To track fuel, tolls, and van costs per job, capture each receipt when the cost happens.
With Receipt AI, you can text the receipt by SMS or WhatsApp, or upload it by email or web. When Receipt AI prompts you about the receipt, choose an existing folder number or type a new folder name.
This helps you keep fuel, tolls, parking, and van costs grouped by job, vehicle, or project.
Learn more from the IRS - "Standard mileage rates" [] and IRS Topic No. 510, "Business use of car" []
Why this matters
Fuel, tolls, parking, and van costs are easy to forget because they happen in small amounts.
One fuel stop may not feel important. One toll may not feel worth tracking. But across many jobs, those costs can change your real job margin.
If you want to know what a job actually cost, you need a simple way to connect receipts to the right job, vehicle, or folder.
How to name folders
There are two kinds of folders that help most teams: job folders and shared cost folders.
Job folders
For job folders, keep the name short and consistent.
Use this format:
Job number - Customer full name or company name - Short description
Examples:
- 2610 - Reyes Mechanical - AC Install
- 2611 - Lee - Roof Repair
- 2612 - Green Dental - Plumbing Call
This makes the folder easier to recognize when Receipt AI prompts you from your phone. Use the customer full name or company name when it helps your team identify the job faster.
Shared cost folders
Shared cost folders are for receipts that support several jobs, not one specific job.
Use simple names your team can recognize quickly.
Examples:
- Fuel - October 2026
- Vehicle - Van 3
- Shop Supplies
- Inventory
These folders help you save the receipt first. You can review and allocate the cost later at month-end.
Fuel Receipt Example
The receipt shows:
- Date: December 23, 2023
- Fuel: Regular gasoline
- Quantity: 13.216 gallons
- Price per gallon: $3.499
- Total: $46.24
The Vehicle folder keeps this purchase with shared vehicle expenses rather than assigning the full amount to one job.
The memo adds information that is not on the receipt:
Fuel for car 3, used for service calls this week.
Use a memo to identify the vehicle or explain the purchase when needed. You do not need to repeat the date, amount, or fuel quantity.
What to track
- Fuel. Gas or diesel receipts.
- Tolls. Toll receipts or toll account statements.
- Parking. Meters, garages, and lots.
- Maintenance and repairs. Oil changes, tires, brakes, and repairs.
- Fixed van costs. Insurance, registration, lease, or loan paperwork.
Use job folders for costs that clearly belong to one job, such as job materials, job parking, job tolls, permits, subcontractor receipts, or equipment rental.
Put fuel receipts in a Fuel folder. One tank of gas often supports several jobs, so it usually should not be forced into one job folder.
Put maintenance, repairs, insurance, registration, lease, or loan paperwork in a Vehicle folder.
Put bulk materials or general supplies in a Shop Supplies or Inventory folder if they were not bought for one specific job.
How it works in Receipt AI
- Send the receipt to Receipt AI by SMS, WhatsApp, email, or web.
- Receipt AI extracts the vendor, date, total, tax, and line items.
- When Receipt AI prompts you about the receipt, choose a folder number or type a new folder name.
- Review the receipt if needed.
- Export the folder to CSV, or sync the receipt to QuickBooks Online or Xero if your account is connected.
For example, if Receipt AI shows "1 - 2610 - Reyes Mechanical - AC Install", you can reply 1. If the folder does not exist yet, type the new folder name.
A simple example
A service van drives to several jobs in October.
The driver buys fuel, pays tolls, parks near a job site, and buys materials for one repair.
The fuel receipt goes into the Fuel folder. The job parking, job tolls, and job materials go into the job folder.
At month-end, the Fuel folder has $600 of fuel receipts. The team completed 20 jobs that month.
Using a simple average, the estimated fuel cost is $30 per job.
IRS note on mileage, tolls, and parking
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 your tax deduction. It helps you keep the receipt, folder, memo, and exportable records in one place.
Learn more from the IRS - "Standard mileage rates" [] and IRS Topic No. 510, "Business use of car" []
Frequently Asked Questions
Where should fuel receipts go?
Put fuel receipts in a Fuel folder.
One tank of gas often supports several jobs. At month-end, you can review the Fuel folder and divide the total by job count, or use your own mileage method if your business tracks miles.
Where should maintenance receipts go?
Put maintenance receipts in a Vehicle folder.
Oil changes, tires, repairs, insurance, and registration usually support many jobs. They usually should not be forced into one job folder.
Where should material receipts go?
If the material was bought for one job, put it in that job folder.
If the material was bought for stock or general use, put it in a Shop Supplies or Inventory folder.
Can I create a new folder from my phone?
Yes. When Receipt AI prompts you about the receipt, you can choose an existing folder number or type a new folder name.
Can I export receipts by folder?
Yes. You can export a folder to CSV and share it with your accountant, bookkeeper, or project manager.
Does this work with QuickBooks Online or Xero?
Yes. Receipt AI can extract receipt details and help sync them to QuickBooks Online or Xero if your account is connected.
