Editor's Note: Intuit recently released its QuickBooks Desktop 2023 line-up. Murph has been evaluating various pre-release versions of these products for almost a year, spending hours communicating with Intuit personnel so we can help you learn about the new products. This is the second in our series of individual product articles intended to provide additional content to what can be found in our QuickBooks Desktop 2023 Product Summary.
About Track Vehicle Mileage
Vehicle mileage isn't a new feature to QuickBooks, but the method of tracking the mileage is entirely different for 2023.
This new Track Vehicle Mileage experience is available to all 2023 Desktop Plus, Enterprise and Accountant users within the US as of its initial 2023 product (R1) release.
The enhanced experience for tracking and managing vehicle mileage can be accessed from the Company menu. Users also can add trips from a mobile device or their QuickBooks Desktop and get them approved.
A new mobile app for iPhone or iPad (iOS devices) works with QuickBooks to track vehicle mileage and incorporate it into the QuickBooks Company file. Currently, this new app is only available from the Apple App Store.
With this new mileage app, you don't need to manually track the odometer readings of your business trips. You just enter the "start" and "end" trip locations, and the miles will be calculated for you.
You also don't have to worry about the current IRS mileage allowance because QuickBooks tracks the rate and uses it to compute each trip's mileage expense.
And while employees are using the QuickBooks Desktop Mobile app or Desktop to keep track of their trips, they are available for approval by their supervisor or other approving authority once sent to QuickBooks Desktop. They can be easily billed to the appropriate customer or used to process employee reimbursements once approved.
The initial setup of this feature will vary somewhat depending on if you have existing mileage data in your QuickBooks Company file and if you have an existing Intuit account. For this article, we will assume the answer to both of these is "yes."
Setting up Track Vehicle Mileage
From this Track vehicle mileage dashboard, you can:
Add a Trip using the Track vehicle mileage Dashboard
Setting Up the QuickBooks Desktop iOS Mobile App
Add a Trip using the QuickBooks Desktop Mobile App
Approve a Trip using the Track vehicle mileage Dashboard
Vehicle Mileage Reporting
A variety of vehicle mileage reports are available from the "View reports" drop-down of the Track vehicle mileage dashboard. These include Mileage by Vehicle Summary, Mileage by Vehicle Detail (example shown below), Mileage by Job Summary and Mileage by Job Detail.
The 2023 enhancements to vehicle mileage tracking are a vast improvement over the prior method available to QuickBooks Desktop users. Once users begin using the new mobile app, they should realize both time and convenience in maintaining accurate mileage records for billing and reimbursement purposes.
Please attend our September QB Talks webinar, scheduled for 2 p.m. (EST), Sept. 21, 2022. Here, Laura Madeira will bring you "A First Look at QuickBooks Desktop 2023." Laura develops this year's QuickBooks Desktop training content and exam materials for Intuit, so nobody is more knowledgeable about the new features.
Disclosures
Materials within this feature, including graphic illustrations, were developed from various pre-release versions of QuickBooks Desktop 2023. Therefore, the final product version you may acquire may appear, act, or be functionally different from that illustrated or described herein.
Portions of this feature have been adapted from Intuit QuickBooks Desktop 2023-related content. All such source materials were adapted by Insightful Accountant solely for educational purposes.
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