Follow this guide to enter mileage in QuickBooks Online step-by-step and track trips accurately. Call +1-866-513-4656 for guidance.
Tracking vehicle mileage is essential for accurate reimbursement, expense deduction, and business record-keeping. Many QuickBooks users face confusion when trying to record mileage expenses correctly, especially after updates to the app interface or when switching between QuickBooks Desktop and QuickBooks Online. If you’ve ever wondered how to add mileage in QuickBooks Online or how to track your distance for tax purposes, this guide will walk you through every step.
Learn how to enter mileage in QuickBooks Online step-by-step. Track trips, record expenses easily. Call +1-866-513-4656 for help.
If you’re stuck or your mileage tracking doesn’t appear correctly after syncing, you can reach our certified experts for immediate guidance at +1-866-513-4656.
Why Tracking Mileage Matters
Mileage tracking isn’t just about convenience—it directly affects your tax deductions and expense accuracy. When you drive your personal or company vehicle for work-related purposes, those miles qualify as deductible expenses according to IRS regulations. Missing or misreporting mileage can lead to understated expenses and incorrect profit figures.
Common Reasons Why Mileage Fails to Record Correctly
Several factors can prevent mileage data from appearing or calculating properly in QuickBooks. Here are the most common causes:
- Incorrect User Permissions
- If you aren’t the QuickBooks Online admin or haven’t been granted “Mileage tracking” permissions, you may not see the Mileage option on the dashboard. Always verify your user role through Settings > Manage users.
- App Permissions Not Enabled
- On mobile devices, mileage tracking requires location access. Without it, the mileage tracker can’t automatically log trips.
- Outdated Mobile App Version
- Using an older QuickBooks mobile app version can cause sync errors. Always update your QuickBooks Online app to the latest release.
- Manual Entry Errors
- Entering incorrect odometer readings or choosing the wrong start/end locations may distort your total mileage.
- Unlinked Vehicle Profiles
- Each mileage entry must be associated with a registered vehicle profile. If the vehicle wasn’t added, the mileage tracker won’t record expenses properly.
How to Enter Mileage in QuickBooks Online Step-by-Step
Follow these detailed steps to record business mileage accurately in QuickBooks Online.
Step 1: Log in to QuickBooks Online
- Go to your QuickBooks Online admin login page.
- Sign in using your admin credentials.
Step 2: Access Mileage Tracking
- Choose Mileage from the left menu.
- If you don’t see it, navigate to Apps > Mileage Tracker to enable the feature.
Step 3: Add a New Trip
- Click Add Trip.
- Enter details including Date, Vehicle, Starting Point, Ending Point, and Purpose.
- Input total miles or allow QuickBooks to calculate based on location data.
Step 4: Specify Trip Type
- Choose Business or Personal.
- Only business trips will be included in expense calculations.
Step 5: Save and Review Trip Data
- Click Save Trip to record it permanently.
- Review your mileage records regularly under Reports > Business mileage summary.
How to Enter Mileage in QuickBooks Desktop
If you use QuickBooks Desktop, the process differs slightly:
Step 1: Open the Company File
- Launch QuickBooks Desktop.
- Open your business company file.
Step 2: Access Vehicle Mileage Entry
- From the top menu, select Company > Enter Vehicle Mileage.
Step 3: Enter Mileage Information
- In the Enter Vehicle Mileage window, choose the vehicle.
- Input Trip Start Date, End Date, Odometer Start, and Odometer End.
- QuickBooks will calculate total miles automatically.
Step 4: Add the Purpose and Customer (Optional)
- Record the reason for travel (client meeting, delivery, etc.).
- You can assign a Customer:Job or Class if you track job costs.
Step 5: Save and Run Reports
- Click Save & Close.
- To review mileage, go to Reports > Jobs, Time & Mileage > Mileage by Vehicle Detail.
Prevention Tips for Accurate Mileage Tracking
Always update your QuickBooks app before each tax period.
Confirm that the mobile app has location permissions enabled.
Use consistent odometer readings at trip start and end.
Assign each trip to the correct vehicle profile.
Regularly reconcile mileage reports with fuel and service records.
Review administrative roles — only the primary or company admin can adjust mileage settings.
Frequently Asked Questions
1. How do I enter mileage expense in QuickBooks Online?
Go to Mileage > Add Trip, enter all details including miles driven and trip purpose, then save. The expense value will reflect based on current IRS mileage rates.
2. Can employees track mileage in QuickBooks?
Yes. If the admin grants permission, employees can log trips individually. Their mileage data syncs with the company file automatically.
3. Does QuickBooks Online have a mileage tracking app for business?
Yes. The QuickBooks mobile app includes a mileage tracker that automatically records trips using GPS.
4. How can I switch vehicles in QuickBooks Online?
Open Mileage > Vehicles > Add or Edit Vehicle, then assign future trips to that vehicle.
5. How do I change the primary admin in QuickBooks Online if my mileage option is missing?
Go to Settings > Manage Users, then transfer the admin role to another user. Administrative rights are necessary to use mileage tracking.
Keeping accurate mileage records in QuickBooks saves time, supports smooth tax filing, and maximizes expense deductions. If you face difficulties or if mileage isn’t syncing properly, you can connect with a QuickBooks specialist anytime at +1-866-513-4656 for immediate guidance.