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.

Preparing for mileage tax audit

Marina Costa — Brazilian Tax & Compliance Specialist

Published: 9/22/2025 • Last reviewed: 9/22/2025 • 6 min read

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.[^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.