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Automatically track mileage in QuickBooks

by Intuit•19• Updated 2 weeks ago

Learn how to track business miles for tax deductions using QuickBooks Online and the mobile app.

QuickBooks lets you automatically record business mileage using your web browser or mobile device. Once enabled, the QuickBooks mobile app tracks trips from start to finish—just open the app and let it run. You can then review, categorise, and export your trips whenever needed.

This article is for customers who use QuickBooks Online, the QuickBooks mobile app, or QuickBooks Sole Trader.

1. Set up mileage tracking

Before you can track trips, add your vehicles and make sure location access is turned on. You can use QuickBooks Online (web), iOS, or Android.

Note: Only QuickBooks Online supports multiple users with permissions to track mileage. QuickBooks Sole Trader accounts are single-user only.

  1. Sign in to QuickBooks Online.
  2. Go to Expenses and select Mileage.
  3. Select the ▼ Add trip dropdown and choose Manage vehicles.
  4. Select Add vehicle and enter the vehicle’s info.
  5. In the Tax info section, choose how you’ll record mileage.
  6. Select Save.
  1. Go to Menu ☰, then tap Mileage.
  2. Tap Auto-tracking, Vehicles, then Add Vehicle.
  3. Enter the vehicle’s make and model.
  4. Optionally, set it as your primary vehicle.
  5. Tap Save.
  1. Open the app and go to Menu ☰, then tap Mileage.
  2. Tap + New, then Vehicle.
  3. Tap Manage Vehicles, then Add new vehicle.
  4. Enter the vehicle’s details and tap Save.


2. Turn on automatic mileage tracking in the QuickBooks mobile app

You can only turn on automatic mileage tracking in the QuickBooks mobile app—it’s not available in the web version. Once enabled, the app tracks your trips in the background from start to finish.

Note: Only Primary Admin and Company Admin users can use mileage tracking in QuickBooks Online. Each user can only see their own trips.

QuickBooks Online only – user-based tracking not supported in QuickBooks Sole Trader.

  1. Open the QuickBooks app.
  2. Go to Menu ☰, then tap Mileage, then Auto-tracking.
  3. Tap the switch to turn it on.
  4. Follow the on-screen prompts to allow location access.


3. Allow location access on mobile

Make sure location permissions are correctly set so QuickBooks can track your trips accurately in the background.

  • Set Location to Always in your iPhone’s Settings under QuickBooks, then Location. Refer to the steps from Apple here.
  • Enable Motion & Fitness, Background App Refresh, and Mobile Data.
  • Avoid using Low Power Mode or Do Not Disturb during trips.
  • Enable Allow all the time location access. Refer to the steps from Google here.
  • Allow physical activity access.
  • Turn on background data usage, unrestricted data, and mobile data for the app.

4. Track business trips

With auto-tracking enabled, QuickBooks will record your trips. You can also start a trip manually or use Live Activity features (iOS only).

  1. Sign in to QuickBooks.
  2. Go to Expenses, then select Mileage.
  3. Select Add trip.
  4. Enter the trip details and select the vehicle used.
  5. Select Save.

You can see your deductions in real time and always know your trips are being tracked.

Note: On iPhone, the Trips Live Activity feature for Current Allowable Expenses is available for iPhone 14 models and above.

  1. Tap Track Trip from the Today tab or Menu
  2. Tap Track Trip from the Today tab or Menu ☰, then Mileage.
  3. , then Mileage.
  4. Tap Track a Trip, then Start.
  5. Add a destination to begin.
  6. Live tracking appears in the Dynamic Island or on your lock screen.

5. Categorise your trips

Once your trip ends, you can categorise it as Business or Personal.

  1. Go to Expenses, then select Mileage.
  2. Select the trip.
  3. Choose Business or Personal, and update any details.
  4. Select Save.
  1. Open the app and go to Menu ☰, then tap Mileage.
  2. Select the Unreviewed tab.
  3. Swipe left to mark as Business or right to mark as Personal.
  4. Add a purpose and vehicle.
  5. Tap Save.

6. Review, edit, or export trips

Easily manage your trip history on QuickBooks Online.

  1. Go to Expenses, then select Mileage (in Sole Trader, go to Mileage directly).
  2. Use tabs to filter trips.
    • QBO: Tabs include Unreviewed, Business, Personal, All.
    • Sole Trader: Only basic filtering is available.
  3. Select and edit a trip.
  4. Select Save.

To export trips:

  1. Go to Expenses, then select Mileage.
  2. Select Add trip, then Download my trips.
  3. Your data will download as a CSV file.

7. Manage vehicles

QuickBooks Online (web browser): Go to Mileage > Manage vehicles > Set as primary.

QuickBooks mobile app (iOS): Go to Menu > Mileage > Auto-tracking > Vehicles, choose a vehicle, tap Set as primary.

QuickBooks mobile app (Android): Go to Menu > Mileage > Vehicle, choose a vehicle, tap Set as Primary.

QuickBooks Online (web browser): Go to Mileage > Manage vehicles, choose a vehicle, select Vehicle no longer in use.

QuickBooks mobile app: Go to Menu > Mileage > Auto-tracking > Vehicles, tap a vehicle, select I no longer use this vehicle, then Confirm.


8. Add and edit favourite locations

Create a list of your common locations to make trip reviews quicker.

  1. Go to Expenses, then select Mileage.
  2. In the Add trip dropdown, select Manage favourite locations.
  3. Select Add favourite location, enter the address and name, then select Save.

Need more help? Fix mileage tracking issues in the mobile app

Experiencing problems tracking your work trips on your phone? Find solutions in our QuickBooks mobile app troubleshooting guide for Apple and Android devices.

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

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