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      How Do I Use Mileage Tracking on iOS?

      Mileage tracking is keeping a record of every time you drive for business, whether it’s purchasing work supplies or meeting clients. The mileage you’ve logged can then be submitted for tax deduction or reimbursement as a cost of running your business.

       

      Mileage Tracking is only available for Business Owners only, in Canada, the United States and the United Kingdom, and only on iOS phones, not tablets. Ensure the correct Country is selected in Business settings.

       

       

      Set Up Mileage Tracking

      In order for Mileage Tracking to work, your location needs to be tracked at all times for trips to be logged automatically. Set up with the below steps: 

      1. From the Dashboard, tap on the Try the New Mileage Tracking button
      2. Or, tap on the More... button at the bottom right and then select Mileage Tracking
        Mileage Tracking button in app.
      3. Then tap on the Get Started button
      4. If this is your first time, you’ll be prompted to turn on Location Services, select Allow Access
      5. In the pop-up on your phone, select Allow While Using App
        Allow while using app pop-up.
      6. Next, for Automatic Tracking, tap on Go to Settings
      7. In your phone’s General Settings, ensure Location is set to Always
        Location settings set to Always.
      8. Tap on Got It to finish your setup
      9. Once you start driving, trips will automatically be logged by the FreshBooks app in the background until you’re ready to start classifying them.

      If your phone prompts you about FreshBooks using your location x times in the background over x days, ensure you tap on Always Allow every time.

       

      Classify Personal & Business Trips

      Once you’ve enabled automatic tracking, any trips you take will automatically appear in the Unreviewed Trips tab.


      Unreviewed Trips

      To access all your Unreviewed Trips, use the below steps:

      1. Tap on the More... button at the bottom right
      2. Then tap on Mileage Tracking
      3. Then select the Unreviewed tab if you’re not on it already
        Unreviewed tab in mileage tracking section.


      Mark as Personal or Business Trip

      Since all trips you take are automatically logged, you can mark a trip as either:

      • Personal - This will not be counted towards your business expenses
      • Business - This will be counted towards your tax deductions or for reimbursement


      To mark a trip on the Unreviewed tab, either:

      • Swipe to the left, or tap on the Personal button to mark it as a Personal trip
        Mark as personal button.
      • Swipe to the right, or tap on the Business button to mark it as a Business trip
        Mark as business button.


      Reviewed Trips

      Find all trips you’ve reviewed (marked as Personal or Business) by tapping on the All tab: 

      All tab in mileage tracking section.

      To adjust the list of reviewed trips, tap on the Business Trips for [Year] link at the top of the list. From there you can adjust the list to show either:

      • Date Range - Choose to only view the current year (year to date) or a different year
      • Trip Type - Choose to only view either Business or Personal trips, or leave both checked off to see all trips

       

      Add & Manage Trips

      Add Trips

      Manually add a trip anytime using the below steps: 

      1. Tap on the More... button at the bottom right
      2. Then tap on Mileage Tracking
      3. Tap on the + Add Trip button in the middle or the button in the top right corner
        Add a trip button.
      4. For the Category, choose Business or Personal
      5. The Start Date and time will default to today, tap to change to a different date and time
      6. Tap on Start Location and choose your starting point
      7. Next, tap on End Location and choose your destination
      8. The Distance will automatically be calculated, tap to adjust the distance if your route was longer or shorter
      9. Tap on Save to finish and your trip will be logged in the All tab.

       

      Edit Trips

      Trips can be edited with these steps:

      1. Tap on the More... button at the bottom right
      2. Then tap on Mileage Tracking
      3. Select the All tab
      4. Tap on the trip you want to edit
      5. Next, you can change the Category, Start Date, End Date and Distance as needed by tapping on them
      6. Then tap on Save in the top corner to finish.

       

      Delete Trips

      To delete a trip permanently, use these steps:

      1. Tap on the More... button at the bottom right
      2. Then tap on Mileage Tracking
      3. Select the All tab
      4. Tap on the trip you want to delete
      5. Next, tap on Delete Trip and select Delete to confirm. The trip will be removed from your Reviewed Trips.

       

      Mileage Tracking Report

      To get a report of all your mileage tracked as a CSV file, use the below steps:

      1. Tap on the More... button at the bottom right
      2. Then tap on Mileage Tracking
      3. Tap on the paper plane icon
        Send report plane icon.
      4. Then tap on the year to date you want
      5. A link to the CSV file of the report will be sent to the email listed in your My Account.

      Alternatively, you can log into your account on a web browser, go to My Reports and download the Mileage Tracking Report under Accounting Reports.

       

      FAQs

      Where can I view my mileage Rates & Distance Units?

      To view your Mileage Rates and Distance Units, use the below steps:

      1. Tap on your avatar/initials in the top left corner
      2. Then tap on Mileage Tracking
      3. Ensure Location Services is enabled (toggled green)
      4. Tap on Mileage Rates and you’ll see the allowance rates. Distance Units will be displayed as Miles (mi) for US and UK, and Kilometres (km) for Canadian users.

       

      One of my trips is missing, how do I fix it?

      If you notice a trip was missed, you can log it manually using the steps above. To ensure future trips are not missed, review the following: 

      • Location Services is set to Always (not While Using the App) and Precise Location is enabled for the FreshBooks app
      • Have Background App Refresh and Motion & Fitness enabled for the FreshBooks app
      • Keep your wifi on
      • Avoid using Low Power Mode
      • Avoid or disable antivirus or security apps which may block Mileage Tracking

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