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Set up mileage tracking and vehicles in QuickBooks Online

SOLVEDby QuickBooksQuickBooks Online180Updated 1 week ago

Learn what to set up to start tracking your business miles.

Business-related mileage can add up quickly. At the end of the year, you may be able to write off your business mileage and expenses.

Use the QuickBooks Online mobile app to track business mileage for multiple vehicles. Keep track of your trips and vehicle info during the year so you have everything you need to make deductions at tax time. Here's how to set up mileage tracking and add your vehicles.

If you're already set up, follow these steps automatically track your mileage.

Step 1: Check your driver's user permissions

Currently, only admin users can track mileage in QuickBooks Online. Here's how to change user permissions so your driver can track their mileage.

Step 2: Turn on mileage tracking

Turn on the automatic mileage tracking feature in the QuickBooks Online mobile app.

  1. Open the QuickBooks mobile app.
  2. Select the menu ☰ icon and then Mileage.
  3. Select Auto-tracking.
  4. Turn on Auto-tracking.

Step 3: Set location permissions for your mobile device

For auto-tracking to work, turn on your mobile device's background location permissions.

On an iPhone or iPad (iOS)

Follow the steps from Apple. Set your device's location permissions to Always. For the most accurate trip tracking, also turn on Motion & Fitness permissions.

On an Android phone or tablet

Follow the steps from Google. Set your device's location permissions to Allow all the time and physical activity permission to Allow.

Step 4: Add vehicles to QuickBooks

You can add as many vehicles as you need. Tip: Add your vehicle info before you start tracking your mileage.

  1. Go to Apps then select Mileage (Take me there), or go to Mileage (Take me there).
  2. Select the Vehicle icon.
  3. Select Add vehicle.
  4. Enter the make and model, ownership status, and other info.
  5. Select Save.

To update info for a vehicle, select the Vehicle icon, find the vehicle, and select Edit. Make your changes and select Save.

  1. Open the QuickBooks mobile app.
  2. Select the menu ☰ icon and then Mileage.
  3. Select Auto-tracking.
  4. Select Manage Vehicles.
  5. Select Add new vehicle.
  6. Enter the make, model, and ownership status.
  7. Select Optional info and fill out the remaining fields.
  8. Select Save.
  1. Open the QuickBooks mobile app.
  2. Select the vertical ellipsis ⋮ icon and then Settings.
  3. Select Manage Vehicles.
  4. Select Add new vehicle.
  5. Enter the make, model, and ownership status.
  6. Select Optional info and fill out the remaining fields.
  7. Select Save.

Step 5: Manage your vehicles

If you use more than one vehicle, set the one you use the most as the primary vehicle. QuickBooks will automatically tag auto-tracked trips to it. Tip: You can always assign a different vehicle when you categorize trips.

On a web browser

  1. Go to Apps then select Mileage (Take me there), or go to Mileage (Take me there).​
  2. Select the Vehicle icon.
  3. Select the vehicle you want to set.
  4. Select the Set as primary vehicle toggle.
  5. Select Save.

On an iPhone or iPad (iOS)

  1. Open the QuickBooks mobile app.
  2. Select the menu ☰ icon and then Mileage.
  3. Select Auto-tracking.
  4. Select Manage Vehicles.
  5. Select the vehicle.
  6. Select the Set as primary vehicle toggle.
  7. Select Save.

On an Android phone or tablet

  1. Open the QuickBooks mobile app.
  2. Select the vertical ellipsis ⋮ icon and then Settings.
  3. Select Manage Vehicles.
  4. Select the vehicle.
  5. Select the Set as primary vehicle toggle.
  6. Select Save.

Don't use a vehicle anymore? Deactivate it so it doesn't show up on the mileage menu. Existing trips stay linked to deactivated vehicles. You can still export trips for deactivated vehicles.

Note: You can't deactivate your primary vehicle. Assign a different vehicle as your primary vehicle first.

On a web browser

  1. Go to Apps then select Mileage (Take me there), or go to Mileage (Take me there).
  2. Select the Vehicle icon.
  3. Find the vehicle you want to deactivate.
  4. Select Deactivate.

To reactivate a vehicle, follow the steps again and select Start using again.

On an Android or iOS device

  1. Open the QuickBooks mobile app.
  2. Follow the steps to go to the Manage Vehicles menu.
  3. Select the vehicle you want to deactivate.
  4. Select I no longer use this vehicle and then Confirm.

To reactivate a vehicle, follow the steps again and select Start using again.

Next steps: Track business miles

You're all set up. Here's how to track trips with the QuickBooks Online mobile app.

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