Hi userlogistrainfo,
Welcome to Community! Recording your business miles and expenses for additional vehicles is a great way to save time and keep your accounts balanced. When doing last minute orders, your driver can track the mileage to ensure nothing's been missed. QuickBooks Online Mileage is an exceptional feature that automatically tracks the trips for you, so all you'll need to do is categorize the trip. I'd be glad to assist with this!
Initially users would need to be registered as an admin in QuickBooks Online to access the feature. Here's how to change the user permissions so your drivers can track their mileage:
1. From the Gear in the top right, select Manage users
2. Find the user and then click Edit in the Action column
3. In the User type drop-down ▼ menu, select the new user type as Company Admin
4. Hit Save when finished
Auto-tracking will need to be turned on in the mobile device background location permissions. To do this, follow these steps:
On an iPhone or iPad (iOS)
Follow the steps from Apple. Setting your location permissions to Always and also turn on Motion & Fitness permissions for the highest accuracy.
For Android phone or tablet
Follow the steps from Google. Set your device to Allow all the time and physical activity permission to Allow.
Next, add the vehicle information to start tracking the mileage. Here's how!
On an iPhone or iPad (iOS)
- In the QuickBooks mobile app
- Select Mileage from the menu ☰ icon
- Choose Auto-tracking and then Manage Vehicles
- Hit Add new vehicle
- Enter the make, model, and ownership status
- Select Optional info to complete the remaining fields
- When finished, hit Save
On an Android phone or tablet (iOS)
1. Select the vertical ⋮ icon and then Settings in the QuickBooks mobile app
2. Hit Manage Vehicles and then Add new vehicle
3. Enter the required fields
4. Choose Optional info and fill out the remaining fields
5. Hit Save when complete
If using a web browser, follow these steps:
1. In QuickBooks Online, open Mileage or Trips from the left menu
2. Click the Vehicle icon and then Add Vehicle
3. Enter the vehicle information
4. Select Save when done
Note: When using more than one vehicle, QuickBooks Online automatically tags tracked trips to the primary vehicle. However, you can assign a different vehicle when you categorize the trips. Here's an article for your reference with additional information for setting up and tracking mileage.
If you have any other questions, please reach back out. We'd be happy to help!
