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Guide · Mileage · Schedule C
Vehicle expenses vs standard mileage in Excel
Sole props usually claim car costs one of two ways: the IRS standard mileage rate (miles × cents) or actual vehicle expenses (gas, repairs, depreciation, etc., times business-use percent). Excel can support either — the columns you keep are different. This is record-keeping education, not tax advice.
Side-by-side (high level)
| Standard mileage | Actual vehicle expenses | |
|---|---|---|
| Core math | Business miles × IRS rate for that date | Eligible costs × business-use % |
| What you log | Date, purpose, business miles (odometer optional) | Receipts + miles (or days) for business-use % |
| Spreadsheet feel | Trip log with date-aware rates | Expense categories + annual % worksheet |
| 2026 wrinkle | Mid-year rate change (72.5¢ then 76¢) | Rates less central; documentation heavier |
| Best if | You drive for work and want a light habit | High costs / low miles — ask a preparer first |
Method choice can affect later years for the same vehicle. Confirm eligibility and current rules on IRS.gov or with a CPA. Yellowcell does not prepare returns.
If you lean standard mileage
- Log every business trip the day it happens (date, purpose, miles)
- Separate commuting from business purpose when the rules require it
- Use a date-aware rate so January–June and July–December 2026 do not share one cents-per-mile figure
- Export or print the year-end total for your preparer
If you lean actual expenses
- Keep gas, repairs, insurance, registration, and similar costs in labeled expense rows
- Still track total vs business miles (or days) so you can support a business-use percent
- Depreciation and lease rules are easy to get wrong — spreadsheet columns are not a substitute for a preparer
- Do not mix methods casually mid-stream without checking the rules for that vehicle
Practical Excel habit for most freelancers
Many sole props start with a standard mileage trip log because the daily habit is lighter. Keep a separate expense sheet for non-vehicle Schedule C categories (software, ads, supplies). If a preparer later prefers actual expenses, you still have miles for business-use percent — and receipts elsewhere.