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Automatically track mileage in QuickBooks Online

by Intuit•8• Updated 1 month ago

Before you start

Australian businesses can claim a deduction for up to 5,000 km per vehicle each financial year. In QuickBooks Online, your auto-tracked trips will show an amount of $0 if you've gone over that limit. You can learn more about this deduction method on the ATO website.

The QuickBooks automatic mileage tracker works by capturing distinct geolocations along your business trip. Once the trip is completed, it will average out the distance travelled over those geolocations and the speed at which the vehicle is moving.

The average speed between your trip's beginning and end must be over 24 km/h to prompt the automatic mileage tracker to record your trip. If your average speed is below 24 km/h, you will notice that your trip hasn't been recorded, and you'll need to manually record your trip.

Refer to Step 3: Track business miles for steps on manually adding a trip into QuickBooks Online.

Select the following steps to get started:

In QuickBooks Online, only admins can track mileage. So, if you haven't already, follow these steps to change your user permissions and allow your driver to track their mileage.

If you haven't already, set up the automatic mileage tracking feature.

Before you start tracking trips, add your vehicles to QuickBooks Online. This way, you can match trips to the right vehicle.

Whenever you begin driving, simply grab your phone and open the QuickBooks Online mobile app. Leave the app open while you drive. The app will automatically detect and track your mileage from start to finish.

Forgot to track a trip? No problem. You can always add trips manually:

  1. Sign in to QuickBooks Online in a web browser.
  2. Go to Expenses and select Mileage (Take me there).
  3. Select Add trip.
    Note: If you can't see this option, you might be adding a trip for the first time. In that case, select Add a trip manually.
  4. Add the trip date, starting and ending points, distance, and purpose.
  5. Select the vehicle you used.
  6. Select Save.

After you reach your destination, review the trip:

  1. Open the QuickBooks mobile app.
  2. Select the menu ☰ icon and then Mileage.
  3. Select the Unreviewed tab.
  4. Find the trip. Swipe left to categorise the trip as Business. Or swipe right to categorise it as Personal.
  5. Add a purpose for the trip.
  6. Select the vehicle you used.
  7. Select Save.
  1. Go to Expenses and select Mileage (Take me there).
  2. Find the trip and select the trip.
  3. On the Trip Details pane, select Business or Personal.
  4. Review the details.
  5. If you need to edit the end point or distance, make your changes and then select Save.

What's next?

  1. Sign in to QuickBooks Online in a web browser.
  2. Go to Expenses and select Mileage (Take me there).
  3. Select the Unreviewed, Business, Personal, or All tab.
  4. Find and select the trip you want to edit.
  5. Make your changes.
  6. Select Save.

To export your mileage data:

  1. Go to Expenses and select Mileage (Take me there).
  2. Select Add trip Dropdown arrow icon..
  3. Select Download my trips.

QuickBooks downloads your trips to your computer as a CSV file. It should be in your Downloads folder.

Is the QuickBooks Online mobile app not tracking trips properly? Don't worry. Here's how to fix mileage tracking issues.

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