“I need your business mileage for the year” is a request many of our clients receive from us while we are preparing their tax returns. However, if you use the QuickBooks Online app, there is a mileage tracker in your pocket that can give us that number automatically.
Start doing so with these quick steps:
1. Add a vehicle
a. On an iPhone or iPad (iOS devices)
i. Go to Menu (three bars), then tap Mileage.
ii. Tap Auto-Tracking.
iii. In the “Manage” section, tap Vehicles.
iv. Tap Add Vehicle.
v. Enter the vehicle information.
vi. Tap Save.
b. On an Android phone or tablet
i. Go to Menu (three bars), then tap Mileage.
ii. Tap + New, then tap Vehicle.
iii. Tap Manage Vehicles, then tap Add new vehicle.
iv. Enter the vehicle information.
v. Tap Save.
2. Allow location access on your mobile device
a. Set your device’s Location Services for QuickBooks to Always or Allow all the time.
b. For the most accurate trip tracking, also turn on Motion & Fitness or Physical Activity permissions.
3. Turn on mileage tracking
a. To turn on Auto-Tracking, go to Menu, then tap Mileage.
b. Tap Auto-tracking.
c. Tap the switch to turn on Auto-tracking.
4. Track business miles
a. Whenever you start driving, simply take out your mobile device and open the QuickBooks Online mobile app. Keep the app open during the trip. It will detect and track the miles from start to finish.
b. If you forget to track a trip, you can always add one manually through the web browser.
i. Go to Expenses, then Mileage.
ii. Select Add Trip.
iii. Add the trip date, starting and ending locations, distance, and the purpose.
iv. Select the vehicle you used.
v. Select Save.
5. Categorize your business mileage
a. On Android and iOS devices
i. Open the QuickBooks mobile app.
ii. Select the Menu icon and then Mileage.
iii. Select the Unreviewed tab.
iv. Find the trip. Swipe left to categorize the trip as Business. Or swipe right to categorize it as Personal.
v. Add a purpose for the trip.
vi. Select the vehicle you used.
vii. Select Save.
b. On a web browser
i. Go to Expenses, then select Mileage.
ii. Find the trip and select the checkbox.
iii. Select Mark as Business or Mark as Personal for the type.
iv. Review the details.
v. If you need to edit the location or distance, select the trip, make your changes, and then select Save.
If we have Accountant access to your QuickBooks Online account, we can download your trip log for the year when we prepare your tax return.
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