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D
DHoover
March 28, 2025
Question

QB desktop Premiere tracking several vehicles mileage

  • March 28, 2025
  • 1 reply
  • 0 views

In the ministry we have we have several vehicles but within our ministry we have several sub ministries that all use the vehicles. Right now I estimate what the tank of gas purchased went for mostly but how can I split the 'fuel' price into individual ministry charges. We do track the mileage in each vehicle but I don't know how to 'bill' each sub ministry for use. What I would like to do is just transfer the mileage expense from a general fuel account to a transportation account set up for each ministry

    1 reply

    R
    rvrfrf
    March 28, 2025

    Thanks for getting in touch with the Community, DHoover.

     

    When adding trips manually, you can mark them as Billable while entering Start and End dates on your Add Trip screen.

     

    Here's how to add a trip manually and mark it as Billable:
     

    1. Go to Company, then Track Vehicle Mileage.
    2. Click Add Trip.
    3. Enter the Start and End dates. You may also want to enter a Purpose for your trip, and choose an email for the employee who made it.
    4. Mark it as Billable if necessary.
    5. Enter Starting and Ending locations to calculate your Distance, or enter the odometer start and end reading.
    6. You can also enter Notes regarding your travel information.
    7. Select Save.

     

    If you need to invoice someone for their trips, you can set them up as customers in your books, then create invoices for them.

     

    To transfer a mileage expense from one account to another, you can use a journal entry. If you aren't familiar with using these types of transactions, or are unsure of what you need to do, I'd recommend working with an accounting professional. If you're in need of one, there's an awesome tool on our website called Find a ProAdvisor. All ProAdvisors listed there are QuickBooks-certified and able to provide helpful insights for driving your business's success.

     

    I've also included a detailed resource about working with mileage tracking which may come in handy moving forward: Set up & manage mileage tracking

     

    Please don't hesitate to send a reply if there's any questions. Have a great Friday!

    D
    DHooverAuthor
    March 31, 2025

    Applying the expenses using the mileage tracker requires sending an invoice but it is to my own business.  This doesn't make sense to me.  The most logical is creating a journal entry to show a transfer from the main fuel account to each of the branches of our ministry that use the vehicles each month.  There seems like there needs to be a better way but I will proceed with this.  Thank you

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