2026 mileage log
Trip mileage records and any log documents for the year in one place.
Gig driving · Accountant handoff
Organize your rideshare and delivery records for handoff
Driving for Uber, Lyft, DoorDash, or Instacart means your two biggest tax stories are miles and vehicle costs — and both are easy to lose by year-end if you don't capture them as you go. Your accountant needs your mileage log, your fuel and maintenance receipts, and your monthly platform payouts in one organized place. Cash Workspace gives you folders for each, where every expense carries its receipt and every payout statement is filed by month.
The problem
Why driver records vanish by tax time
Miles and small vehicle costs accumulate daily and disappear into receipts on the seat and apps you can't easily pull a year out of.
- Mileage isn't logged anywhere consistent, so the year's total is a guess.
- Fuel and car-wash receipts fade in a cupholder and never get recorded.
- A maintenance bill from spring is gone by the time you file.
- Phone and accessory costs split between work and personal use go untracked.
- Platform payouts live in apps and aren't saved as documents your accountant can open.
The workflow
Capture driver records as you go
Keep a mileage log, record each vehicle cost with its receipt, and file payout statements by month.
- 1
Keep a mileage-log folder
Maintain a mileage-log folder and add your trip mileage records and any log documents so the year's miles are in one place.
- 2
Record fuel and upkeep
Log each fuel fill, car wash, oil change, and repair as an expense with date, vendor, amount, and category, attaching the receipt.
- 3
Record phone and accessories
Add phone bills, mounts, chargers, and hot bags as expenses, noting any split between work and personal use.
- 4
File payout statements by month
Save each platform's monthly payout statement in a payouts folder, one per platform per month.
- 5
File by fiscal year
Roll the mileage, expense, and payout folders into the current fiscal-year folder.
- 6
Review and export
Check for missing receipts and skipped months, then export the organized records for your accountant.
Record structure
What to record for each driver expense and payout
A small, consistent field set keeps daily costs from slipping away before tax time.
- Date
- When the cost was paid or the payout arrived, for the right month and fiscal year.
- Category
- Fuel, maintenance, car wash, phone, accessories, or platform fees.
- Vendor or platform
- The gas station, shop, or the platform for payouts and fees.
- Amount
- The total and currency, matching the attached receipt or statement.
- Receipt or statement
- The fuel or maintenance receipt, or the payout statement, attached to the record.
- Mileage
- Trip or period mileage kept in the mileage-log folder for the year's total.
- Platform
- Uber, Lyft, DoorDash, or Instacart, so payouts are documented per platform.
- Work/personal note
- A flag on shared costs like phone use that may need splitting.
Example setup
An example driver folder setup
A simple fiscal-year layout for a gig driver in your workspace.
2026 fuel & maintenance
Fuel, car-wash, oil-change, and repair receipts attached to each record.
2026 phone & accessories
Phone bills, mounts, chargers, and hot-bag receipts with work/personal notes.
2026 payout statements
Each platform's monthly payout statement saved as a document.
Common mistakes
Mistakes that cost drivers at handoff
- Not keeping a consistent mileage log, leaving the year's miles to guesswork.
- Letting fuel and car-wash receipts fade in the car instead of recording them.
- Forgetting a spring maintenance bill by the time you file.
- Ignoring the work/personal split on phone and accessory costs.
- Leaving payouts in the app with no statement saved as a document.
How it helps
How Cash Workspace helps
A home for mileage
Keep a mileage-log folder so your trip mileage and any log documents stay in one place all year.
Vehicle receipts attached
Attach each fuel, car-wash, and maintenance receipt to its expense record so proof stays with the amount.
Monthly payout folder
File each platform's monthly payout statement so income is documented per platform per month.
Fiscal-year handoff
Roll mileage, expenses, and payouts into one fiscal-year folder and export it for your accountant.
Related
Related driver finance workflows
Mileage log folder
Keep your mileage records ready to hand off.
Income records folder
File platform payout statements as income documentation.
Business receipt organizer
Organize fuel and maintenance receipts the consistent way.
Personal trainer handoff
See another mobile, gig-style handoff.
Year-end accountant handoff
Run a full year-end handoff end to end.
All finance workflows
Browse the full Cash Workspace workflow library.
FAQ
Rideshare & delivery driver handoff FAQ
- How should I keep my mileage for my accountant?
- Maintain a mileage-log folder and add your trip mileage records and any log documents there. Keeping it in one place means the year's miles are ready to hand off instead of reconstructed at the deadline.
- What vehicle costs should I record?
- Record fuel, car washes, oil changes, repairs, and accessories as expenses with receipts attached. Categorizing them keeps the vehicle picture clear for your accountant.
- How do I document payouts from multiple platforms?
- Save each platform's monthly payout statement as a document in a payouts folder, labeled by platform and month, so income from Uber, Lyft, DoorDash, or Instacart is each documented separately.
Organizing help — not tax, accounting, or legal guidance
Cash Workspace is a free workspace for organizing invoices, expenses, receipts, clients, and documents. This page is organizing guidance only — not tax, accounting, legal, or bookkeeping guidance. Cash Workspace does not connect to your bank, does not scan or read your receipts for you, and does not move or collect payments. Whether an expense is deductible depends on your situation, so confirm it with a qualified accountant or tax professional.
Hand off a clean driving year
Start a free workspace and keep your mileage log, fuel and maintenance receipts, and monthly payouts in one place so your accountant gets the full year without guesswork.