Automatically Track Mileage with QuickBooks Online

by | Sep 26, 2022 | Accounting, Information Technology, Tax

Automatically Track mileage in QuickBooks Online

This article is all about how to record business miles for one or more vehicles.

You are able to record all your business miles and vehicle expenses in QuickBooks allowing you to have everything you need to calculate deductions at tax time.

Drivers that are on your team can use the QuickBooks Online mobile app to track any and all business miles. The app will automatically track trips from start to finish, including addresses and mileage. Simply turn on the mobile app and let QuickBooks handle the rest. All you have to do is categorize each trip. Follow the steps below to get started:

Step 1: Check your driver’s user permissions

Only admin users can track mileage in QuickBooks Online, so be sure to check each driver’s permission levels.

Step 2: Turn on mileage tracking and add a vehicle

Be sure to set up the automatic mileage tracking feature:

Open the QuickBooks mobile app.
Select the menu icon and then Mileage.
Select Auto-tracking.
Turn on Auto-tracking.

Before you can start tracking trips, add your vehicles to QuickBooks Online. You can match trips to the right vehicle.

On an iPhone or iPad (iOS)
Open the QuickBooks mobile app.
Select the menu icon and then Mileage.
Select Auto-tracking.
Select Manage Vehicles.
Select Add new vehicle.
Enter the make, model, and ownership status.
Select Optional info and fill out the remaining fields.
Select Save.
On an Android phone or tablet (iOS)
Open the QuickBooks mobile app.
Select the vertical ellipsis ⋮ icon and then Settings.
Select Manage Vehicles.
Select Add new vehicle.
Enter the make, model, and ownership status.
Select Optional info and fill out the remaining fields.
Select Save.
Step 3: Track business miles

Whenever you start driving, simply take out your mobile device and open QuickBooks Online mobile app. Keep the app open during the trip. It will detect and track the miles from start to finish.

Step 4: Categorize your mileage

After you reach your destination, review the trip:

On Android and iOS devices
Open the QuickBooks mobile app.
Select the menu icon and then Mileage.
Select the Unreviewed tab.
Find the trip. Swipe left to categorize the trip as Business. Or swipe right to categorize it as Personal.
Add a purpose for the trip.
Select the vehicle you used.
Select Save.
Next steps: Review, edit, or export trips
Sign in to QuickBooks Online in a web browser.
Go to Apps and select Mileage.
Select the Unreviewed, Business, Personal, or All tab.
Find and select the trip you want to edit.
Make your changes.
Select Save.

Always remember, Senter, CPA is here for you if you need any assistance.

Don't hesitate to give us a call at 248-934-0550, or contact us below.

2025 Depreciation Limits

For the first time in the past three years, the IRS has set lower depreciation limits for passenger vehicles. These limits are updated annually for inflation.

Understanding Tax Extensions: What They Are and How They Benefit You

As the tax filing deadline approaches, many taxpayers find themselves unprepared to submit their returns on time. In such cases, filing a tax extension can be a practical solution.

Making Your Federal & State Income Tax Payments

Paying your federal and Michigan state income taxes has become more convenient with various online options.

Where’s My Refund

At Senter CPA, we understand how important it is to track your refund status efficiently. That’s why we’re providing you with a step-by-step guide to using the IRS “Where’s My Refund?” tool and Michigan’s “Where’s My Refund?” portal.

Senter, CPA 2024 Individual Tax Return Process

At Senter, CPA, we strive to make your tax preparation process seamless and efficient. Here’s an overview of our updated tax return process for the 2025 tax season: (2024 tax returns)

Beneficial Ownership Information Reporting Requirements? February 2025 UPDATE

As of February 20, 2025, the Beneficial Ownership Information (BOI) reporting requirements under the Corporate Transparency Act (CTA) have been reinstated. This follows the U.S. District Court for the Eastern District of Texas’s decision on February 18, 2025, to lift the nationwide injunction that had previously halted enforcement of these requirements.

Utilizing “Rules” in QBO

There is a new reporting requirement beginning January 1st, 2024, and most businesses are now required to report. What is the beneficial ownership information report, or BOI?

2024 Senter, CPA Year in Review

Reflecting on 2024, Senter CPA has experienced significant growth and success.

2024 1099 Facts

With the end of the year rapidly approaching it may be time to think about issuing 1099’s.

Paid Medical Leave Act ( PMLA)

There is a new reporting requirement beginning January 1st, 2024, and most businesses are now required to report. What is the beneficial ownership information report, or BOI?