Export trip log

You have meticulously kept track of all your trips. But then comes the tax return, the accountant asks for an overview, or the Tax Authorities request your records. At that point, you want to export your trip log to a clear and organized file. In this article, you will read how that works, which formats you need, and how TrackJack handles this automatically for you.

Why exporting your mileage log is important

A digital mileage log stored only in an app or online system is not always sufficient. The Tax Authorities, your accountant, or leasing company often require an exportable file that you can submit, print, or archive. Exporting is also important for:

• Your annual tax return
• Inspection by the Tax Authorities
• Expense claims with your employer
• Mileage overviews for your leasing company
• Archiving in accordance with 7-year retention period

Which export formats do you need?

Export PDF

A PDF export is ideal for submission to the Tax Authorities or accountant. The file is non-editable, looks professional, and contains all mandatory data per trip clearly listed. TrackJack automatically generates a fiscal overview as a PDF, ready for submission.

Export Excel

An Excel export is useful if you want to perform calculations, filter, or process the data in another system yourself. Your accountant can work with it immediately. TrackJack exports all trip data as a clear Excel file with all the columns required by the Tax Authorities.

What should be included in the export?

The Tax and Customs Administration sets requirements for the content of your mileage log. A correct export contains at least:

• Make, model and license plate of the car
• The period covered by the registration
• Per trip: date, start and end odometer readings
• Departure and arrival address per trip
• Nature of the trip: business, private, or commuting
• Any detours with explanation

Read more about which details are required per trip.

Manual export vs. automatic

Do you keep track of your trips in a notebook or your own Excel file? If so, you must compile an export yourself that meets the requirements of the Tax and Customs Administration. This is time-consuming and prone to errors. One missing trip or incorrect odometer reading can invalidate your registration.

With TrackJack, you export a complete and fiscally compliant overview with a single click. The system has already automatically captured all data, ensuring your export is always complete and accurate. Read more about how the Tax and Customs Administration checks your registration.

How often should you export?

There is no legal obligation to export at a fixed frequency. However, it is advisable to:

• To produce a full export annually after the end of the calendar year
• Can be exported in the interim if your employer or accountant requests it.
• Can be exported immediately if the Tax Authorities request your records.
• to store an archive every year in accordance with the 7-year retention period

Export trip logs with TrackJack

In the TrackJack portal and the app, you can export your trip log at any time. You choose the period, the vehicle, and the desired format: PDF or Excel. The system automatically generates the file with all legally required tax information. Trips marked as private are displayed separately, making the distinction between business and private immediately clear.

TrackJack works with the Ride Registration Systems Quality Mark , which means that the Tax and Customs Administration accepts the export as proof without question.

Frequently asked questions about exporting trip logs

Can I submit my mileage log to the Tax and Customs Administration as a PDF?

Yes. A PDF export from a certified system with the Ride Registration Systems Quality Mark is accepted by the Tax and Customs Administration as conclusive proof.

Do I need to save the export myself, or does TrackJack do that?

TrackJack automatically stores your ride data for 7 years in the secure online environment. You can create a new export at any time. However, it is advisable to save a copy yourself annually.

What if I forgot to mark rides as private?

In the TrackJack portal, you can modify trips retrospectively and mark them as private before exporting. Read more about correctly marking trips as private or business.

Related knowledge base articles

• What does a complete mileage registration look like?
• Retention period for Tax and Customs Administration records
• Private or business: correctly mark trips
• How does the Tax and Customs Administration check mileage logs?
• Quality Mark for Travel Registration Systems
• Keeping track of mileage, everything you need to know

Tip: With the TrackJack PRO Fiscaal , you automatically register all your trips – tax-approved and recognized by the Tax Authorities. View the PRO Fiscaal in our webshop →