Set up vehicles and mileage tracking in QuickBooks Online to use with the mobile app
SOLVED•by QuickBooks•394•Updated 6 days ago
Learn how to set up vehicles and mileage tracking in QuickBooks Online and the QuickBooks Online mobile app.
Use the QuickBooks Online mobile app to track business mileage for your vehicles. Keep track of your trips and vehicle info during the year so you have everything you need to make deductions at tax time.
Select Manage vehicles, then select Add vehicle. Note: If you need to update an existing vehicle’s info, select the vehicle you want to edit instead. Make the changes, then select Save.
Enter your vehicle’s info.
In the "Tax info" section, select how you want to record your mileage for the year.
Tap Add Vehicle. Note: If you need to update an existing vehicle’s info, tap the vehicle you need to update. Make the changes, then tap Save.
Enter the vehicle’s make and model. Note: If you want to set it as your primary vehicle, tap the switch. You can also enter more info for your vehicle when you tap Optional Information.
Tap Manage Vehicles, then tap Add new vehicle. Note: If you need to update an existing vehicle’s info, tap the vehicle you need to update. Make the changes, then tap Save.
Enter your vehicle’s info.
Tap Save.
Allow location access on your mobile device
For auto-tracking to work, allow location access for QuickBooks on your mobile device. Follow these steps depending on the mobile device you use:
Follow the steps from Apple. Set your device's Location Services for QuickBooks to Always. For the most accurate trip tracking, also turn on Motion & Fitness permissions.
Follow the steps from Google. Turn on location access on your device. Then, set it to Allow all the time. For the most accurate trip tracking, also set physical activity permission to Allow.
Turn on mileage tracking
Turn on automatic mileage tracking in the QuickBooks Online mobile app. These steps work for both iOS and Android mobile devices.
Note:
Add your vehicle info before you start tracking your mileage.
Currently, only admin users can track mileage in QuickBooks Online. Here’s how to change user permissions so your driver can track their mileage.
Select the ▼ dropdown next to Add trip. Then, select Manage vehicles.
Select the vehicle you want to make inactive.
Select Vehicle no longer in use. This moves your vehicle to the Inactive section of your Manage vehicles pane.
If you need to reactivate a vehicle, follow the same steps. Then, select Activate. Your vehicle then returns to your list of active vehicles.
On an Android or iOS mobile device
Go to Menu☰, then tap Mileage.
Tap Auto-tracking.
In the Manage section, tap Vehicles.
Tap the vehicle you want to make inactive.
Tap I no longer use this vehicle.
Review the prompt, then tap Confirm. This moves your vehicle to the No longer in use section of your Vehicles page.
If you need to reactivate a vehicle, follow the same steps. Then, select Start using again?. Your vehicle then returns to your list of active vehicles.
You can add as many vehicles as you need. Tip: Add your vehicle info before you start tracking your mileage.