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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.

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

Add a vehicle to QuickBooks

You can add as many vehicles as you need. Follow the steps for your web browser or mobile experience.

  1. Sign in to your QuickBooks Online account.
  2. Go to Expenses then select Mileage (Take me there), or go to Mileage (Take me there).
  3. Select the dropdown ▼ next to Add trip.
  4. 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.
  5. Enter your vehicle’s info.
  6. In the "Tax info" section, select how you want to record your mileage for the year.
  7. Select Save.
  1. Go to Menu ☰, then tap Mileage.
  2. Tap Auto-tracking.
  3. In the "Manage" section, tap Vehicles.
  4. 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.
  5. Enter the vehicle’s make and model.
    Note: If you want to set it as your primary vehicle, tap the switch switch_QBO_US_Ext_021623.PNG. You can also enter more info for your vehicle when you tap Optional Information.
  6. Tap Save.
  1. Go to Menu ☰, then tap Mileage.
  2. Tap + New, then tap Vehicle.
  3. 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.
  4. Enter your vehicle’s info.
  5. 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.
  1. Go to Menu ☰, then tap Mileage.
  2. Tap Auto-tracking.
  3. Tap the switch switch_QBO_US_Ext_021623.PNGto turn on Auto-tracking.

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 Expenses then select Mileage (Take me there), or go to Mileage (Take me there).
  2. Select the ▼ dropdown next to Add trip. Then, select Manage vehicles.
  3. Select the vehicle you want to assign as the primary vehicle.
  4. Select the Set as primary vehicle switch_QBO_US_Ext_021623.PNG switch.
  5. Select Save.

On an iPhone or iPad (iOS)

  1. Go to Menu ☰, then tap Mileage.
  2. Tap Auto-tracking.
  3. In the Manage section, tap Vehicles.
  4. Select the vehicle you want to set as primary.
  5. Tap the Set as primary vehicle switch_QBO_US_Ext_021623.PNG switch.
    Note: This won’t affect your previously-reviewed trips with your old primary vehicle.
  6. Tap Confirm, then Save.

    QuickBooks will now tag the new trips you take to this vehicle.

On an Android phone or tablet

  1. Go to Menu ☰, then tap Mileage.
  2. Tap + New, then tap Vehicle.
  3. Tap the vehicle you want to set as primary.
  4. Tap the Set as Primary vehicle switch_QBO_US_Ext_021623.PNG switch.
    Note: This won’t affect your previously-reviewed trips with your old primary vehicle.
  5. Tap Confirm, then Save.

    QuickBooks will now tag the new trips you take to this vehicle.

If you don't use your vehicle anymore, you can make it inactive so it doesn't show up on your list of active vehicles.

Note:

  • You can't mark your vehicle as inactive if it's set as the primary. You need to assign a different vehicle as the primary vehicle first.
  • Your existing trips stay linked to your old vehicle even after you make it inactive.
  • You can still export trips for inactive vehicles when needed.

On a web browser

  1. Go to Expenses then select Mileage (Take me there), or go to Mileage (Take me there).
  2. Select the ▼ dropdown next to Add trip. Then, select Manage vehicles.
  3. Select the vehicle you want to make inactive.
  4. 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

  1. Go to Menu ☰, then tap Mileage.
  2. Tap Auto-tracking.
  3. In the Manage section, tap Vehicles.
  4. Tap the vehicle you want to make inactive.
  5. Tap I no longer use this vehicle.
  6. 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.

Track business miles

Now that you’re all set up, check out how you can track trips with the QuickBooks Online mobile app.

Add and edit favorite locations

You can create and manage a list of your favorite locations. These will auto-populate when it comes time to review your trips.

  1. Sign in to your QuickBooks Online account.
  2. Go to Expenses then select Mileage (Take me there), or go to Mileage (Take me there).
  3. In the Add trip dropdown ▼, select Manage favorite locations.
  4. Select Add favorite location, or choose an existing location to edit.
  5. Enter an address in the Address field. QuickBooks may auto-suggest the location as you type.
  6. Enter a Name for this location.
  7. Select Save when finished.

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