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Track your business driving miles for IRS-ready records

When you drive to a job, FSM Navigator can record how far you went and keep a tidy, year-by-year log of your business miles. At tax time you download a single CSV with your total business miles and an estimated deduction — no notebook in the glovebox, no end-of-year guesswork.

Available on Pro and Enterprise

Mileage tracking is part of the Pro and Enterprise plans. If you don't see it, ask the owner on your account about upgrading.

Records, not tax advice

FSM Navigator gives you organized, IRS-ready records — it does not file your taxes or tell you what you can deduct. Always check with a CPA or tax professional before you file.

How it works

You don't have to start or stop anything by hand. Once it's turned on:

  1. You mark a job En Route when you head out.
  2. FSM Navigator quietly tracks the distance while you drive.
  3. When you arrive and mark the job Arrived, the trip is saved automatically.

That's it. Each drive to a job becomes one trip in your log, with the date, distance, and your vehicle.

Log a trip yourself

Some business drives aren't tied to a job — a run to the warehouse, a stop at the office, or a trip to help out another technician. You can record those by hand right from the Driving Miles screen.

  1. Tap Log a trip.
  2. Pick why you're driving: Warehouse visit, Office, Another technician, or Custom (type your own reason, up to 60 characters).
  3. Tap Start tracking and head out. FSM Navigator records your drive using your phone's location while you go — keep the screen open while you're driving.
  4. When you arrive, tap Stop & save. The trip is saved with the miles you drove and shows up in your trip log marked Manual.

These trips count as business miles by default, just like your drives to jobs, so they're included in your year-end records and your CSV export.

No signal? No problem.

A manual trip is saved on your phone first, so you can log one even with no service. It syncs to your records the moment you're back online.

First time: pick your vehicle

The first time you open the app as a technician, you'll be asked to choose the vehicle you drive. Pick the closest match:

  • Car
  • Van
  • Truck
  • Box truck
  • Motorcycle
  • Bicycle

Your choice is saved with each trip, so your records show what you were driving. You can change it later from your Driving Miles screen.

Because mileage tracking uses your phone's location while you're driving to a job, you'll be asked to agree before anything is recorded.

  • Tap Agree to start keeping mileage records.
  • Your location is only used while you're on an active job — never off the clock.
  • You can change your mind any time and tap Revoke to stop. Nothing new is recorded after that.

Your employer's records

Mileage records belong to the company you work for, and your manager can see the trips you log on active jobs. FSM Navigator simply keeps the records accurate and organized.

See your miles any time

Open the Driving Miles screen (it's also on your profile on the web). You'll see:

  • Business miles for the year so far
  • An estimated deduction — your business miles times your company's per-mile rate
  • A trip log — every drive, with date, vehicle, distance, and type
  • A Download CSV button for your tax records

Business, commute, and personal

Not every mile counts the same way:

  • Business — driving between jobs during your workday. These count toward your estimate.
  • Commute — your drive from home to the first job and back home at the end. The IRS doesn't treat commuting as deductible, so these are kept separate.
  • Personal — anything else. Not counted.

If a trip is labeled wrong, you can change its type from the trip log.

How the estimate is calculated

Your estimated deduction is simply:

business miles × your company's per-mile rate

Your company sets the per-mile rate (it defaults to the current IRS standard mileage rate of $0.725 per mile). If your company uses a different figure, your estimate reflects that. The number is an estimate to help you and your accountant — your CPA decides the final deduction.

Trips that look off

If a drive looks unusually long or short, it's flagged for review in your log so you (or your office) can take a quick look before tax time.

What's next