QuickBooks HelpQuickBooksHelpIntuit

Automatically track mileage in QuickBooks Online

by Intuit•8• Updated 6 days ago

Learn how to record business miles for one or more vehicles.

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 mobile app to track business miles. The app automatically tracks trips from start to finish. Simply turn on the QuickBooks 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

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.

Step 1: Check your driver's user permissions

If you haven't already, here's how to change your user permissions so your driver can track their mileage. Only admin users can track mileage in QuickBooks Online.

Step 2: Turn on mileage tracking and add a vehicle

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.

Step 3: Track business miles

Whenever you start driving, simply take out your mobile device and open QuickBooks 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. Go to All apps A bunch of numbers and letters on a tile wall., select Expenses & Bills, then select Mileage (Take me there).
  2. 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.
  3. Add the Trip date, Start point, End point, and Distance (km).
  4. Select Business, and enter the Business purpose.
  5. Select the vehicle you used in the Vehicle ▼ dropdown.
  6. Select Save.

Step 4: Categorise your mileage

After you reach your destination, review the trip:

On Android and iOS devices

  1. From the menu ☰, tap Expenses, then tap Mileage.
  2. Tap the Unreviewed tab.
  3. Find the trip. Swipe left to categorise the trip as Business. Or swipe right to categorise it as Personal.
  4. Add a purpose for the trip.
  5. Tap the vehicle you used.
  6. Tap Save.

On a web browser

  1. Go to All apps A bunch of numbers and letters on a tile wall., select Expenses & Bills, then select Mileage (Take me there).
  2. Find and select the trip.
  3. On the Trip Details pane, select Business or Personal.
  4. Review the details.
  5. If you need to edit any other details, make your changes, and then select Save.

Next steps: Review, edit, or export trips

  1. Go to All apps A bunch of numbers and letters on a tile wall., select Expenses & Bills, then select Mileage (Take me there).
  2. Select the Unreviewed, Business, Personal, or All tab.
  3. Find and select the trip you want to edit.
  4. Make your changes.
  5. Select Save.

To export your mileage data:

  1. Go to All apps A bunch of numbers and letters on a tile wall., select Expenses & Bills, then select Mileage (Take me there).
  2. Select Add trip ▼ dropdown.
  3. Select Download my trips.

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

Fix mileage issues

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

QuickBooks Online EssentialsQuickBooks Online PlusQuickBooks Online Simple Start