Vehicle logbooks: Paper vs Electronic

The pen may be mightier than the sword – but can it beat the smartphone? When it comes to keeping track of vehicle mileage, we think not. 

When do you need to use a vehicle logbook?

If you’re claiming a tax deduction for car expenses in Australia, you’ve got two options:


 1. cents per kilometre method

 2. logbook method. 


Under the cents per kilometre method, you can claim a maximum of 5,000 business kilometres per car without written evidence. 


For claims over 5,000km, you’ll need to keep a logbook. 


Under the km logbook method: 


  • you need a logbook and the odometer readings for a minimum continuous period of 12 weeks
  • you can claim fuel and oil costs based on receipts or you can estimate the expenses based on odometer records that show readings from the start and the end of the period you had the car during the year
  • you need written evidence for all other expenses for the car – expenses include running costs and decline in value but not capital costs, such as the purchase price of your car, the principal on any money borrowed to buy it and any improvement costs
  • your log is valid for the next five years, as long as the logbook is indicative of everyday use. 

Logging those kilometres: what’s involved? 

In days gone by, you would have been required to keep a physical logbook, bought from a stationery supplier, and diligently track a WHOLE LOT of details over a continuous 12-week period, which would be used as a sample to work out your deduction for the financial year. 


The Australian Tax Office (ATO) website provides a comprehensive list of the details you're required to record in your logbook. These include:


  • the car’s odometer readings at the start and end of the logbook period
  • the total number of kilometres the car travelled during the logbook period
  • the business-use percentage for the logbook period
  • the number of kilometres travelled for each journey recorded in the logbook. 


That’s a lot of squinting at the odometer and careful printing in biro – feeling tired just thinking about it? We hear you. And so do the many software developers who’ve endeavoured to make the job easier. 

Paper vs digital 

Spoiler alert: digital’s better. 


Look, paper does have its perks. Some might argue that pen and paper feel more reliable and concrete, and – for the technophobes among us – less daunting to use. 


But the case for digital is stronger. Digital logbooks can:


  • record your trips using GPS (or allow you to enter them manually)
  • make the process faster (less squinting at the odometer, etc)
  • protect you better from user errors (if you forget to log a trip, for instance, you can later add your start and end points and your mileage can still be worked out accurately)
  • allow you to backup your data in case your device is lost or damaged
  • if they’re ATO compliant, export your records at tax time – easy peasy. 


A word of advice: most logbook apps rely on GPS tracking, so keep a phone charger handy.


What are the digital options? 

There are plenty out there. Here’s a quick overview of three best car log book apps:



  1. the ATO’s own app
  2. Driversnote app
  3. Little LogBook, a digital device that plugs into your car. 


ATO app

Available on: iOS, Android and Windows Phone


Free 


The ATO app allows you to track a range of deductions using myDeductions, as well as logging car trips using your choice of GPS, point-to-point calculations, or odometer readings. Since it belongs to the ATO you can trust that it’s in line with all the latest tax regulations, and you can upload your deductions directly to your tax return.


Driversnote app

Available on: iOS and Android


Free (Lite version) or paid (Basic and Enterprise versions) 


Driversnote is popular and highly rated by reviewers. It supports most countries and has default government mileage tracking values for Australia, plus the US, the UK, Canada, Denmark and Sweden. It’ll track mileage using your phone’s GPS, or you can opt to enter trips manually. And it’s ATO compliant – just export your data to a spreadsheet or PDF at tax time. 


LittleLogbook

No smartphone required


$99.95 one-off purchase 


Little Logbook isn’t an app – it’s a GPS logging device that plugs straight into your car with a USB adaptor. Designed in South Africa, with dedicated editions for Australia, South Africa, the US and New Zealand, the software works worldwide. If you forget to track a trip, you have the option of manually entering the data later. Plug the USB into your computer to backup your data and generate reports. 


Need more advice? 

Our professionals are happy to help you navigate the ins and outs of vehicle logbooks. Get in touch with us today.

Need help with your accounting?

