Mileage logbook guide

Mileage allowance and the mileage logbook: how to record business drives with Kvitox Business

You only get a mileage allowance for business drives if they are recorded: date, route, kilometres and purpose. Recording on your phone is easier than a notebook, and at the end you can produce a yearly logbook. This guide covers address-based recording, GPS recording, country-specific rates and exporting the logbook.

Written by Aleksi Kiltala, Kiltala Oy · Published 9 November 2026

Short answer

Enter the start and destination addresses and Kvitox Business finds the route with alternatives, or record the drive with GPS (Pro). Add the purpose and choose the vehicle, and the allowance is calculated with your country’s official rules, for example 0.55 €/km for a car in Finland in 2026. The logbook is exported as a PDF for a year and a vehicle (Pro). The figures are examples and not tax advice.

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Basics

What goes into a mileage log

Date and route

Start and destination and, if needed, stops. Addresses can be searched or picked from saved places.

Kilometres

The distance comes from a route lookup, a GPS recording or manual entry. If you enter odometer readings, the distance is their difference.

Purpose

For the logbook, every drive needs a purpose, and optionally a project or business trip.

Vehicle and allowance

The allowance is calculated by vehicle type and the country’s rules. In Finland, the 2026 mileage allowance for a car is 0.55 €/km.

Steps

How to record a drive

You can record a drive in three ways.

By addressEnter the start and destination. On iPhone the route comes from Apple Maps, on Android from Google Maps. The shortest route is used by default, and you can pick an alternative.
Round trip and stopsRound trip doubles the distance, and the Return trip button creates the reversed drive. You can add stops to the route.
With GPS recording (Pro)Start the recording from the app. On iPhone it continues while you use other apps; on Android it runs as a foreground service with a visible ongoing notification. The app does not ask for background location. Points are saved as they arrive, so a recording survives the app being closed.
By hand or odometerYou can also enter the kilometres by hand or record the odometer start and end. A distance you edit by hand is marked as manual.
Purpose and saveEnter the purpose straight away. Frequent routes appear as quick picks, and Repeat copies an earlier drive with today’s date.

Allowances

Country-specific mileage rates

Kvitox Business includes ready-made rules for 26 countries.

Finland 2026

According to the Finnish Tax Administration, the mileage allowance for a passenger car is 55 cents per kilometre in 2026. Towing a trailer adds 9 cents.

Annual bands

In some countries the rate changes with the kilometres driven in the year. The app recalculates the year’s drives when a drive of the same year changes.

Locked drives

Drives in a submitted report are locked, so their amounts do not change. Amounts are stored with the rule that was used.

Your own rate

If your country is not on the list or your company uses its own rate, you can use your own mileage rates.

Logbook

The yearly mileage logbook as a PDF (Pro)

You make the logbook on the Reports tab.

Choose the tax yearThe logbook covers one tax year.
Choose the vehicleThe logbook is made per vehicle, and you can have several vehicles (Pro).
ContentsThe logbook has odometer readings, route, purpose, kilometres and totals in the official format.
Export and keepYou can export the logbook as a PDF and share it or save it to your own archive.

Note

Allowances are not tax advice

Kvitox Business bases the allowances on official figures, but the calculations are not tax advice. Check your own allowances with the Finnish Tax Administration, your employer or your accountant. What counts as a business drive rather than commuting depends on your own situation.

The free version lets you record five new drives per month by address or by hand. GPS recording, the logbook and multiple vehicles are part of Pro. See also Travel claim and per diems.

FAQ

Frequently asked questions

Do I need GPS recording for a mileage log?

No. You can record a drive by address, by hand or with odometer readings. GPS recording is a Pro feature and an option.

Does my location go to the developer?

No. The developer cannot see your data. Location is used only while you record a drive, and the points stay on your device. Address search and routes are handled by Apple Maps on iPhone and Google Maps on Android.

Does GPS recording work with the phone locked?

On iPhone recording continues while you use other apps. On Android it runs as a foreground service with an ongoing notification. The app does not ask for background location access.

Can I export the logbook as a file?

Yes, as a PDF for a tax year and a vehicle. The logbook is a Pro feature.

What is the mileage allowance in Finland in 2026?

According to the Finnish Tax Administration, the tax-free allowance for a passenger car is 55 cents per kilometre. Towing a trailer adds 9 cents. Check your own situation with the Finnish Tax Administration.

Does Android work without Google Maps?

Yes. Without map access you can still record drives with GPS or enter the kilometres by hand.

Sources

The features of Kvitox Business were checked against the app’s specification and store description on 9 November 2026. The allowance amounts are examples from Finland for 2026 and are not tax advice: check your own allowances with the Finnish Tax Administration, your employer or your accountant.

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