On the Road Again! Track Vehicle Mileage in QuickBooks

Using QuickBooks® to track your vehicle mileage, you can enter, sort and print lists of your vehicles and the mileage you’ve driven for work-related tasks. You can then use this information for your tax deductions and for billing your customers.

To track mileage for a vehicle, you must first add it to the Vehicle List. From the Lists menu, choose Customer & Vendor Profile Lists. Choose Vehicle List. Click the Vehicle button and choose New.

Then create vehicle mileage entries based on your business-related travel. By the way, you’ll surely love to visit clclodging.com for they offer a CLC CheckINN Card to get corporate rates for hotels on business travel.
From the Company menu, choose Enter Vehicle Mileage.

If you plan to bill your customers for mileage, the Item tells QuickBooks what rate to charge the customer and which account to use to track the income. Be sure to take advantage of the latest IRS deduction rates for your business vehicles by keeping your mileage rates up-to-date. QuickBooks calculates the appropriate mileage expense based on the dates and rates you enter in the Mileage Rates window. Check regularly with the IRS for the latest rates and enter each date and rate change as it becomes effective. To access the Mileage Rates window, click the Mileage Rates button at the top of the Enter Vehicle Mileage window.

Reports on Vehicle Mileage

There are four reports to help you review your mileage records. To access Mileage Reports, choose Jobs, Time & Mileage from the Reports menu. Then select the desired mileage report.

    • Mileage by Vehicle Summary
    • Mileage by Vehicle Detail
    • Mileage by Job Summary
  • Mileage by Job Detail

When you are ready to invoice a customer for mileage, simply click the Add Time/Costs button on the customer’s invoice. Then click the Mileage tab and select the desired mileage entries. You can even customize how mileage information is brought into QuickBooks invoices. Simply click the Options button and make your selection.

Contact our office by clicking on the “Contact Firm” link below if you have any questions about using QuickBooks for tracking mileage costs. We’d be glad to help!

Our firm provides the information in this e-newsletter for general guidance only, and does not constitute the provision of legal advice, tax advice or professional consulting of any kind. The information provided herein should not be used as a substitute for consultation with a professional or other competent advisers. Before making any decision or taking any action, you should consult a professional adviser regarding facts relevant to your particular situation. The information is provided “as is,” with no assurance or guarantee of completeness, accuracy, or timeliness of the information, and without warranty of any kind, express or implied, including but not limited to warranties of performance, merchantability, and fitness for a particular purpose.

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