How to Setup QuickBooks Mileage Tracker?

Summary: In this blog, we will show you how you can track your business vehicles with the QuickBooks Mileage Tracker, a robust feature to track down all the vehicles’ miles.

QuickBooks is full of accounting features that help users to track down all the small and big incomes and expenses. The organizations have business vehicles for their employees that pick up and drop for them. But the main thing is how to track the mileage and expense of the business vehicles. If you have the same scenario, you can do it with the QuickBooks Mileage Tracker. It is a robust feature of QuickBooks Online that helps you to track down all the business miles. This blog will explain everything about the mileage tracker in QuickBooks Online.

It’s easy to have all the accounting records during tax filing. But the business miles expenses can fluctuate in your tax accounting. You can easily track the business mile with the help of the QuickBooks Mileage Tracker app. The Drivers can use it on your team, and the app will track all the trip miles from start to finish. You have to categorize the trip of vehicles. For that, we present the next section of this blog, where you will learn how to track or set up a QuickBooks Online mileage tracker.

How to Setup Automatic QuickBooks Mileage Tracker?

You can easily do automatically QBO mileage tracking mileage without any hassle. It is a must for every business to track down all the business trips and calculate all the expenses. In this section, we are going to set up the Intuit mileage tracker in QuickBooks Online with the following steps:

Step 1: Change Primary Admin User

For the QuickBooks Mileage Tracker setup, you have to change the primary admin user to grant access to the QuickBooks account. This user type includes advanced-level permissions. They also have the right to manage all the admin tasks and users. Mainly the person who sets up the account is the primary admin. So, changing the primary Admin user by which the driver tracks down the business miles is mandatory. Accompanying are the steps:

  1. Firstly, log in the QuickBooks Online as the present Primary Admin.
  2. Secondly, go to Settings and then select Manage Users.
  3. Now, to make the primary Admin, find and choose the user.
  4. After that, in the User Type column, ensure that they are listed as Admin. If not, then click on Edit and change their type to admin.
  5. Here, in the Action portion, choose the small arrow ▼ and then click on Make Primary Admin.
  6. For confirmation, choose the Make Primary Admin option again.
  7. Lastly, log out of QuickBooks Online.

Now the users receive an invitation mail asking them to click on the link from the email and accept the primary admin invitation.

Also Read: QuickBooks Self-Employed

Step 2: Enable Mileage Tracking and Add a Vehicle

It is a necessary step of the QuickBooks Mileage Tracker setup. You have to enable the feature – of tracking mileage in QuickBooks Online mobile app.

Turn-On Mileage Tracking

  1. Firstly, open the QuickBooks Mobile application.
  2. Secondly, tap on the Menu and then Mileage.
  3. After that, go to Auto-Tracking and turn on Auto-Tracking.

After enabling the tracking mileage QuickBooks Online feature, add the vehicle with the following for tracking vehicle expenses in QuickBooks.

Add Vehicle

The significant factor is that you can add many vehicles according to your need for the QuickBooks mileage tracker. Following are the steps for adding vehicles on different devices:

Note: Before starting the mileage tracking, add your vehicle information first.

On Web browser

  1. Go to the Apps section and choose Mileage.
  2. Then, click on the Vehicle icon and add a Vehicle.
  3. Now, provide the ownership status, make and model, and other vehicle information.
  4. Lastly, click on Save.

If you have already added the vehicle and want to update vehicle information, then click on the Vehicle icon, search for the vehicle, and click on Edit. Then update the info and click on Save.

On iPad or iPhone 

Setup QuickBooks mileage tracker on iPhone or iPad with the given steps:

  1. First, launch the QuickBooks Mobile app.
  2. Then, go to the Menu and tap on Mileage.
  3. After that, tap on Auto-Tracking and choose Manage Vehicles.
  4. Now, tap on Add New Vehicle.
  5. Here, provide ownership status, make, and model.
  6. Next, choose Optional info and provide all the remaining fields.
  7. Finally, tap on Save.

On Tablet or Andriod Phone

Following are the steps for adding vehicles on the Andriod Phone or Tablet for QuickBooks Mileage Tracker:

  1. Tap on the QuickBooks Mobile app.
  2. Then, tap on the Vertical Ellipsis icon from the app and choose Settings.
  3. After that, tap on Manage Vehicles and then Add New Vehicle option.
  4. Now, provide the Ownership Status, Model, and Make of the vehicle
  5. Tap on the Optional Info and provide other remaining fields.
  6. Lastly, click on Save.

After adding the vehicle to QuickBooks Online, it’s time to track down the business miles.

