How to record fuel expenses in QuickBooks Online

How you record fuel in QuickBooks Online depends on your product and your vehicle situation. Pick the scenario below that matches yours.

1. Company-owned vehicle — recording actual fuel costs

If your business owns the vehicle and you want to track the real cost of fuel (not a per-mile rate):

1. Set up a primary auto expense account: Gear icon → Chart of accounts → New → Account Type: Expenses → Detail Type: Auto → name it (e.g. "Auto Expense") → Save and Close.
2. Set up a Fuel sub-account the same way, checking Is sub-account and selecting your Auto Expense account as the parent.
3. Record each purchase: + New → Bill (or Expense), select your Fuel sub-account, and attach a photo of the receipt.
4. Pay the bill via + New → Pay bills.

This keeps fuel separate from other auto costs in your reports while still rolling up into total Auto Expense.

2. Using automatic mileage tracking instead

If you'd rather track mileage and let QuickBooks calculate the deduction, rather than logging fuel receipts directly:

1. In the QuickBooks mobile app, go to Menu → Expenses → Mileage → turn on Auto-tracking, and allow location access.
2. Once a trip ends, mark it Business or Personal (swipe in the app, or select it on web under Expenses & Bills → Mileage).
3. Export trip data anytime via Add trip ▼ → Download my trips.

Note: this is an alternative to recording fuel purchases directly — check with your accountant before using both methods for the same vehicle, to avoid double-counting costs.

Not sure which applies to you? Let us know whether your vehicle is owned by the business or by you personally, and whether you're on QuickBooks Online or Self-Employed — happy to point you to the exact steps.