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Level 1

Start tracking mileage

We have a trash hauling business. We want to start using Quickbooks to track the mileage of our trucks. Can someone explain how to do that?

QuickBooks Team

Start tracking mileage

Thanks for reaching out to the Community, Kelsie504.

Drivers can use our QuickBooks Online mobile app to track their miles. It automatically tracks trips from start to finish. I'd be more than happy to guide you through the process.

Here's how to set everything up:

  1. Only master admins can track mileage. If you haven't configured your user permissions so drivers can document their details, be sure to configure them properly.
  2. Access the QuickBooks Online Mobile application.
  3. Use your Menu (☰) icon and choose Mileage.
  4. Pick Auto-tracking.
  5. Turn on Auto-tracking.
  6. Make sure your driver's location permissions are configured properly. For iOS devices, they'll need to set it to Always and preferably turn on Motion & Fitness for better accuracy. Android users will have to set it to Allow all the time and configure the Physical Activity permission to Allow.

Next, confirm all of the necessary vehicles are added before you start tracking mileage. Once you've finished adding each vehicle, you'll be prepared to track your trips.

If there's any additional questions, I'm just a post away. Have a wonderful day!

Fiat Lux - ASIA
Level 15

Start tracking mileage


Are you using QB Online now? You may utilize a 3rd party app to track the mileage and routes of your trucks.

Level 1

Start tracking mileage

Is there a way to track it without an app?

QuickBooks Team

Start tracking mileage

Thanks for coming back, @Kelsie504. You'll need to use the QuickBooks mobile apps to track mileage automatically. You can follow the steps provided by my peer @ZackE to accomplish this. 


You can also check out this article for more insights about tracking mileage automatically in QuickBooks Online (QBO). 


However, if you opt manually add trips in QuickBooks Online (QBO) instead of the app, you can follow these steps below:


  1. Go to Mileage, then click on Add Trip.
  2. Add the trip date, starting/ending locations, distance, and the trip purpose.
  3. Select Save once you're done.


For future reference, read through this article to learn more about setting up manual tracking for mileage reimbursement in QBO. 


I'd be here to answer if you have additional questions about mileage tracking, @Kelsie504. Take care. 


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