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    Do I need to upload mileage to QuickBooks?

    Sole Proprietor or Single Member LLC

    If you don’t have an employee other than yourself, you probably just need to claim mileage deduction on your personal tax return.  In US, it’s on the Form 1040 Schedule C.  In this case, you don’t have to upload mileage to QuickBooks.  Instead, you would run TripLog reports for the year and copy a few numbers to TurboTax or an equivalent tax software or give to your tax preparer.  You still need to keep TripLog reports as supporting documents for the record.

    Small Business with Employees 

    If you have employees and reimburse them for business use of their personal vehicles, you would need to upload TripLog data to QuickBooks as Expenses or Bills.  Or if you charge your clients for mileage, you would need to upload as Invoices.  Please see below for more details.

    Connect to QuickBooks Online

    Using TripLog web, you can connect and upload data to Intuit QuickBooks Online. You would need:

    1. QuickBooks Online Plus
    2. TripLog Enterprise Plan (once you connect to QuickBooks Online, you will be automatically placed in the Enterprise Plan)
    To connect to QuickBooks Online, log in to TripLog web dashboard and navigate to QuickBooks page from the top menu bar.  Then on the bottom of the page, click “Connect to QuickBooks” button.

    Upload trips to QuickBooks as mileage reimbursement Expenses

    1. Log in to your TripLog web account, click “Expenses” under the QuickBooks tab on the menu bar, then filter trips by date range, activity and/or driver.
    2. If this is your first time, click the “Connect to QuickBooks” button and then log in to your QuickBooks account.
    3. You also need to set up the click “Link TripLog Users to Quickbooks Employees” to review and link existing TripLog Users to QuickBooks Employees.
    4. Create a “Mileage” Bank/Credit Account, if not created yet.
    5. Create a “Mileage” Expense Account, if not created yet.
    6. Create a reimbursement Expense for each mileage line item and expense Account line item shown above payable to the Employee (only if that TripLog user has been linked to a Quickbooks Employee already).
    7. You can then log in to QuickBooks Online to review the expenses.

    Upload trips to QuickBooks as mileage reimbursement Bills

    TripLog uploads trips as mileage reimbursement bills payable to your employees through QuickBooks. Here is the process:

    1. Log in to your TripLog web account, click “Bills” under the QuickBooks tab on the menu bar, then filter trips by date range, activity and/or driver.
    2. If this is your first time, click the “Connect to QuickBooks” button and then log in to your QuickBooks account.
    3. Review the mileage, rate, and total payment amount, then click “Upload to QuickBooks”.
    4. TripLog sets up a “Mileage Reimbursement” expense account in the Chart of Accounts, a “Mileage” item in Products and Services, and a Vendor account for each driver/employee who receives reimbursement.
    5. TripLog then creates a Bill for each driver (as a Vendor) with line items of the mileage, rate, and total amount.
    6. You will then log in to QuickBooks Online to review the bills and then make payment.

    Upload trips to QuickBooks as Customer Invoices and/or Billable Expenses

    1. Log in to your TripLog web account, click “Invoices” under the QuickBooks tab on the menu bar, then filter trips by date range, activity and/or driver.
    2. If this is your first time, click the “Connect to QuickBooks” button and then log in to your QuickBooks account.
    3. You also need to set up the accounts. Step 1, import QuickBooks Customers to TripLog as business activities. Step 2, review and link existing activities to QuickBooks Customers.
    4. Review the mileage, rate, and total payment amount, then click “Create Invoices”, “Create Billable Expenses”, or “Create Both”.
    5. TripLog then sets up a “Mileage Service Income” Account and/or a “Mileage Invoice” Product/Service item for the Account, if either one is not created yet.
    6. TripLog then creates a Mileage Invoice for each customer.
    7. You will then log in to QuickBooks Online to review the invoices.