electronic mileage log – which should you choose?

A manual mileage log may be better if you make relatively few trips, are the only driver, have little administration and consistently update the log so that no trips are missed.

An electronic mileage log may be better if the vehicle is used frequently or by several people, the company has multiple vehicles, trips are being forgotten or the administration is starting to take up unnecessary time.

Simplify your mileage log with MiniFinder Triplog

If your manual mileage log is starting to take up too much time, the next step may be to automate the process. MiniFinder Triplog is an electronic mileage log that automatically records trips and stores the information digitally.

MiniFinder Zepto is easily connected to the vehicle and records each trip, including start and stop points, addresses, route and distance travelled. The information is then collected in MiniFinder Triplog, where trips can be reviewed, managed and exported when needed.

This means you no longer have to rely on every trip being entered manually and reduces the risk of journeys being forgotten. At the same time, you get a clearer record of the company’s mileage and can spend less working time on administration.

Learn more about MiniFinder Triplog and electronic mileage logs.