RouteMetrics

Mileage Reimbursement Calculator for Excel

A free Excel calculator that turns business miles into dollars — with the 2025 IRS rates built in.

Mileage reimbursement is simple arithmetic: miles driven × the mileage rate. The free Excel calculator below does it for you — a quick total-miles calculator, a per-trip breakdown, and the current IRS rates ready to use.

Download the free Excel calculator (.xlsx)

No email required. Works in Excel for Windows, Mac, and the web.

How to calculate mileage reimbursement in Excel

  1. Enter your total business miles for the period in a cell, say B5.
  2. Enter the mileage rate in another cell, say B6 — 0.70 for the 2025 business rate.
  3. Multiply the two: =B5*B6 gives your reimbursement.
  4. For an itemized record, list each trip on its own row, put its miles in a Miles column, and use =E12*$B$6 per row (the $ locks the rate). Then =SUM(...) the column.

The downloadable calculator has all of this set up, plus the sample numbers so you can see it working.

The 2025 IRS mileage rates

Most reimbursement uses the IRS standard mileage rates. For 2025 they are:

Rates usually change each year, so confirm the current figures at irs.gov. The calculator keeps the rate in one cell so a single edit updates every total.

Skip the manual distance lookups

The calculation is easy; gathering the miles is the tedious part. Instead of reading an odometer or checking Google Maps for every trip, RouteMetrics adds a ROUTE.DISTANCE formula to Excel that returns real driving miles between two addresses:

=ROUTE.DISTANCE("123 Main St, Pittsburgh PA", "456 Market St, Philadelphia PA")

→ returns the road distance in miles, which the calculator multiplies straight into a dollar amount. Fill it down and a whole month reimburses itself.

ROUTE.DISTANCE calculating driving miles for a column of trips in an Excel reimbursement calculator
Driving miles filled down a column of trips, ready to multiply by the rate.

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Frequently asked questions

How do you calculate mileage reimbursement?

Multiply business miles by the mileage rate. At the 2025 business rate of $0.70/mile, 100 miles = $70.00.

What are the 2025 IRS mileage rates?

$0.70/mile business, $0.21/mile medical or moving, $0.14/mile charitable. Check irs.gov for the current year.

Is the calculator free?

Yes — download it above and use it however you like.

Related: Free mileage log template for Excel · Expense report template · All Excel templates & guides

This guide is general information, not tax advice. Rules and rates change; confirm current requirements with the IRS or a tax professional.