How to create a report

Keeping track of your trips and creating a report is an organized, tax-compliant way to document your mileage reimbursement claims or tax deductions. In this article, you'll learn step by step how to create your customized reports in the app and on the website and how to share or download them as PDF or Excel files.  

Are you on a Team? Check out this guide: Mileage reporting for teams

In this article


Setup reporting periods

How often do you need to report? Customize your reporting periods and make reporting even faster.
We will send you reminders when it is time to report. Once you’ve set a reporting period, you’ll easily be able to select and use it in the date filter drop-down menu when creating a report.
In the mobile app: 

The quickest way to set your reporting period is to tap on the Report icon in the menu at the bottom of the screen. Under the date range filter, tap Edit periods. Here you can set the period and check the box if you want an email reminder.

On the Driversnote web: 

After logging in, click Settings, then Workplaces. Here you can set the period and check the box if you want an email reminder.  

Alternatively, you can use one of our standard date filters or select a custom date range. 


It's my first time creating a report in the app

First time making a report and a bit unsure? Don’t worry! We’ve got you covered. Check out the video where Lissi from our support team takes you through creating a report step-by-step. Otherwise, you’ll find the instructions written below.

  1. If this is the first report you are creating a report, you will be brought right to the "Generate report" screen when you tap on the Report icon in the menu 
  2. Use the filters to customize what you would like to be in your report:
    - Date range for the report
    - Trip types: Business, Private/Personal, or both
    - Show or hide the odometer readings (if you have entered any)
    - Vehicle and Workplace (if you have more than one) 
  3. In the report preview, below the filters, you will see a summary:
    - Distance
    - Total reimbursement (if applicable)
  4. In your report details, you can edit  Driver details,  License no., and  Workplace details - these details will be added to your report’s letterhead
  5. If you would like to preview the PDF version of your report, tap Preview PDF
  6. Tap Save in the top right corner

→ Once you create a report, it will be saved under "My reports". You can now send your report or download it as a PDF/Excel file directly through the app.

→ To share your report, tap on the “envelope” icon at the top right corner of the screen, enter the recipient's email address and write a short note. If you are on a team, you will be able to send it directly to your team admin for approval.

→ To download your report, tap on the download icon at the top right corner of the screen. You'll be given a choice between downloading your report as either a PDF or Excel file. You will then be able to save the document on your device.


How to create a report in the app

  1. To create a report in the app, tap on the Report icon in the menu at the bottom of the screen
  2. You’ll see a summary of all previously created reports
  3. To create a new report, tap on the + sign in the top right corner of the screen
  4. You can create your custom report by selecting the vehicle, workplace, date interval, trip type (Business or Private/Personal), and whether or not you want it to show your odometer readings
  5. In your report details, you can edit Driver details (name, address & personal ID number),License no., and Workplace details (name & address). These details will be added to your report’s letterhead
  6. If you would like to preview the PDF version of your report, tap Preview PDF 
  7. When you are done, tap Save in the top right corner
Please note

If you make changes to your logged trips (or log new trips) on dates that you have already created a report for, those changes will not be seen on the saved report and you will need to open the existing report and click Apply Updates

→ Once you create a report, it will be saved under "My reports". You can now send your report or download it as a PDF/Excel file directly through the app

→ To share your report, tap on the envelope icon at the top right corner of the screen, enter the recipient's email address, and write a short note. If you are on a team, you will be able to send it directly to your team admin for approval

→ To download your report, tap on the download icon at the top right corner of the screen. You'll be given a choice between downloading your report as either a PDF or Excel file. You will then be able to save the document on your device

→ To rename a saved report, find the report you wish to rename and tap to open it. Then tap on the three dots at the top right corner of the screen and select Rename


How to create a report from your web account

Check out our video guide on how to create a report from your desktop:

