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Hi there, scottpate.
I understand the importance of running the Profit and Loss report to view your mileage data. I'm here to share the possible cause why they didn't show in the report.
Importing and recording mileage expenses will not be reflected in reports. It is designed to track the data in one place and tally the totals, so you have everything you need to make tax deductions.
The Profit and Loss report is a financial statement that summarizes the income, costs, and expenses incurred over a given period. We'll have to create a reimbursement expense for you or your employees if you want the mileage expense to appear on the report. I'll show you how.
First, let's set up a vendor profile:
- Go to the Expenses menu, then the Vendors tab.
- Select New vendor.
- Fill in all the vendor's information.
- Once done, hit Save.
Next, create a mileage reimbursement expense account:
- Go to the Gear icon and select Chart of accounts.
- Click New.
- From the Account Type dropdown menu, choose Expenses. On the Detail Type dropdown menu, select Auto or Travel.
- Give the account a name that's easy to identify.
- Once done, hit Save and Close.
Then, add an item for mileage reimbursement:
- From the Gear icon, select Products and services.
- Click New, then Non-inventory.
- Enter your desired name for the item
- In the Description section, choose I sell this product/service to my customers. Then, enter a description.
- In the Sales price/rate field, enter the cost you pay for travel per mile.
- In the Purchasing information section, select I purchase this product/service from a vendor. Then, enter a description.
- From the Expense account dropdown menu, select the account you've created.
- Hit Save and close.
After that, enter a bill for the mileage reimbursement:
- Go to + New and then select Bill.
- From the Vendor dropdown menu, choose the vendor you created for mileage.
- Choose Item details to expand the section.
- From the Product/Service dropdown menu, add the item you created.
- Enter or update the Description, Qty, Rate, and Amount as needed.
- Click Save and close.
Lastly, record the payment for the Reimbursement expense:
- From + New, select Pay bills.
- Choose the Payment account and the employee to reimburse.
- Once done, hit Save.
For more details about the process, I suggest browsing this article: Reimburse employees' mileage and vehicle expenses in QuickBooks Online.
Please don't hesitate to post again if you need additional assistance managing your mileage. I'm always available to help you.
Hi there, @scottpate.
I'd be happy to assist you in calculating your mileage reimbursement for a particular timeframe.
By choosing a custom date from the Tax Year dropdown on the Mileage page, you can narrow down the time frame and let QuickBooks calculate the potential deduction specifically for that period.
Here's how:
- On the left navigation panel, click Expenses.
- On the Mileage tab, choose Custom date on the Tax Year dropdown.
- Enter the start and end dates of the period you want to calculate. Then, hit Save.
Once you've finished, the total potential deduction for that period will be presented on your screen. From there, you can simply follow the instructions provided by my colleague above to create a reimbursement expense.
For additional guidance in recording business miles, you can check out this article: Automatically track mileage in QuickBooks Online.
For future use, here's an article on generating reports to get a good view of how your business is performing: Run reports in QuickBooks Online.
Please feel free to tag me anytime if you require further assistance with tracking mileage. My goal is to ensure that you always achieve your desired outcomes in your bookkeeping. Stay safe!
Thanks for joining this thread concerning total mileage in QuickBooks Online (QBO), @Jtinzly.
In QuickBooks Online, we can go over to your mileage tab, customize the date to the prior year, and see the total mileage. Here's how:
- Go to the Expenses menu and select Mileage.
- In the Tax Year section, drill down the arrow and select 2023.
- From the Potential deduction section, you can see the Total business miles and the Total miles.
Moreover, if you're referring to seeing the total mileage within the report, we can manually download the trip into a CSV file. Although the mileage isn't collated into one, I'd suggest you manually sum up the total in the CSV file. I'll show you how you can download the trips:
- From the Customization above, click the dropdown beside the Add Trip button.
- Tap the Download Trip to get the data.
- In the CSV file, you can total the miles under the Distance section.
I have included some articles that cover maintaining mileage, addressing certain issues, and other related topics:
- Automatically track mileage in QuickBooks Online
- Fix mileage tracking issues in the QuickBooks Online mobile app
Please feel free to reach out to me if you have any further questions or concerns. I'm always here to assist you in any way I can. I hope you have a wonderful day and I look forward to hearing from you soon!
