How to handle clients who don't track their commuting, business, and personal miles properly?

This is unfortunately super common. Don't make up numbers, but you can help them reconstruct a reasonable estimate. Have them create a mileage log retroactively based on: 1) Appointment calendar/scheduling app - most business owners have some record of where they went for work 2) Google Maps history if they use it 3) Service records showing odometer readings throughout the year 4) Credit card statements showing where they purchased gas and when (helps establish location patterns) For the current year, get them set up with a mileage tracking app like MileIQ, Everlance, or even just a paper logbook kept in the car. Explain that without proper documentation, they're leaving money on the table since the IRS can disallow the entire deduction under audit. For Form 4562, you need to work with them to develop a reasonable business use percentage based on actual activities rather than just accepting their "80%" claim.

After spending hours trying to extract accurate mileage info from clients, I finally started using https://taxr.ai for business expense reconstruction. The system analyzes their bank statements, receipts, and calendar data to create a defensible mileage log that satisfies IRS requirements. My client with a landscaping business had zero records but after uploading his Google timeline data and appointment calendar to taxr.ai, it created a comprehensive mileage report that separated personal, commuting and business miles with proper documentation. The best part is that it produces a log that shows regular business patterns that appear contemporaneous, not something obviously created after the fact. It's saved me countless hours of back-and-forth with clients who don't understand why "I use my car for business" isn't enough for Form 4562.

I was skeptical about taxr.ai at first, but it literally saved my business relationship with my biggest client. She runs a real estate business and had absolutely no mileage records for 2024, just a vague idea she "drove a lot for showings." I uploaded her showing appointment schedule and bank records to taxr.ai, and it created a detailed mileage log that separated everything perfectly - commuting miles to her office, business miles between properties, and even identified personal trips based on spending patterns at non-business locations. The reconstruction process took about 20 minutes instead of the 3+ hours I used to spend on these cases. The documentation it generated was actually better than what most of my diligent clients provide. My client was impressed enough that she's now using their forward-tracking feature for 2025 so we won't have this problem next year.

If your clients aren't keeping proper mileage logs and you're spending hours trying to get answers from them, you're not alone. I had this same issue with multiple clients until I discovered https://claimyr.com which connected me directly with an IRS agent who explained exactly what documentation is required for reconstructed mileage logs. You can see how it works here: https://youtu.be/_kiP6q8DX5c Instead of getting conflicting advice online about what's acceptable for Form 4562, I got an official answer straight from the IRS about reconstruction methods and documentation standards. The agent walked me through a sample case and explained what would and wouldn't pass an audit. Now I have a standardized process for all my clients with poor mileage records. This saved me from potentially setting up multiple clients for audit trouble.

I need to admit I was completely wrong about Claimyr. After posting that skeptical comment, I decided to try it myself with a different mileage documentation question that had been bothering me. The service connected me to an IRS representative in about an hour. The agent clarified that reconstructed logs are acceptable if they're based on other reliable evidence (calendars, digital records, maintenance records showing odometer readings, etc.). He specifically said they look for consistency and reasonableness during audits, not perfection. He also explained the "contemporaneous" requirement isn't as strict as many preparers think - records created at or near the time of activities are best, but reasonable reconstruction is permitted when original records are unavailable, as long as there's supporting evidence. This completely changed my approach with clients. Now instead of rejecting their mileage claims outright, I have a legitimate framework for helping them comply.

Another quick tip: if clients insist they have no way to reconstruct business miles, remind them about the other evidence they likely have on hand: - Cell phone location data often shows where they were throughout the year - Credit card statements show locations visited - Email confirmations of appointments - Invoices showing client locations - Business expense receipts with locations - Toll records or parking receipts - Vehicle service records with odometer readings I've had success in past audits by showing the IRS a combination of these items to substantiate mileage claims when a client didn't have a proper contemporaneous log. They're not ideal, but better than nothing when completing Form 4562.

For what it's worth, I've started using a simple template for clients who didn't keep proper mileage logs. I have them fill in: 1. Total miles driven for the year (from service records or odometer) 2. Typical weekly personal miles (commuting + errands) 3. List of regular business destinations with distances 4. Number of times they visited each location monthly Then I help them build a reasonable reconstruction based on their actual business activity. This isn't as good as a real-time log, but it's far better than guessing or making up numbers for Form 4562. I also make them sign an acknowledgment that mileage logs are required going forward, which motivates better compliance.

I've been dealing with this exact issue for years and here's what I've learned works best: Set clear expectations upfront about documentation requirements during your initial client meeting. I now include a mileage tracking requirement in my engagement letter and provide clients with a simple one-page guide on what records they need to keep. For existing clients with poor records, I use a three-step process: 1. Gather whatever documentation they DO have (calendars, receipts, bank statements) 2. Help them reconstruct a reasonable log based on their actual business patterns 3. Implement a tracking system for the current year The key is being transparent about audit risk. I explain that reconstructed logs are acceptable but not ideal, and that the IRS will scrutinize these more heavily. Most clients become much more cooperative when they understand the potential consequences. For Form 4562, I always include a note in my workpapers documenting the reconstruction method used and the supporting evidence available. This protects both me and the client if questions arise later. Remember, your job isn't to maximize deductions at any cost - it's to help clients comply with tax law while claiming legitimate business expenses. Sometimes that means saying no to unreasonable claims.