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Tracking Your Work Mileage

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As an independent contractor with Hands N Paws, tracking your work-related mileage is one of the most important things you can do for your taxes. The IRS allows you to deduct these miles, which significantly reduces your taxable income. This guide will walk you through how to use the Timesheet/Mileage feature in Precise Petcare (for tracking your work mileage) and other essentials for mileage tracking.

Why Tracking Mileage is Crucial for You

  • Get a Larger Tax Refund (or Owe Less): For the 2025 tax year, the standard mileage rate is 70 cents per mile. This means every 100 miles you drive for work equals a $70 tax deduction.
  • It’s an IRS Requirement: The IRS requires a detailed, contemporaneous log (meaning logged at or near the time of the drive) to claim the deduction. A year-end estimate will not be accepted in an audit.

The Mileage Deduction: An Either/Or Choice

When it comes to vehicle expenses for your work, the IRS gives you a choice, but you must pick one method. You cannot use both.

  • Option 1: The Standard Mileage Rate (Recommended for most)
    • What it is: You deduct a set amount for every business mile you drive (the 70 cents/mile for 2025).
    • What it includes: This single rate covers all your vehicle costs, including gas, oil changes, maintenance, tires, insurance, and depreciation.
    • Who it’s for: This is almost always the best and simplest method for contractors.
  • Option 2: The Actual Expense Method
    • What it is: You deduct the actual cost of operating your car for work, based on the percentage of miles driven for business. This includes gas, repairs, insurance, registration, lease payments, and depreciation.
    • Important: If you use the Actual Expense method the first year you use your car for business, you cannot switch to the standard mileage rate in later years.

Our strong recommendation is to use the Standard Mileage Rate. It’s simpler, requires less record-keeping (no saving gas receipts!), and is perfectly suited for the type of driving you do for Hands N Paws.

How to Log Mileage in Precise Petcare

Precise Petcare makes tracking your work mileage simple and automatic. Here’s how to ensure every business mile gets recorded using the clock feature.

Using the Clock Feature for Mileage Tracking

This method lets you track mileage for any purpose, not just scheduled visits, directly from your dashboard.

Step-by-Step Process:

  1. Start Tracking:
    • From any screen in the app, tap the clock symbol (⏱️) in the top right corner.
    • A green bubble with a running time will appear, confirming that mileage tracking has started.
  2. Stop Tracking:
    • When you’ve reached your destination, tap the clock symbol (⏱️) again.
    • A pop-up window will appear where you can add a note describing the purpose of your trip. See below.
    • Click “Clock Out” to finalize and save the mileage entry.

What This Tracks:
This method captures mileage for any work-related driving from the moment you clock in until you clock out. It’s perfect for tracking miles to client visits, supply stores, or any other business-related travel.

Viewing and Managing Your Mileage Log

The Timesheet/Mileage tab acts as your central mileage log.

  • View Your Log: You’ll see a list of all your entries, including the date, description, and miles.
  • See Totals: The tab will show you total miles for selected periods.
  • Edit Entries: If you need to correct an entry, you can typically edit it directly from this list.

Pro Tips for Flawless Mileage Tracking

  1. Make it a Habit: Clock in and out for every visit. Consistency is key to capturing all your eligible miles.
  2. Track All Business Miles: Don’t just track visits. Also log miles for:
    • Driving to a pet supply store for a client-specific item.
    • Driving to a meeting with Hands N Paws management.
  3. Keep a Simple Backup: While Precise Petcare is a great tool, technology can fail. Use a notepad in your car to jot down your starting and ending odometer readings for the day as a backup. The IRS loves a contemporaneous physical log.
  4. Understand Your “Commute”: As a contractor with a varying work location, your “commute” rules are different from a traditional employee.
    • Deductible: The miles driven from your home to your first client, between clients, and from your last client back home are 100% deductible.
    • Not Deductible: Your regular commute from home to a single, fixed workplace is not deductible.

What to Do at Tax Time

  1. Export Your Data: At the end of the year, go to Timesheet/Mileage > Tools > Export to export a summary of your total work miles.
  2. Consult a Tax Professional: We strongly recommend working with a qualified tax professional. They can ensure you file correctly and maximize your deductions as a contractor.

By using the Timesheet/Mileage feature consistently, you are protecting your hard-earned income. A few seconds to clock in and out can save you hundreds of dollars at tax time. For more tips/resources, check out this IRS Mileage Guide.

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By signing this agreement, you confirm that you’ve read, understood, and agreed to the policies below. Your signature also allows us to add your email to our mailing list (you can change your preferences anytime).

Key Terms
– Client = You
– Company = Hands N Paws
– Team Member(s) = Our pet care professionals

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Emergency Care Policy
You’re responsible for providing emergency instructions and medical details for your pet. Otherwise, we’ll contact your vet or an emergency clinic in case of an emergency. Team Members may make urgent care decisions (excluding euthanasia) if immediate action is needed. You’re responsible for any veterinary costs, and Hands N Paws isn’t liable for circumstances beyond our control.

