Trip Log
The trip log records the trips of your business vehicles: the date, the vehicle, the miles and the business purpose. The Mileage report adds up the miles and works out the standard mileage deduction, each trip at the rate of its date. The Windows app kept the trips but had no rate, deduction or report.
| Menu | Mileage > Trips, Vehicles, Mileage rates; Reports > Taxes > Mileage |
| Permission | The Trip, Vehicle and Mileage rate content permissions, such as List Trip content items; View the mileage report (for the report) |
| Feature | Trip log |
What you see depends on your role. If the menu, a button or a setting on this page is missing, ask your administrator to give you the permission listed above or to turn on the feature. Only administrators can turn features on and change site settings.
Add your vehicles
- Open Mileage > Vehicles and select New Vehicle.
- Enter its Name, such as 2022 Ford Transit, and optionally its License plate.
- Select Publish.
Clear Active on a vehicle you sold: its trips stay, and new trips no longer offer it. When the business has one active vehicle, new trips are of that vehicle.
Log a trip
- Open Mileage > Trips and select New Trip.
- Check the Trip date and the Vehicle.
- Enter the Miles, or the Start odometer and End odometer readings: the miles are worked out. A start reading of 0 is fine.
- Leave Business trip checked and enter the Purpose, such as Bought stock at the cash and carry. The IRS asks you to record the purpose of every business trip, so it is required.
- Optionally enter where the trip went From and To. An address you start must be complete.
- Select Publish.
Log personal trips too (clear Business trip) when you claim actual vehicle expenses instead of the standard rate: the report gives the business use percentage they need.
Your administrator can add fields to trips, such as a client or a job number, under Content Types > Trip.
The mileage report
Open Reports and choose Mileage under Taxes. It shows the current year; choose the dates and a Vehicle, then run the report.
| Figure | What it is |
|---|---|
| Total miles | Every trip in the range |
| Business miles | The business trips |
| Business use | Business miles ÷ total miles |
| Standard mileage deduction | Each business trip's miles × the rate of its date, rounded to the cent, added up |
With more than one vehicle, the report also gives the figures By vehicle, and each trip is listed with its rate and deduction. Export the report, for example to Excel, to give the trips to your tax preparer. A business trip dated before every mileage rate is counted under Business trips without a rate until you add the rate.
The deduction is a figure for the tax return, not an entry in your books.
Mileage rates
Mileage > Mileage rates lists the IRS business standard mileage rates, each with the date it applies from:
| Applies from | Rate | Source |
|---|---|---|
| January 1, 2024 | 67¢ | IRS Notice 2024-08 |
| January 1, 2025 | 70¢ | IRS Notice 2025-5 |
| January 1, 2026 | 72.5¢ | IRS Notice 2026-10 |
| July 1, 2026 | 76¢ | IRS Announcement 2026-11 |
A trip uses the rate with the latest date on or before the trip date, so the 2026 trips before July get 72.5¢ and the later ones 76¢. When the IRS announces a new rate, add it: select New Mileage rate, enter Applies from, the Dollars per mile (such as 0.725) and the Source. A business trip dated before every rate gets no deduction, and the report says so.
See also Fixed assets for the vehicle itself.