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Having company vehicle mileage recorded in QuickBooks Desktop (QBDT) significantly enhances the financial management and operational efficiency of your business, Keith. Below, I'll explain in more detail the steps involved in setting this up.
QBDT has a built-in feature specifically designed to track vehicle mileage. However, you've mentioned you'll need to incorporate your company vehicle mileage tracking into your existing accounting system with Ramp accounts. Please know that QBDT has a different way of tracking mileage. It will not match the format used by Ramp's application directly. Here's how you can match the new format:
If you already have mileage data, you will be prompted to transfer your existing mileage information to the advanced mileage tracking feature.
- Navigate to Company and select Track Vehicle Mileage.
- Tell us who you are then sign in to your Intuit Account.
After that, before you begin tracking new mileage, you'll need to add your vehicle details:
- Go to Company, then choose Track Vehicle Mileage.
- From the Manage dropdown, select Vehicle to open the Vehicle List.
- Click on Vehicle, then tap New. Enter the name or identification number of the vehicle. You can also enter info in the Description field.
- Hit OK and close the Vehicle List if you have no more vehicles to add.
For more detailed instructions on setting up your mileage tracking, you can refer to the article: Set up mileage tracking in QuickBooks Desktop.
In addition, once your mileage tracking is set up, you can generate Mileage by Vehicle Summary or Mileage by Vehicle Detail reports directly within the software to analyze and reconcile vehicle usage with accounting records. Please see the attached screenshot below:
Moreover, you can scan this guide to learn how to compare your expenses to your revenues in QBDT: Track job costs in QuickBooks Desktop.
The steps mentioned above not only support financial reporting and compliance but also aid in strategic decision-making related to operational practices and budget allocations. If you have any follow-up questions about mileage tracking, don't hesitate to revisit this forum. I’m just a post away here in the Community. Have a good one!
