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M
MeghanAtWork
August 18, 2021
Question

Creating Expenses, Miles, Items for invoicing

  • August 18, 2021
  • 10 replies
  • 93 views

I am looking for a way to enter "expenses" such as miles and items used so that they show up in billing reports as well as on invoices. I see that there are now tabs for "expenses", "miles" and "items" when adding a time to an invoice, however I am not sure where these things originate or how to enter them.

Also, where can I then report on what has is unbilled for a job (or billed for that matter) including time AND miles/expenses together?

10 replies

RenjolynC
RenjolynC
Level 9
August 18, 2021

Good day, MeghanAtWork.

 

I'll be happy to provide details and steps where to record the information.

 

To manually track the mileage for your business vehicles, you can follow these steps:

 

  1. Go to Company > Enter Vehicle Mileage.
  2. Click the Mileage Rates menu and enter the IRS rate with the Effective date. Then hit Close. QuickBooks calculates the appropriate mileage expense based on the dates and rates you enter in the Mileage Rates window. Just keep your mileage rates up-to-date so you can always take advantage of the latest IRS deduction rates for your business vehicles. 
  3. In the Enter Vehicle Mileage window, click Vehicle List and select the Vehicle drop-down menu then choose New.
  4. Enter the vehicle name and description then select OK. 
  5. Go back to the Enter Vehicle Mileage window, and select the vehicle you've added from the Vehicle drop-down list.
  6. Enter the Trip Start Date and Trip End Date.
  7. Add the Odometer Start and End readings. QuickBooks will calculate the total mileage for you, based on these numbers.
  8. If you want to bill a customer for the mileage, select their name from the Customer Job drop-down menu and make sure to check the Billable box. 
  9. Add the Item and Class then save your mileage record by clicking the Save & Close button. 

After the steps above, you can create an invoice for mileage.

 

Here's how:

 

  1. Go to Customers > Create Invoices.
  2. From the Customer Job drop-down, select the customer you've added from the mileage window.
  3. You will be prompted for the Billable Time/Cost. Choose the Select the outstanding time and cost to add to this invoice? option. Then, click OK.
  4. In the Choose Billable Time and Cost window, click the Mileage tab.
  5. Put a check mark on the mileage item and hit OK.

I've got this sample screenshot for a visual guide:

 

 

Finally, run the mileage report by going to Reports > Jobs, Time & Mileage. Then, choose the following:

 

  • Mileage by Vehicle Summary
  • Mileage by Vehicle Detail
  • Mileage by Job Summary
  • Mileage by Job Detail

You can learn more about these reports and how to customize them by reading this article: Customize customer, job, and sales reports in QuickBooks Desktop.

 

For any follow-up questions regarding the mileage tracking or need help with other task in QuickBooks, please let me know in your reply. I'll be happy to help you out again. Have a great day!

M
MeghanAtWorkAuthor
August 18, 2021

Thank you that was very helpful! 

Is there a billing report that will show both time worked as well as mileage in one place? So far I can only find a report for one or the other.

 

Thanks,

Meghan

Adrian_A
Adrian_A
Level 8
August 18, 2021

Hello there, Meghan.

 

The option to pull up a report that shows both time worked and mileage is unavailable. That said, I'd suggest sending feedback to our Developers through the Help menu, select Send Feedback Online, and then Product Suggestion. Enter your suggestion and click Send Feedback.

 

Though this option is a good idea, our Developers go through a wide range of feedback. They try to navigate a path forward with accessibility leading and wanted to be very thorough with the enhancements to make our program efficient to use.

 

If you want to remove and add some data on the report, you can filter it. Here's an article as your guide: Create specific custom reports.

 

You can always drop a Reply if there's anything that I can help in customizing a report. Keep safe!

P
PBAFL
December 14, 2021

I thought this thread would be helpful.  Can someone please answer my question? I have categorized the bank feed gas purchases to vehicle: gas & fuel as well as noted the mileage log in the description for each expense transaction. However, I would like to record the mileage for each business trip instead of the gas purchased. How do I change all of the gas & fuel expense transactions that I have recorded in QBO? In other words, not record the gas expense using the receipts as I have but the mileage since I kept records of both.

 

Thank you!

 

C
CharleneMaeFQuickBooks Team
QuickBooks Team
December 14, 2021

I recognize how important it is to categorize your mileage accurately in QuickBooks, PBAFL. I'm here to assist you with that.

 

To start, let's unmatch the bank transactions you've categorized in the program. This ensures your record is accurate. Here's how:

 

  1. Go to the Banking menu and then select the Banking tab.
  2. Select tile for the bank or credit card account you downloaded the transaction from.
  3. Click the Categorized tab.
  4. Find the transaction you want to unmatch.
  5. Select the blue transaction link in the Added or Matched column to see the matched transaction.
  6. After that, click Undo from the Action column.

 

Once done, you can now categorize your mileage as a business trip. I'll show you how:

 

  1. Go to the Mileage or Trips menu.
  2. Find the trip and select the checkbox.
  3. Choose Mark as Business for the type.
  4. Review the details.
  5. If you need to edit the location or distance, select More and then click Edit trip.
  6. After making the changes, select Save.

 

For more details about recording your business miles, please see this article: Automatically track mileage in QuickBooks Online.

 

Additionally, I've included these steps below that'll help you export your trips. This way, you'll have a handy copy of your mileage data:

 

  1. Sign in to your QuickBooks Online account.
  2. Go to the Mileage or Trips menu.
  3. Select Download Trips.

 

I'm only a few clicks away if you need assistance in managing your business miles and vehicle expenses, PBAFL. It's always my pleasure to help you out again.

P
PBAFL
December 14, 2021

Thank you Charlene for your speedy response. This is very helpful. Will undoing the gas expenses affect reconciling bank statements since the gas receipt amount and mileage amount will differ? I have reconciled Jan thru Oct so how would I edit the gas expenses for these months?

 

Many thanks!

 

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