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
Bringing Your Mileage Over from QuickBooks
If you logged trips in QuickBooks Online, you don't have to start your mileage log from zero.
- Export your trips from the Mileage page in QuickBooks Online. Pick the dates first, then use Export.
- In BizBooks Pro, go to Mileage and press 📥 Import from QuickBooks.
- Select the .csv or .xlsx file. A preview lists each trip with its date, purpose, vehicle, distance, category and deduction.
- Anything that's already in your log shows faded and won't be added again, so there's no risk of doubling up.
- Press Import to finish.
For business trips BizBooks Pro keeps QuickBooks' own deduction figure, worked out at the IRS rate that applied on the day. So a log covering 2024 and 2025 stays accurate for both years. Personal and unclassified trips are brought in with a zero deduction. Your own spreadsheet can be imported the same way if it has a Date column and a Miles or Distance column.
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.
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.