Find Out What We Do
January 14, 2026
Set business goals you’ll actually hit. Track what matters, review often, celebrate wins, and make growth intentional. Read today’s article to learn more.
January 14, 2026
Understand the difference between major and minor building defects before you buy. Learn what’s serious, what’s wear and tear, and avoid costly surprises.
January 14, 2026
Thinking of starting a small business? Before you dive in, make sure your foundations are set: structure, ATO registrations, super, and workers comp. We’ve put together a simple guide to help you get started.
December 15, 2025
The Australian Government’s expanded 5% Deposit Scheme, which commenced on October 1, offers a fast-tracked path to home ownership for many aspiring buyers. By drastically reducing the deposit required and eliminating Lenders Mortgage Insurance (LMI), this program aims to unlock the door to your very own home sooner than ever thought possible. However, like any major economic policy, it has significant implications that buyers and taxpayers must consider. Here is a breakdown of how the scheme works, who qualifies, and what the potential impact could be on the property market. What is the 5% Deposit Scheme and how does it work? The scheme is designed to make home ownership more achievable, particularly for those struggling to save a 20% deposit. Low Deposit: The home buyer secures a loan with a minimum deposit of 5% (for First Home Buyers) or 2% (for single parents/legal guardians). Government Guarantee: Instead of the buyer paying LMI (which protects the lender), the Australian Government provides a guarantee to a Participating Lender. This guarantee allows the lender to provide a home loan covering up to 95% or 98% of the home's value without the usual LMI fee. No LMI: The buyer avoids paying Lenders Mortgage Insurance, significantly reducing upfront costs.  Key features of the expanded program include no income caps, as well as unlimited spots and no waiting list. The Scheme also makes a wider choice of home types available (houses, apartments, house/land packages, vacant land with a building contract, new or existing homes). It’s not just for first home buyers!
December 15, 2025
Christmas can be the most wonderful time of the year—it can also be one of the most expensive. The key to enjoying the festive season and reducing the risk of financial stress is careful planning. As your financial partners at Ascent Accountants, we want you to focus on what truly matters—time with friends, family, and peace of mind. Six essential budgeting tips to help you take control of your Christmas spending. 1. Make a detailed budget list. The sooner you start, the more control you have. Begin by listing every expense you anticipate, including gifts, food, clothes, travel, and entertainment. Once you have your total, check it against your available funds. If the total feels too high, look at where you can cut back or spread the cost. Being realistic from the beginning prevents surprises later. 2. Prioritise what truly matters (and pay your priority debts!). When money is tight, focus your funds on the essentials and the things that genuinely bring the most joy. Order your list by priority (e.g., gifts for children first, then shared family meals, then travel). It’s okay—and essential—to say 'no' to extras that don’t fit your budget. Always consider your priority payments and debts before any other Christmas spending. Priority debts, like rent, electricity, or car insurance, must always come first as they significantly impact your day-to-day life if left unpaid. 3. Be cautious with credit and 'Buy Now, Pay Later' arrangements. It's tempting to use a credit card or a Buy Now, Pay Later option, especially when promotions promise delayed payments. However, small instalments add up quickly, and missing a payment can result in fees and/or negatively impact your credit record. If you do use credit, only borrow what you can comfortably afford to repay, and make a solid plan to pay it off as soon as possible in the new year. 4. Compare prices & shop smart. Always take time to research before you buy. Comparing online and in-store prices can result in significant savings. Be wary of high-pressure sales events like Black Friday, which often encourage impulse spending. Before purchasing, ask yourself three questions: Do I really need this? Is this on my original budget list, or is it extra? Is this truly a bargain if I don't actually need it? 5. Suggest a 'Secret Santa'. If your family or friend group has traditionally bought gifts for everyone, suggest switching to a Secret Santa arrangement. Setting a sensible spending limit or pooling funds for one thoughtful gift makes things easier and less expensive for everyone. Often, homemade gifts or vouchers for experiences are more meaningful and last longer in the memory than expensive presents. 6. Plan ahead for next year. The best way to guarantee a calm, affordable Christmas next year is to start preparing now. After this year's holidays, take note of exactly what you spent and where the money went. Set a goal for next year and start a small savings fund. Even setting aside $5 or $10 a week can make a monumental difference in managing next Christmas without stress. Need to tidy up your finances after the holidays? If the Christmas period leaves you needing advice on debt consolidation, setting up a savings plan, or just better budgeting habits for the new year, contact the team at Ascent Accountants. We can help you build the confidence to hit your financial goals!
December 15, 2025
As the end of the year approaches, businesses are gearing up for the festive season, which means planning the annual Christmas party and showing appreciation with gifts. While the cheer is high, so too are the complexities of Fringe Benefits Tax (FBT). Getting the FBT treatment wrong can turn a simple celebration into an unexpected tax bill. As your trusted advisors at Ascent Accountants, here is a breakdown of the key tax rules, with a focus on the crucial $300 per person limit, to ensure your end-of-year generosity is tax-effective. The critical $300 minor benefit threshold. The Minor Benefits Exemption is your best friend for managing FBT. A benefit is generally exempt from FBT if its total notional taxable value is less than $300 (GST inclusive) per person, and it is provided infrequently and irregularly. Christmas parties (entertainment) The location and cost of your party are the key factors for FBT.
More Posts