  1. Log in to your Driversnote account on the website
  2. Click on Reports to navigate to your report overview
  3. If this is your first report, you’ll be taken directly to the "Generate report" screen. Otherwise, click on + Create report
  4. Choose what you would like to show from the filters: vehicle, workplace, date interval, trip type, and workplace
    - You can also choose whether or not to include your odometer readings in reports (keep in mind, it may not be a requirement in your country)
  5. In your report details, you can edit Driver details, License no., and Workplace details. These details will be added to your report’s letterhead
  6. If you’d like to preview the PDF version of your report, click Preview 
  7. Click Save and view report 
  8. The report is now saved on your account
→ When you select Download, you’ll be given a choice between downloading your report as either a PDF or Excel file. You will then be able to save the report, attach it to an email, or print it from your computer.
→ If you’d like to share your report directly from the app, click Send to email your report and attach a message to the recipient
→ Saved reports will be visible when you click Reports in the menu at the top of the screen. If you receive reports from team members yourself, you can also see them here under "Team reports"
Please note

If you make changes to your logged trips (or log new trips) on dates that you have already created a report for, those changes will not be seen on the saved report and you will need to open the existing report and click Apply Updates


How do I update an existing report?

If you have already created a report, but have made changes to trips in the report (for example, added or deleted a trip, changed a trip type, etc), you can update the report to apply these changes.

In both the app and on the web:

  • Go to Reports
  • Scroll and find the report in question
  • We’ve added a small alert symbol (!) to show you that there are changes to be applied
  • Select the report, and review the changes
  • Select Apply Updates
  • Submit, download, or send the report again if necessary

Below you can see a report that has updates (1 trip has been removed and 2 trips will be added). You can see how to review these changes and apply the updates to create a new report:

Please note: Please note that if you have submitted or emailed a report, this report will not be updated. Once you’ve applied the updates you will need to submit or email the report again. Use the note section to let the receiver know that they are receiving a newly updated report.


What should I include in my mileage report?

What your mileage report must contain depends on your local tax authority’s requirements and your personal situation. Driversnote helps you be tax-compliant by providing all the necessary details you can be obliged to fill out, but it is your responsibility to log all the needed information. 

You can read about mileage log requirements in our guides for the US, Canada, Australia, Denmark, Sweden, the UK and the Netherlands

You can use the Driversnote app as your car log book and generate reports from your entries. 


Common questions

Q: I want to see the start and end times for each trip. How can I view them?

The start and end times will be visible in the Excel version of the report. 

Q: Can I set a periodic reminder for creating a report?

You can set a custom reporting period to create mileage reports with the correct time frame for your deductions and reimbursement. We’ll then notify you via email when you need to create a report. See how to set a reporting period and reminder here.

Q: I made changes to my trips. Why is my report not changing?

Note that if you record new trips or make changes to your already logged ones after creating a report, those changes will not be seen on the saved report and you’ll need to open the report, and click Apply updates. Alternatively, you can create a new report and delete the old one.

Q: I have several workplaces. How do I make one single report for all of them?

It is not possible to create one single report including all workplaces. You can only make one report per workplace. Please note that after downloading each of them as an Excel file, you can always combine (stitch the reports together) and edit them in Excel.

If you added trips to the wrong workplace, you can easily move them over to the correct one. On the website, select all trips that apply and move them to the new workplace. 

Q: I have several vehicles. How do I make one single report for all of them? 

It’s not possible to create one single report for more vehicles. You can only make one report per vehicle. Please note that after downloading each of them as an Excel file, you can always combine (stitch the reports together) and edit them in Excel.

If you added trips to the wrong vehicle, you can easily move them over to the correct one. On the website, select all trips that apply and move them to the new vehicle. 

Q: I only want to show my business-related trips. How do I do this?

When creating a report, there are several filters. One of them lets you choose whether to show business, personal/private, or both.

Q: How do I include my odometer readings in the report?

When you create and save the report you can choose to have odometer readings included. They will show up next to each trip.

Q: I have received an alert that I have odometer inconsistencies in my report. How do I fix them? 

Scroll down in the report to the odometer inconsistencies. They will be highlighted in yellow. Tap on them to correct or delete them. 

Q: I want to edit my report. How do I do this?

All reports are downloadable in Excel format. You can edit them if you need to add any additional details.  

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