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Track mileage QuickBooks Desktop for Mac

by Intuit Updated 3 years ago

Learn how to track mileage in QuickBooks Desktop for Mac.

In QuickBooks, you can track mileage, which is a common expense for a lot of businesses. It also makes it convenient to  deduct your mileage from your taxes or charge your customer.

Step 1: Add business vehicles

Add the vehicle you use in your business to make it convenient to record mileage. Here’s how:

  1. Go to the Lists menu, then select Vehicles.
    Note: To edit a vehicle, double-click the name of the vehicle.
  2. Select the plus + icon to create a new vehicle.
  3. Enter the name or ID of the vehicle.
  4. Select OK to add the new vehicle.

Step 2: Enter mileage rates for taxes

If you plan to deduct your trips from your taxes, be sure to enter the latest mileage rates.

Note: IRS mileage rates can change during the year. You can go to www.irs.gov to check the latest rates.

  1. Go to the Company menu, then select Mileage Rates.
  2. Select the plus + icon to add a new rate.
  3. Enter the rate and its effective date.
  4. Select OK to save the rate.

Step 3: Enter mileage

When you’re all set up, you’re ready to track mileage in QuickBooks. Here’s how:

  1. Go to the Company menu, then select Enter Mileage.
  2. From the vehicle dropdown, select the vehicle you use.
  3. Enter the dates of your travel time. If it’s only for a day, use the same date for both start and end dates.
  4. To calculate the total miles you drove, enter the starting and ending odometer settings.
  5. You can also fill out the optional fields:
    • Notes - You can enter notes you may have about the trip.
    • Assign to Customer: Job - You can select the checkbox if the trip is for a specific customer: job or item.
    • Billable - You can select the checkbox if you want to bill a customer for the mileage. 
  6. Select OK to record mileage.
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