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Manually track mileage for multiple vehicles in QuickBooks Online

Learn how to manually track mileage for multiple vehicles in QuickBooks Online.

If you need to track mileage for multiple vehicles, you can add your kilometres directly in QuickBooks Online.

This is separate from the QuickBooks Mobile app that automatically tracks mileage0.

Set up manual tracking

If you haven't already, set up a supplier profile for your employee and a special expense account to track the mileage.

Step 1: Set up a supplier profile for your employee

This supplier profile is separate from the regular employee profile used for payroll and is only for mileage tracking. Keep using employee profiles for everything else.

  1. Select Expenses, then select Suppliers.
  2. Select New supplier.
  3. Enter your employee's info. Give your employee's supplier account a unique display name.Tip: Consider adding "V" for supplier or "(Mileage)" to the end. This way, you know exactly which supplier profile to pick to track mileage.
  4. Select Save.

Step 2: Set up an expense account for mileage

  1. Select Settings ⚙, then select Chart of Accounts.
  2. Select New.
  3. Create a new expense account. From the Account Type drop-down menu, select Expenses. From the Detail Type drop-down menu, select Auto or Travel.
  4. Give the account a unique name that's easy to identify.
  5. Select Save and Close.

If you need more info, learn more about setting up accounts.

Step 3: Create a product item for Mileage

You can use this mileage product to create bills anytime you need to track mileage.

  1. Select Settings ⚙, then select Products and Services.
  2. Select New, then select Non-stock for the type.
  3. Name the item "Manual mileage".
  4. In the Description section, check I sell this product/service to my customers. Then enter a description.
  5. In the Sales price/rate field, enter the cost you pay for travel per mile.
  6. In the Purchasing information section, check I purchase this product/service from a supplier. Then enter a description.
  7. From the Expense account ▼ dropdown menu, select the mileage expense account you just created.
  8. Select Save and close.

Create a invoice to track mileage

Anytime you need to track mileage, you'll need to create a bill. Use the supplier profile for your employee, mileage expense account, and mileage product.

  1. Select + New.
  2. Select Bill.
  3. From the Supplier ▼ dropdown menu, select your employee's supplier profile.
  4. Select Item Details to expand the section.
  5. From the Product/Service drop-down menu, select the mileage product you created.
  6. Enter the quantity, rate, and amount as needed.
  7. To make this a billable expense for a customer, select the Billable checkbox. Then select the customer from the drop-down menu.
  8. Select Save and close.

QuickBooks tracks these bills as expenses in your mileage expense account. They appear on your Profit and Loss Reports. You can review your account register when you want to see your manually tracked trips.

Reimburse manually tracked mileage

If your employee paid for business expenses using their personal funds, you’ll need to reimburse them. It's then added to your Profit and Loss report, so at the end of the year, you can determine your deduction.

  1. Select + New.
  2. Select Pay bills.
  3. Select the Payment account and the employee to reimburse.
  4. Select Save.

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