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Automatically track mileage in QuickBooks

by Intuit•8• Updated 2 months 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 mobile app and let QuickBooks handle the rest. All you have to do is categorise the trip. Here's how to get started.

Note: This article is for customers using QuickBooks Online (Advanced, Essentials, Plus, and Simple Start) and Sole Trader.

Follow the steps below based on the product you are using.

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. Currently, only primary 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 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.
    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, Start point, End point, Distance, and Business purpose.
  5. Select the vehicle you used.
  6. Select Save.

Step 4: Categorise your mileage

After you reach your destination, review the trip:

On Android and iOS devices

  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.

On a web browser

  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.

Next steps: Review, edit, or export trips

  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.

Fix mileage issues

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

Step 1: 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. This way, you can match trips to the right vehicle.

Step 2: Track business miles

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

  1. Sign in to QuickBooks in a web browser.
  2. Go to Mileage and 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, Distance, and Business purpose.
  4. Select the vehicle you used.
  5. Select Save.

Step 3: Categorise your mileage

After you reach your destination, review the trip:

On a web browser

  1. Go to Mileage.
  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.

Next steps: Review, edit, or export trips

  1. Sign in to QuickBooks in a web browser.
  2. Go to Mileage.
  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 Mileage and select Add trip Dropdown arrow icon..
  2. Select Download my trips.

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

QuickBooks Online App for AndroidQuickBooks Online App for iOSQuickBooks Online EssentialsQuickBooks Online PlusQuickBooks Online Simple Start

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