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Home Access Policy
A lockbox with a spare key is required to ensure we can access your home. Garage or keypad codes are okay but don’t replace the need for a lockbox. Provide clear access instructions in your account notes. If entry is complicated, email us a video walkthrough to avoid delays. Our priority is your pets, not troubleshooting access!

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Cancellation Policy
We get it—plans change! Here’s our policy:
– 48+ hours notice: 100% refund as Account Credit.
– 24-48 hours notice: 50% refund as Account Credit.
– Less than 24 hours: No refund.
Refunds are issued as Account Credits and auto-apply to your next invoice.

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Safe & Sanitary Environment
You understand and agree that the environment in which we provide services is reasonably sanitary and safe. If we determine that your home is unsanitary or unsafe, we’ll let you know and take appropriate action, which may include stopping services.

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Service Termination Policy
In rare cases, if we believe there’s a serious danger to the health or safety of our Team Members or your pets, we may terminate services during a scheduled period. If this happens, you agree to cover the cost of boarding your pet or arranging alternative care until you return. We’ll do our best to notify you and/or your emergency contacts in these situations.

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Third-Party Access Policy
You’re responsible for letting us know if anyone else will have access to your home during the scheduled services. Hands N Paws is not liable for any loss, expense, or damage caused by third parties entering your home during this time.

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Vaccination, Licensing & ID Policy
Before services begin, all pets MUST:
– Be up-to-date on vaccinations and local licensing.
– Wear an ID tag with your contact info or be microchipped for identification.

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Pet Safety Policy
For everyone’s safety, dogs must remain leashed during walks. Off-leash walks are strictly prohibited.

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Accurate Pet Information Policy
Keep your pet’s info in your account accurate and up-to-date. Every three months, you’ll be prompted to review and confirm your pet’s details before being able to request services. Hands N Paws isn’t responsible for issues caused by outdated or incorrect information.

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Provide Visuals Policy
For complex routines or home entry instructions, please record a video and email it to us. A visual guide helps us better understand your needs and ensures smooth service delivery.

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Flexible Arrival Times
Services are scheduled within a two-hour arrival window to accommodate travel and other clients. While we’ll do our best to meet your preferred times, exact arrival times can’t be guaranteed.

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Trial Visits
For extended pet care (e.g., vacation services), we require a Trial Visit while you’re still in town. This helps ensure your pet is comfortable with our team before committing to long-term care.

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Service Request Approval & Availability
We do our best to accommodate all requests, but approval depends on Team Member availability. After submitting a request, you’ll receive an email confirmation or declination within 48 hours. If declined, we’ll work with you to explore alternatives.

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Communication Policy
Team Members will update you on your pet’s care through post-service journal entries in your account. If they have urgent questions during a service, they’ll call you using the number on file. If you receive a Team Member’s personal number, please don’t use it freely. Keep all communication in your account by responding to journals, updating service notes, or, if needed, contact our main office.

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Team Appreciation
Our Team Members work hard to care for your pets, and a little appreciation goes a long way! Feel free to leave kind journal comments, rate services, or tip for exceptional care. It means the world to us!

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Meet N Greets
A Meet N Greet is required before starting services to ensure we understand your pet’s needs and provide the best care. New Clients can schedule at *www.myhandsnpaws.com*; Existing Clients can book through their account.

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Pricing & Surcharges
Visit *www.myhandsnpaws.com* for the most up-to-date pricing. Additional fees may apply in certain situations:
– Last-Minute Services: $15 for requests made within 24 hours.
– Holiday Services: $20 per service on major holidays.
– Additional Pets: $7 per pet beyond the first two.
– Service Adjustments: Fees may apply if additional time or tasks are required.
– Account Assistance Fee: If you request us to schedule services, cancel services, update pet notes, or otherwise manage your account without first attempting to do so yourself, a surcharge of 10% of your most recent invoice (minimum $25) will be applied. Our handy Client Support Center is available to guide you step-by-step in managing your account.

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Payment & Billing
We accept all major credit/debit cards (Visa, Mastercard, Amex, Discover). A valid card must be stored securely in your account.
– Ongoing Services: Auto-charged every Friday for the previous week’s services.
– One-Time Services: 50% deposit charged upon confirmation; the rest is due by the last service date (auto-charged).
– Declined Payments: You’ll be notified immediately and have 24 hours to resolve it. A 10% late fee (minimum $20) applies after a second declined attempt.

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Contract Terms
This agreement starts when you sign it and continues until either of us ends it. You can book additional services online anytime, depending on availability. By signing, you authorize Hands N Paws to enter your home and care for your pets without needing extra contracts for confirmed bookings.

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Thanks for trusting Hands N Paws with your furry family! 🐾