Set up vehicles and mileage tracking in QuickBooks Online to use with the mobile app
SOLVED•by QuickBooks•450•Updated 4 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 Primary Admin and Company Admin can track mileage in QuickBooks Online. Each user can only view their own mileage. Here’s how to change user permissions so your driver can track their mileage.
Go to Menu☰, then tap Mileage.
Tap Auto-tracking.
Tap the switch to turn on Auto-tracking.
Use the Trips Live Activity feature
On a iPhone to use the Trips Live Activity feature for the Current Allowable Expenses: Important: Only available for iPhone 14 models and above.
Go to the Today tab and tap Track Trip from the Quick Actions menu, or go to the Menu (☰) and tap Mileage.
Tap Track a Trip.
Tap Start to begin tracking your trip.
Enter the destination address in the Add Destination screen or select address from the list having previous address
A Live Activity Message will be displayed and Dynamic Island will appear on the lock or home screen.
Note: Should you lose your connection, your trip will still be saved in the unreviewed section so you can review it once your connection is re-established.
Note: The accountant is the only one who has the view of "Download your client's trip log". If you don't, it's because you are the Primary Admin. You can only access the page if you are a firm user.
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.