MileagePilot

MileagePilot is a free, web-based reference and calculation service focused entirely on vehicle mileage reimbursement and tax deduction. It publishes the official per-kilometre or per-mile rates issued by tax authorities in nine jurisdictions — the United States (IRS), United Kingdom (HMRC), Canada (CRA), Australia (ATO), New Zealand (IRD), South Africa (SARS), Ireland (Revenue), Germany, and the Netherlands — and provides calculators that apply those rates correctly, including tier switches, threshold logic, and unit conversions.

The core workflow has three stages. First, a user looks up the applicable official rate for their country and tax year; every rate page cites the originating agency publication so that a reviewer or auditor can verify the figure independently. Second, the user runs the trip through a country-specific calculator that handles nuances such as the UK HMRC approved mileage allowance payment threshold (first 10,000 miles versus miles above that), Canadian provincial and territorial tier differences, and Australian cents-per-kilometre method rules. Third, the user transfers the result into a downloadable log template — available as an Excel workbook with a self-calculating summary sheet, a Google Sheets copy, or a printable PDF with 20 trip rows per page — that captures dated trips, business purpose, distances, and reimbursable totals required to satisfy an audit.

The site also provides supporting documents including a written reimbursement policy template, a recordkeeping checklist, and a mileage reimbursement form. Editorial guides cover topics such as what mileage reimbursement is, whether it is taxable, how it differs from an actual-expenses deduction, and state-level reimbursement laws in the US. A mileage FAQ section addresses which rate applies in different scenarios and what records must be kept.

MileagePilot is best suited to self-employed individuals, small-business owners, employees who submit mileage claims, and the accountants or bookkeepers who advise or assist them — particularly those working across multiple countries.

Because the site focuses on reference data and calculation rather than workflow automation or software integration, accountants may find it most useful as a quick-reference and client-handout resource rather than as a tool embedded in their practice technology stack.

MileagePilot is web-based and requires no installation, user authentication, or account system. There is no subscription or payment required; the site is free to use and is supported by advertising, which is disclosed on the site.

The service does not integrate with any external platforms. It does not connect to a smartphone to log trips automatically and does not integrate with accounting platforms such as QuickBooks or Xero. Users access the calculators and download the log templates — Excel workbook, Google Sheets copy, or printable PDF — directly from the site with no onboarding process involved.

MileagePilot is not a mileage-tracking application. It does not log trips automatically, does not process reimbursement payments, and does not connect to payroll systems or accounting platforms. Users must record their own trip data and enter it manually into the templates or calculators.

There is no stated AI capability and no user authentication or account system, so nothing is saved between sessions. Estimates are described as being for guidance only, and users are advised to confirm rates against the official publication for their tax year. Practitioners who need workflow automation or integration with their existing technology stack will need to look elsewhere.