Vehicle Mileage Log
Keep a contemporaneous mileage record in the vehicle, which is the kind that stands up, rather than one reconstructed at the year end.
GF-02 1 page
Trade job forms · TJ-38
Trade Callout Rate and Travel Sheet
A free printable callout charge sheet — your own rate bands written once, then every visit with times, miles, hours, parking and the band it goes out at.
Download Free · no sign-up
One page. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.
Print it and write on it
Fill it in type and save
The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.
What this sheet is for
Stop losing the miles, the parking and the second hour on jobs invoiced from memory a week later.
Who it is for
Sole traders and small firms in any trade that charges a callout — plumbers, electricians, locksmiths, appliance engineers, drainage.
How to use it
- Write your own rate bands, mileage rate and what the first hour includes at the top of the sheet.
- Log each visit as you leave it: times, round-trip miles, band letter, hours charged, receipts.
- Fill in the totals at the foot when the sheet is full.
- Tick each line off as it is invoiced, so nothing is missed and nothing is billed twice.
What is on the sheet
One page, top to bottom:
Printed under the title: Every callout on one sheet: where you went, when you left and got back, the miles, the time on the job and which of your own rates it goes out at, so the invoice is written from a record rather than a memory.
Your rates, written once. No rates are printed here. Write your own rate bands once at the top — standard, out-of-hours, mileage, what the first hour includes — and then each job only needs the band letter. The mileage figure is yours or your accountant's; the callout charge is whatever you quoted. This sheet holds the times and distances the charge is worked out from.
Write-on lines: Trade / business · Van reg · Week or month · Base address (miles from) · Rate A (standard callout) · Rate B (out of hours) · Rate C (other) · Mileage rate · First hour includes
Callouts — one line per visit — a return visit is a new line
Table, 10 rows: Date · Customer & address · Left base · Arrived · Left job · Miles · Band · Hours charged · Parking / tolls · Invoiced?
Write-on lines: Totals: miles · hours charged · parking & tolls · jobs · still to invoice
Questions
Why does the sheet not suggest a callout rate?
Because the right rate is your own — it depends on your trade, your area, your overheads and what you quoted. The sheet gives you blanks to write yours once and a band column so each line only needs a letter.
Can I use this for mileage records?
It records the miles per job, which is what an invoice needs. For a running vehicle mileage record kept for your accountant, use the Vehicle Mileage Log alongside it.
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