Mileage Tracking

Record business travel by the mile and turn driving into tax-deductible expenses with minimal effort.

Logging a Trip

Every time you drive for business, log the trip in BizBooks Pro to build an accurate record for tax deductions. Each trip entry captures the essential details the IRS expects.

Open the Mileage Tracker from the sidebar or the Accountant Tools menu
Click Log Trip
Enter the Date of the trip
Provide Starting Location and Destination
Enter the Distance in miles (or kilometers, based on your locale)
Select a Category for the trip purpose
Add an optional Description with notes about the business reason
Click Save

Tip: Log trips as soon as they happen. Consistent record-keeping strengthens your documentation if your deductions are ever questioned during an audit.

Trip Categories

BizBooks Pro includes standard categories that align with common business driving purposes. Assign a category to each trip for organized reporting and proper classification.

Client Visit: Driving to a client site, meeting, or consultation
Errand / Supplies: Picking up materials, office supplies, or equipment
Travel Between Offices: Commuting between multiple work locations
Delivery: Transporting goods or documents to clients or partners
Conference / Event: Attending industry events, trade shows, or training
Other Business: Any other qualifying business purpose

Categories appear on mileage reports and help you or your accountant quickly identify trip purposes at year-end.

IRS Standard Mileage Rates

BizBooks Pro uses the current IRS standard mileage rate to calculate the deductible value of each trip. The rate is updated annually to reflect the IRS published figure.

Tax Year	Standard Rate (per mile)
2026	$0.70
2025	$0.70
2024	$0.67

The deduction amount for each trip is calculated as: Distance x IRS Rate = Deductible Amount. For example, a 45-mile client visit at $0.70/mile yields a $31.50 deduction.

Tip: The standard mileage rate covers fuel, depreciation, insurance, and maintenance. If you use this method, you generally cannot also deduct actual vehicle expenses for the same trips.

Automatic Expense Conversion

BizBooks Pro can convert logged mileage into expense journal entries automatically, saving you from creating transactions by hand.

After logging trips, go to the Mileage Tracker summary
Select the trips you want to convert (or use Select All)
Click Convert to Expense
BizBooks Pro creates a journal entry debiting your vehicle expense account and crediting the appropriate offset
The mileage entries are marked as "Converted" so they are not duplicated

This keeps your books accurate without requiring you to manually calculate deduction amounts or create individual transactions for each trip.

Mileage Summary Reports

Generate reports that summarize your business driving over any date range. Mileage reports are essential for tax preparation and for substantiating deductions.

Total Miles: Sum of all business miles driven in the period
Total Deduction: Calculated dollar value based on IRS rates
By Category: Breakdown showing miles per trip category
By Month: Monthly totals to identify seasonal patterns
Trip Detail List: Every individual trip with date, route, distance, and purpose

Export the report as a PDF or CSV to share with your tax preparer or attach to your records.

Tip: Run a mileage summary report at the end of each quarter to stay on top of your deductions. Waiting until year-end makes it harder to catch missing trips.