How to Track Mileage and Expenses as a Landlord (2026 Rates, Logs and Common Mistakes)

Driving is one of the most commonly under-documented landlord expenses. Trips to show a unit, meet a plumber, pick up supplies or post a notice add up, but only if you can show when, where and why you drove. This guide covers what the log needs, the 2026 rates, the rules that trip people up, and a routine that takes about five minutes a week.

The 2026 standard mileage rates

The IRS changed the business rate partway through 2026, so trips need to be split by date:

Rates per the IRS standard mileage rates page, checked October 5, 2026. Example: 180 qualifying miles from January to June and 240 from July to December works out to (180 × $0.725) + (240 × $0.76) = $130.50 + $182.40 = $312.90, before parking and tolls.

Which trips count, and the rule many landlords miss

Publication 527 says you may be able to deduct ordinary and necessary local transportation expenses incurred to collect rental income or to manage, conserve, or maintain your rental property. It also says that travel between your home and a rental property generally counts as nondeductible commuting, unless your home is your principal place of business (see Publication 587 on what qualifies).

In practice, that means the following categories, which you should confirm with your preparer:

Because this depends on your setup, log every rental-related trip with its purpose. Your preparer can decide what qualifies. You can’t reconstruct a log you never kept.

What a mileage log needs to show

Publication 463 expects adequate, timely records. For each business trip, record:

Also record your odometer reading on January 1 and December 31 each year, and total miles driven, so business-use percentage can be calculated if needed.

“Timely” matters. A log written during the week of the trips is far stronger than one recreated from memory in March.

Standard mileage rate vs. actual expenses

Most small landlords use the standard rate for simplicity. Whichever method you use, parking fees and tolls for business trips are tracked separately. Don’t skip them.

Choosing a tracking method

The best method is the one you’ll still be using in November.

Expenses beyond mileage: a weekly routine

Mileage is one piece of a broader habit. Once a week (Sunday evening works for many people):

• Log this week’s rental trips (date, route, purpose, property, miles)
• Add parking and toll receipts
• Scan any paper receipts and name them YYYY-MM-DD_Vendor_Property_Amount_Category. See organizing records
• Check the rental card and bank account for any unrecognized charges
• Tag each expense with property and category (Schedule E line)
• Note any large purchase that might be an improvement rather than a repair, for your preparer

Common mistakes

1. No contemporaneous log. A year-end estimate (“about 1,000 miles”) is weak support.
2. Ignoring the mid-year rate change. In 2026, January–June and July–December miles use different rates.
3. Logging commuting as business without checking the home-office rule.
4. Forgetting parking and tolls, or claiming them twice when using actual expenses.
5. Mixing personal and rental purchases on one receipt without noting the split.
6. Using personal accounts for rental expenses, which makes reconstruction painful. A dedicated card fixes this.

How it flows to Schedule E

Mileage and other vehicle costs go on line 6 (Auto and travel) per property. Supplies, repairs and other receipts go on their own lines. See Schedule E line by line. At year-end, give your preparer the total miles per property per rate period, parking/toll totals and the log itself. It’s part of the year-end checklist.

If you have more than one property, split trips that serve several properties (one hardware run for two units) in a consistent, reasonable way and note how you did it.