How Do I Use Mileage Tracking on Android?

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. 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 several settings:
    1. If using Android 10 and up, for Physical Activity, tap on Allow
    2. Next, for Device Location, tap on While Using The App
      Allow access pop-up.
    3. If using Android 12 and up, for Unrestricted Battery Usage, tap on Allow
  5. Once enabled, you’ll see Setup Complete. You will also see a notification from FreshBooks indicating Mileage Tracking is on! Ready to record your next trip.
    Mileage tracking is on notification.
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 trip button.
  • Swipe to the right, or tap on the Business button to mark it as a Business trip
    Mark as business trip 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 - Tap to check off or uncheck either Business or Personal, 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 Reviewed 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 Reviewed 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, including mileage deductions, 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 Reports and download the Mileage Tracking Report under Accounting Reports.


Where can I view my mileage Rates & Distance Units?
To view your Mileage Rates and Distance Units, which are determined by the CRA, HMRC, and IRS, use the below steps:
  1. Tap on your avatar/initials in the top left corner
  2. Then tap on Mileage Tracking
  3. Ensure Mileage Tracking is enabled
  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: 
  • The FreshBooks mobile app is on and running in the background
  • Google Location Services is set to While Using the App
  • For Android 10 and up, ensure Physical Activity is enabled
  • For Android 12 and up, ensure Battery Usage is set to Unrestricted for the FreshBooks app
  • Have Mobile Data & Wi-Fi and Background Data Usage / Data Saver enabled for the FreshBooks app
  • Keep your wifi on
  • Avoid using Battery Optimization / Power Saving Mode
  • Avoid or disable antivirus or security apps which may block Mileage Tracking