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C
ChrisPembs
November 16, 2018
Solved

How to record fuel expenses in QuickBooks Online

  • November 16, 2018
  • 20 replies
  • 69 views

Hello

 

I am a new user just in the middle of setting everything up and was wondering what is the standard way of recording fuel used in our vehicles? No need for per mile etc as the vehicles are ours so just a case of recording the individual transaction and attaching copies of receipts.

 

Thanks in advance :)

 

Best answer by Elizabeth P

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.

 

20 replies

K
KatieLou76
November 16, 2018

Hi Chris,

 

Thank you for your message & for joining our QuickBooks family!

 

I would be grateful if you can please advise to whether you have our QuickBooks Self Employed or small business product so that I can answer your query?

 

We look forward to hearing from you & Welcome to the QuickBooks Intuit Community page!

 

Kindest regards

C
ChrisPembsAuthor
November 16, 2018

Hi

 

Apologies I did mean to include that, I am using Quickbooks Online

 

Thanks

G
Giovann_GModerator
Moderator
September 1, 2021

hello,

Im going crazy because in my chart of accounts there is no detail type for auto or vehicle. What do i do?!


I know how you feel and I'm willing to help, deardally.

 

I'll ensure you're able to add detail type for auto in QuickBooks Online.

 

Did you follow the steps provided by my colleague AlcaeusF to add a new expense account? If so, you may have experienced some browser-related issue that causing this unusual behavior on the software. Since adding detail type for auto should be available in your end if you selected the account type Expenses. Let's perform basic troubleshooting steps to fix it.

 

First, you can use a private browser or an incognito window upon logging in to your account. This mode is free from any cache files that cause the web-based software to function beyond expectation. Here are the shortcut keys:

 

  • For Chrome, press and hold Ctrl+Shift+N.
  • For Firefox, press and hold Ctrl+Shift+P.
  • For Safari, press and hold Command+Shift+N.

 

Then, repeat the same steps in creating a detail type for auto on your chart of account. If it works, you can go back to your normal browser and clear the cache to remove unwanted internet files. Alternatively, you can use a different supported browser to further isolate the issue.

 

In addition, you can check out this article to learn about recording business miles for one or more vehicles in QuickBooks Online: Automatically track mileage in QuickBooks Online.

 

As always, you can add any details below if you have follow-up questions about managing your chart of accounts. I'm always here to help you.

Elizabeth P
Elizabeth PCommunity ManagerAnswer
Community Manager
July 28, 2026

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.

 

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