Mileage guide
CSV vs PDF Mileage Reports: Choose the Right Handoff
By FlatMile ·
At a glance
Use a PDF when the recipient needs a readable report with a stable page layout. Use a CSV when they need to filter journeys, examine fields or reconcile totals in a spreadsheet. If both are requested, generate them from the same reviewed records and keep their period, vehicle and totals aligned.
This comparison inspects the existing FlatMile sample report. Its data is fictional and its files were produced by the version identified on that page. The comparison concerns format and contents, not approval of the example's tax treatment or a promise that every future export will have the same fields.
What the inspected files contain
The two-page PDF has a summary page followed by a drive listing. The matching CSV contains journey records plus calculation summaries, totals and explanatory notes. Download both before deciding which answers your recipient's question.
| Detail | Sample PDF | Sample CSV |
|---|---|---|
| Overview | Totals and calculation context on page one | Labelled total and note rows |
| Journeys | Readable table on page two | Rows identified by record = trip |
| Distance display | One decimal place in the visible table | Three decimal places in distance_mi |
| Trip identity | Human-readable journey listing | Reference value in each trip row |
| Longer location and purpose text | Supplementary text beneath compact table rows | Values in separate fields |
| Calculation context | Displayed with the summary | Band, total and note records |
A PDF is not inherently tamper-proof, and a CSV is not automatically a clean import file for every accounting package. Ask what the recipient's system accepts instead of renaming one format to resemble another.
Reconcile journeys before amounts
The fictional sample contains 12 trip rows: 11 marked business and one personal. Their distances total 245.0 miles, consisting of 237.0 business miles and 8.0 personal miles. These figures match the PDF summary.
In the CSV, filter the record field to trip before adding journey distances. Do not sum the whole distance_mi column: the file also contains band and total rows that repeat summaries of those miles. This is a common source of inflated spreadsheet totals even when the original report is internally consistent.
Preserve the full file so its explanatory notes remain available. Make a separate filtered working copy if you need a trip-only table. For a deeper field check, use the CSV import checklist.
Read precision and rounding deliberately
A compact PDF may show fewer decimals than a CSV. A small difference obtained by multiplying displayed distances can reflect rounding rather than missing journeys. Compare the report's stated basis, detailed rows and rounding adjustments before editing a value.
The sample includes a separate rounding record. Its existence is a format observation, not a reason to copy the sample's rates into your own return. Check the correct year, jurisdiction and method for your records.
Prepare a recipient-friendly package
Name files with the same vehicle and reporting period. Open the PDF to check every page, then open the CSV using the intended spreadsheet import settings. Confirm that dates, units and text are intact. If you correct the underlying record, regenerate both files so an old PDF is not paired with a new CSV.
Review the locations and purpose notes before sharing. Send only the files the recipient needs through an appropriate channel, while retaining your originals. The accountant handoff guide gives a package checklist.
The website's fictional sample downloads are free. Creating your own PDF or CSV export in FlatMile requires a subscription or eligible trial; free logging does not include app exports.
Inspected sources
- Actual fictional sample PDF.
- Matching fictional sample CSV.
- Sample generation context and row explanation.