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Set up mileage tracking in QuickBooks Desktop

SOLVEDby QuickBooks4Updated over 1 year ago

Learn about mileage tracking and how it can benefit your business. 

Help your employees track ‌business trips. Keep track of your trips and vehicle info during the year so you have everything you need to make deductions at tax time.

Set up your company to track vehicle mileage

If you already have mileage data, you’ll be asked to copy your existing mileage info to the advanced track mileage.

  1. Go to ​Company and select Track Vehicle Mileage.
  2. Sign in to your Intuit Account.

Add Vehicles

Pro Tip: Add your vehicle info before you start tracking your mileage.

  1. Go to Company, then select Track Vehicle Mileage.
  2. Select Vehicle from the Manage dropdown to open the Vehicle List.
  3. Select Vehicle, then select New.  Enter the name or identification number of the vehicle. You can also enter info in the Description field.
  4. Select OK and close the Vehicle List if you have no more vehicles to add.

Note: You can also add a trip from the QuickBooks Desktop mobile app (iOS).

Update info for a vehicle

  1. Select Vehicle from the Manage dropdown to open the Vehicle List.
  2. Right-click on the vehicle you want to edit and select Edit Vehicle
  3. Make your changes and select OK. Close the Vehicle list when you have no more edits to make. 

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Manage Mileage Rates

QuickBooks applies the standard mileage rates issued every year by the IRS as default. But, you can use a different mileage rate and add the effective date.

  1. Select Company then select Track Vehicle Mileage.
  2. Select Mileage Rates from the Manage dropdown.
  3. Select Add rate
  4. Enter the effective date and the rate amount ($)
  5. Select Save

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Add a trip manually

  1. Select Company then select Track Vehicle Mileage.
  2. Select Add Trip.
  3. Enter the Start and End dates. You may also want to enter the Purpose of the trip and select the Email for the employee who made the trip.
    • Mark it Billable if you need to invoice your customer.
    • Mark it Reimbursable if the trip qualifies for employee reimbursement.
  4. Enter Starting and Ending locations to calculate the Distance.  Or enter the odometer start and end reading.
    • Enter the distance (only if you wish to override the location or odometer calculated Distance) and select the Vehicle.
  5. You may also enter Notes regarding the travel information
  6. When you're done, select Save.

If you enter a trip directly into QuickBooks Desktop, it's approved right away.as opposed to those entered in the iOS app.

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Review, edit and, approve trips in QuickBooks Desktop

  1. Select Company then select Track Vehicle Mileage.
  2. Find the trip you want to approve from the Pending approval tab and verify/add any details you may need. 
  3. Select Approve when you’re ready.

Note

  • You can’t modify a trip once it’s in the Approved list. When you directly enter mileage in QuickBooks, it’s automatically approved. 
  • Only the primary admin and company admin can view the email addresses of users when adding a trip.
  • Select Refresh to see updated info
  • You can view mileage and vehicle reports from View Report.
  • If you are using a 3rd party app connected to QuickBooks for Track Mileage, open Advanced Track Mileage once to get the correct IRS rates.
  • To go back to the older version,
    • Go to Edit and select Preferences, then select Time & Expenses
    • Select Company Preferences and then select the Basic version. If you go back to the basic version, you won’t be able to copy any data from the advanced version of track mileage to the basic version.

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Track business miles in QuickBooks Desktop mobile app for iOS

Here's how to add trips in the QuickBooks Desktop mobile app and send them to Quickbooks Desktop for approval.

Note: mileage tracking is available only on iOS.

On an iOS device (iPhone or iPad)

  1. Select Track Vehicle Mileage.
  2. Select the Plus icon (+).
  3. Enter the trip details like trip date, start and end location, distance, purpose of the trip, billable status and any additional notes.
  4. When you're done, select Save.

Important: use the Advanced version of Track Vehicle Mileage to view the trips tracked on the app in QuickBooks Desktop. Here’s how:

  1. Go to Edit and then select Preferences
  2. Go to Time & Expenses and select Company Preferences.
  3. Under Track Mileage, select Advanced version.
  4. If you don’t see Track Mileage in the Preferences, update to the latest release of QuickBooks 2023.

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