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Manually track mileage for multiple vehicles

Learn how to manually track mileage for multiple vehicles in QuickBooks Online.

If you need to track mileage for multiple vehicles, you can add your miles directly in QuickBooks Online.

This is separate from the mileage the QuickBooks Mobile App automatically tracks. Make sure you check both.

Set up manual tracking

If you haven't already, set up a vendor profile for your employee and a special expense account to track the mileage.

Step 1: Set up a vendor profile for your employee

This vendor profile is separate from the regular employee profile used for payroll and is only for mileage tracking. Keep using employee profiles for everything else.

  1. Select Expenses, then select Vendors.
  2. Select New vendor.
  3. Enter your employee's info. Give your employee's vendor account a unique display name. Tip: Consider adding "V" for vendor or "(Mileage)" to the end. This way, you know exactly which vendor profile to pick to track mileage.
  4. Select Save.

Step 2: Set up an expense account for mileage

  1. Select Settings ⚙️, then select Chart of Accounts.
  2. Select New.
  3. Create a new expense account. From the Account Type drop-down menu, select Expenses. From the Detail Type drop-down menu, select Auto or Travel.
  4. Give the account a unique name that's easy to identify.
  5. Select Save and Close.

If you need more info, learn more about setting up accounts.

Step 3: Create a product item for Mileage

You can use this mileage product to create bills anytime you need to track mileage.

  1. Select Settings ⚙, then select Products and Services.
  2. Select New, then select Non-inventory for the type.
  3. Name the item "Manual mileage".
  4. In the Description section, check I sell this product/service to my customers. Then enter a description.
  5. In the Sales price/rate field, enter the cost you pay for travel per mile.
  6. In the Purchasing information section, check I purchase this product/service from a vendor. Then enter a description.
  7. From the Expense account drop-down menu, select the mileage expense account you just created.
  8. Select Save and close.

Create a bill to track mileage

Anytime you need to track mileage, you'll need to create a bill. Use the vendor profile for your employee, mileage expense account, and mileage product.

  1. Select Create ⨁, then select Bill.
  2. From the Vendor drop-down menu, select your employee's vendor profile.
  3. Select Item Details to expand the section.
  4. From the Product/Service drop-down menu, select the mileage product you created.
  5. Enter the quantity, rate, and amount as needed.
  6. If you want to make this a billable expense for a customer, select the Billable checkbox. Then select the customer from the drop-down menu.
  7. Select Save and close.

QuickBooks tracks these bills as expenses in your mileage expense account. They appear on your Profit and Loss Reports. You can review your account register when you want to see your manually tracked trips.

Reimburse manually tracked mileage

If your employee paid for business expenses using their personal funds, you’ll need to reimburse them. It's then added to your Profit and Loss report, so at the end of the year, you can determine your deduction.

  1. Select the Plus (+) icon, then select Pay Bills.
  2. Select the Payment account and the employee to reimburse.
  3. Select Save.

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