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:
- Go to the Lists menu, then select Vehicles.
Note: To edit a vehicle, double-click the name of the vehicle.
- Select the plus + icon to create a new vehicle.
- Enter the name or ID of the vehicle.
- 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.
- Go to the Company menu, then select Mileage Rates.
- Select the plus + icon to add a new rate.
- Enter the rate and its effective date.
- 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:
- Go to the Company menu, then select Enter Mileage.
- From the vehicle dropdown, select the vehicle you use.
- Enter the dates of your travel time. If it’s only for a day, use the same date for both start and end dates.
- To calculate the total miles you drove, enter the starting and ending odometer settings.
- 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.
- Select OK to record mileage.