# Preparing for mileage tax audit

> Learn how to organize mileage documentation to pass tax audits smoothly.

**Author:** Marina Costa — Brazilian Tax & Compliance Specialist  
**Published:** 2025-09-22  
**Updated:** 2025-09-22  
**URL:** https://quilometragem.com/blog/preparing-for-mileage-tax-audit

**TL;DR:** Learn how to organize mileage documentation to pass tax audits smoothly.

- Learn how to organize mileage documentation to pass tax audits smoothly.
- Tax audits can happen at any time, and being prepared is essential.
- Mileage documentation must be complete, organized, and easily accessible.
- Keep all receipts for at least 5 years.

Tax audits can happen at any time, and being prepared is essential. Mileage documentation must be complete, organized, and easily accessible.[^rfb-fiscalizacao-10]

Keep all receipts for at least 5 years. Digital systems like Quilometragem make this easy, maintaining complete history with quick search by date, amount, or destination.

Each receipt must contain: trip date, origin, destination, exact mileage, applied rate, total amount, and detailed business purpose. Incomplete receipts may be rejected in audits.

The SHA-256 hash included in Quilometragem receipts proves the document wasn't altered after generation. This is strong evidence of authenticity before auditors.

Also maintain a log of the company's reimbursement policy, showing that applied rates are within market standards and were formally approved by management.

## Frequently asked questions

### How long should I keep mileage records?

The tax authority can review expenses up to five years after the fiscal year; keep receipts, maps and monthly reports for at least five full years.

### Which documents are essential during a tax audit?

Formal policy, individual trip receipts with origin/destination/purpose, consolidated monthly reports and traceable bank payment proofs.

### How does the app help during an audit?

Quilometragem generates complete reports by period, including timestamps, routes and approval logs that prove the actual trip and internal validation flow.

## Sources

- [Receita Federal — Fiscalização e malha fiscal](https://www.gov.br/receitafederal/pt-br/assuntos/orientacao-tributaria/declaracoes-e-demonstrativos) — Receita Federal do Brasil (2026-04-28)