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Automatically track mileage in QuickBooks Online

by Intuit•44• Updated about 23 hours ago

Learn how to track business miles for tax deductions using QuickBooks Online and the QuickBooks 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 the QuickBooks Online, 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. 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 Add trip ▼ dropdown and select Manage vehicles.
  3. Select Add vehicle and enter the vehicle’s info.
  4. In the Tax info section, select how you’ll record mileage.
  5. Select Save.
  1. Go to Menu ☰, tap Expenses, then tap Mileage.
  2. Tap Auto-tracking, tap Vehicles, then tap Add Vehicle.
  3. Enter the Vehicle make and model.
  4. Tap the type of vehicle from the options under Type of vehicle.
  5. Optionally, turn on the Set as primary vehicle switch.
  6. Tap Done and then Save.
  1. Go to Menu ☰, tap Expenses, 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. Go to Menu ☰, tap Expenses, then tap Mileage.
  2. Go to Auto-tracking and tap the switch to turn it on.
  3. Follow the on-screen prompts to allow location access.
  1. Go to Menu ☰, tap Expenses, then tap Mileage.
  2. Go to Auto-tracking and tap the switch to turn it on.
  3. 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. 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.
  3. Enter the Trip date, and Distance (mi).
  4. Select Business and enter the Business purpose.
  5. Enter the other trip details, if required and select the vehicle used from the Vehicle ▼ dropdown.
  6. 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 ☰, tap Expenses, and then tap Mileage.
  2. Tap Track a trip, then Start.
  3. Enter the address in the Add destination window or tap Start trip to begin.
  4. 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 All apps A bunch of numbers and letters on a tile wall., select Expenses & Bills, then select Mileage (Take me there).
  2. Select any trip.
  3. Select Business or Personal, and update any details.
  4. Select Save.
  1. Go to Menu ☰, tap Expenses, then tap Mileage.
  2. Tap 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 All apps A bunch of numbers and letters on a tile wall., select Expenses & Bills, then select Mileage (Take me there).
    Note: If you are in QuickBooks Sole Trader, go to Mileage.
  2. Use tabs to filter trips.
    • QuickBooks Online: Tabs include Unreviewed, Business, Personal, and All.
    • QuickBooks Sole Trader: Tabs include Unreviewed, Business, Personal, and All.
  3. Select and edit a trip.
  4. Select Save.

To 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 Add trip, then Download my trips.
  3. Your data will download as a CSV file.

7. Manage vehicles

Assign a primary vehicle

  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 Add trip ▼ dropdown, then select Manage vehicles.
  3. Select the vehicle.
  4. Select Set as primary vehicle switch to turn on.
  1. Go to Menu ☰, tap Expenses, then tap Mileage.
  2. Tap Auto-tracking, tap Vehicles, then tap the vehicle.
  3. Tap Set as primary vehicle switch to turn on.
  4. Tap Confirm.

Make a vehicle inactive

  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 Add trip ▼ dropdown, then select Manage vehicles.
  3. Select the vehicle.
  4. Select Vehicle no longer in use.
  1. Go to Menu ☰, tap Expenses, then tap Mileage.
  2. Tap Auto-tracking, tap Vehicles, then tap the vehicle.
  3. Tap I no longer use this vehicle, then tap Confirm.

8. Add and edit favourite locations

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

  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. 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 QuickBooks 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.

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