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Automatically track mileage in QuickBooks Online

SOLVED•by QuickBooks•43•Updated December 20, 2023

Record your business miles and vehicle expenses in QuickBooks so you have everything you need to calculate deductions at tax time.

Drivers on your team can use the QuickBooks Online mobile app to their track business miles. The app automatically tracks trips from start to finish. Simply turn on the mobile app and let QuickBooks handle the rest. All you have to do is categorise the trip. Here's how to get started.

Before you start

It's important to know that Australian businesses can claim a deduction for up to 5,000 km per vehicle per financial year. Therefore, in QuickBooks Online, your auto-tracked trips will show an amount of $0 if your travel has gone over that limit. You can find more information about this deduction method via 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:

Only admin users can track mileage in QuickBooks Online. So if you haven't already, here's how to change your user permissions so your driver can 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 start driving, simply take out your mobile device and open QuickBooks Online mobile app. Keep the app open during the trip. It will detect and track the miles 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.
  4. Add the trip date, starting and ending locations, distance, and the 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 checkbox.
  3. Select Mark as Business or Mark as Personal for the type.
  4. Review the details.
  5. If you need to edit the location or distance, select the trip, 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 drop down arrow next to Add trip.
  3. Select Download 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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