I recorded business mileage, but how do I convert the mileage from POTENTIAL deductions to EXPENSES hitting my P&L? Do i add a Mileage account & expense or journal entry?

Hi there, david.

I understand the importance of converting your mileage to expenses so that you have all the necessary information to calculate deductions when tax time comes around. I'll share some details about how this feature works.

Importing and recording mileage expenses will not be reflected in reports. It is designed to track the data in one place and tally the totals, so you have everything you need to make tax deductions.

The Profit and Loss report is a financial statement that summarizes the income, costs, and expenses incurred over a given period. You can create a reimbursement expense for you or your employee if you want the mileage expense to appear on the report. I'll show you how.

First, let's set up a vendor profile:

1. Go to the Expenses menu, then the Vendors tab.
2. Select New vendor.
   
   
3. Fill in all the vendor's information.
4. Once done, hit Save.
   
   

Next, create a mileage reimbursement expense account:

1. Go to the Gear icon and select Chart of accounts.
   
   
2. Click New.
3. From the Account Type dropdown menu, choose Expenses. On the Detail Type dropdown menu, select Auto or Travel.
4. Give the account a name that's easy to identify.
5. Once done, hit Save and Close.
   
   

Then, add an item for mileage reimbursement:

1. From the Gear icon, select Products and services.
   
   
2. Click New, then Non-inventory.
3. Enter your desired name for the item
4. In the Description section, choose I sell this product/service to my customers. Then, enter a description.
5. In the Sales price/rate field, enter the cost you pay for travel per mile.
6. In the Purchasing information section, select I purchase this product/service from a vendor. Then, enter a description.
7. From the Expense account dropdown menu, select the account you've created.
8. Hit Save and close.
   
   

After that, enter a bill for the mileage reimbursement:

1. Go to + New and then select Bill.
   
   
2. From the Vendor dropdown menu, choose the vendor you created for mileage.
3. Choose Item details to expand the section.
4. From the Product/Service dropdown menu, add the item you created.
5. Enter or update the Description, Qty, Rate, and Amount as needed.
6. Click Save and close.
   
   

Lastly, record the payment for the Reimbursement expense:

1. From + New, select Pay bills.
   
   
2. Choose the Payment account and the employee to reimburse.
3. Once done, hit Save.
   
   

For more details about the process, I suggest browsing this article: Reimburse employees' mileage and vehicle expenses in QuickBooks Online.

Please don't hesitate to post again if you need additional assistance managing your mileage. I'm always available to help you.

If I create a bill and reimburse for mileage that is already entered as a potential deduction, will I have the mileage listed as reimbursed and as a potential deduction? Do I need to remove the potential deduction item if I am going to reimburse for mileage?