Mileage Tracking
Capture business driving the moment it happens, let Kantivo apply the current IRS standard rate, and let the deductible amount flow into your expense ledger as a real journal entry.
Logging a Trip
Every business mile is potential deduction. Logging it in Kantivo builds the contemporaneous record the IRS wants if your deductions ever get questioned.
- Open the Mileage Tracker from the sidebar (also accessible from Accountant Tools)
- Click Log Trip
- Set the date
- Enter start and destination locations
- Fill in distance (miles or kilometers based on your locale)
- Pick a category for the trip purpose
- Add an optional note explaining the business reason
- Click Save
Trip Categories
Categories tag each trip with its purpose, which shows up in mileage reports and helps your tax preparer slice the data:
- Client visit — meetings, consultations, on-site work
- Errand / supplies — picking up materials or office supplies
- Between offices — driving between work locations
- Delivery — transporting goods or documents
- Conference / event — trade shows, training, industry events
- Other business — anything else with a qualifying business purpose
IRS Rates
Kantivo applies the current IRS standard mileage rate to the trip's distance to calculate the deductible amount. Rates update annually as the IRS publishes them.
| Tax year | Standard rate (per mile) |
|---|---|
| 2026 | $0.70 |
| 2025 | $0.70 |
| 2024 | $0.67 |
The math: distance × IRS rate = deduction. A 45-mile client visit at $0.70/mile = $31.50 deductible.
Auto-Convert to Expense
Logged miles aren't expenses on their own — they're just records. Kantivo converts them into real journal entries when you're ready:
- Open the Mileage Tracker summary
- Select the trips you want to expense (or hit Select All)
- Click Convert to Expense
- Kantivo posts a journal entry — debit vehicle expense, credit the offset account you've configured
- Converted trips are flagged so they don't get expensed twice
This is the path of least friction for getting mileage onto the books without doing arithmetic or creating individual transactions.
Mileage Reports
Run mileage summaries over any date range for tax prep, audit support, or expense reimbursement:
- Total miles for the period
- Total deduction at the applicable IRS rate
- By category — miles per trip purpose
- By month — monthly totals to see seasonality
- Trip detail — every individual trip with date, route, distance, purpose, and note
Export as PDF or CSV — share with your tax preparer or archive alongside year-end records.