To track fuel, tolls, and van costs, capture each receipt when the cost happens.
How it works in Receipt AI
- Text the receipt to Receipt AI.
- Choose the folder when Receipt AI prompts you.
How to name folders
Use two types of folders.
1. Job folders
Use job folders for receipts that clearly belong to one job.
A good format is:
Job number - Customer full name or company name - Short description
Examples:
- 2610 - Reyes Mechanical - AC Install
- 2611 - Jennifer Lee - Roof Repair
- 2612 - Green Dental - Plumbing Call
Tolls and parking can also go in the job folder when they clearly belong to that job.
This makes the folder easy to recognize when Receipt AI prompts you from your phone.
2. Shared cost folders
Use shared cost folders for expenses that support more than one job or the vehicle as a whole.
Examples:
- Fuel
- Vehicle - Van 3
Fuel usually belongs in a Fuel folder because one tank of gas may support several jobs.
Maintenance, repairs, insurance, and registration usually belong in a Vehicle folder because they support the van across many jobs.
Mileage vs. actual vehicle expenses
For 2026, the IRS standard mileage rate for self-employed and business use is 76 cents per mile for miles driven from July 1 through December 31. The rate is 72.5 cents per mile for January 1 through June 30.
The IRS also says business-related parking fees and tolls can be separately deductible, whether you use the standard mileage rate or actual expenses.
Receipt AI does not decide which tax method you should use. It helps you keep your receipts and records organized.
Learn more from the IRS - "Standard mileage rates" [] and IRS Topic No. 510, "Business use of car" []
Frequently asked questions
Should I use mileage or actual expenses?
The IRS allows different methods for calculating business vehicle expenses. Which method is right for you depends on your situation. Receipt AI helps you keep supporting receipts and records; it does not choose the tax method for you.
Can I track toll statements?
Yes. You can upload toll receipts or statements to Receipt AI and keep them with your other business expense records.
Can I add miles or job notes?
Yes. Add a memo with the receipt before texting it to Receipt AI. For example, you can include the miles driven, job name, vehicle, or business purpose.
Does this work with QuickBooks Online or Xero?
Yes. If your Receipt AI account is connected to QuickBooks Online or Xero, you can sync supported receipt data to your accounting system. You can also export folder data to CSV.