Also Read: QuickBooks Simple Start for Small Business

Step 3: Track Business Miles

In the next step of setting up the QuickBooks mileage tracker, we will execute how to track the business miles. For tracking, open the QuickBooks Online mobile app before starting the driving. You have to open the QuickBooks Online app during the whole business trip. It will provide you with the exact business miles of your vehicle. It will detect, track and record all the miles from start to finish. However, if you forgot to track down the business trip, you can easily add trips manually easily with the following steps:

Add a Trip Manually in QuickBooks Mileage Tracker

  1. Firstly, open a web browser and go to the QuickBooks Online login page.
  2. Secondly, enter the sign-in credentials to access QuickBooks Online.
  3. Afterward, go to the Apps section and click on the Mileage option.
  4. Now, click on Add Trip option.
  5. Next, add a trip date, beginning and finishing location, purpose, and distance.
  6. Choose the Vehicle you used.
  7. Click on Save.

After tracking down all the business, review your trip after ending the trip when you reach the location.

Also Read: QuickBooks Online Class Tracking

Step 4: Review The Trip and Mileage

Following are the steps for categorizing your mileage with the QuickBooks mileage tracker on different devices:

IOS and Android Devices

  1. Launch the QuickBooks Mobile app.
  2. Then tap on the Menu and then Mileage.
  3. Now, you have to choose the Unreviewed tab.
  4. After that, search the Trip. To categorize the trip as Business, swipe left. Or for Personal, swipe right.
  5. Next, provide a Purpose for the trip.
  6. Here, choose the Vehicle you used.
  7. Tap on Save.

On a Web Browser

  1. Go to the Apps section and click on Mileage.
  2. Now, search for the Trip and mark the checkbox.
  3. Then, click on Mark as Personal or Mark as Business for the trip type.
  4. Check the details.
  5. If you want to edit the distance or location, choose a trip, make changes and click on Save; the following are the steps:

Review, Edit, or Exports Trips

You can edit or export the trip in QuickBooks Mileage Tracker with the following:

  1. Firstly, sign in to the QuickBooks Online login web page.
  2. Then, move to Apps and click on Mileage.
  3. After that, choose Unreviewed, Business, Personal, or can choose the All tab.
  4. Now, search and choose the trip you want to make changes to.
  5. Make your changes.
  6. Click on Save.

Export Mileage

  1. Go to the Apps section and choose Mileage.
  2. Choose the dropdown next to Add Trip.
  3. Click on Download Trips.

QuickBooks will download the trip and save it to the computer in CSV format in the system Downloads folder.

Also Read: QuickBooks Online Timesheet

However, if you don’t want to use the vehicle anymore after the business trip, you can deactivate it and reactivate it when you want to use it. In the following section, we will perform the steps for the same.

Deactivate and Reactivate Vehicles in QuickBooks Mileage Tracker

There are many scenarios where the user doesn’t want to use the vehicle, so the QuickBooks Online Mileage tracker provides the option for deactivating the vehicles. By this, the vehicle will not show up on the mileage menu. But don’t worry; all the existing stips will stay linked to the deactivated vehicles. You can also export the trip of the deactivated vehicles. If somehow, the QuickBooks mileage tracker not working for a particular vehicle you can deactivate it and reactivate it to get it back to work.

Note: There is no option to deactivate your primary vehicle. For that, you can update the primary vehicle with a different vehicle.

Deactivate Vehicle on IOS or Andriod Device

  1. Open the QuickBooks Mileage Tracker app on the device.
  2. Then, pursue the steps and move to the Manage Vehicles menu.
  3. Now, tap on the Vehicle to deactivate.
  4. Choose I no longer use this device and tap on Confirm.

If you want to reuse the same vehicle again, so reactivate it by following the same steps and choosing the Start Using Again option.

Deactivate Vehicle on Web Browser

  1. In QuickBooks Online, move to Apps and click Mileage.
  2. Choose the Vehicle icon.
  3. Search for the Vehicle to deactivate it.
  4. Click on Deactivate.

If you want to reuse the same vehicle again, so reactivate it by following the same steps and choosing the Start Using Again option.

Also Read: QuickBooks Online VS Desktop

Finishing Up

QuickBooks Mileage Tracker is the best feature of QuickBooks Online, which helps you to track and record business vehicle trips easily. With the above steps, we derive the steps for setting up and using the Mileage Tracker feature with the Mobile app and Web Browser. However, if anyhow the QuickBooks not tracking mileage, contact our ProAdvsiors using the Live Chat or Email option. They will fix your problems in a couple of minutes. Thank You!


Q1. How to use QuickBooks Mileage Tracker?

Ans1. To use the mileage tracker in QuickBooks, follow these steps:
1. Open QuickBooks and go to the “Customers” menu.
2. Select “Enter Vehicle Mileage” from the drop-down menu.
3. A new window will open, select the customer or job for which you want to track mileage.
4. Enter the start and end odometer readings, as well as the date and purpose of the trip.
5. Click “Save and Close” to add the mileage to your records.

Q2. Why does QuickBooks Mileage Tracker not working?

Ans2. Here are a few possible causes and how you can troubleshoot them:
1. Incorrect Setup
2. Incorrect data entry
3. Incomplete or incorrect reports
4. Outdated software