Import vehicle mileage into QuickBooks

Overview of importing mileage into QuickBooks

In QuickBooks desktop a vehicle mileage transaction is a way to record distanced traveled by a specified vehicle for the purposes of costing and tax purposes.  You can import vehicle mileage from text files or from Excel spreadsheets directly into QuickBooks using the Zed Axis software.

Steps to import vehicle mileage

Follow these steps:
  1. Download and install the Zed Axis software on your computer
  2. Open your QuickBooks company file as Administrator and open Zed Axis
  3. Select your text file or spreadsheet which contains the vehicle mileage data that you want to import.
  4. Set up the a Mapping of the columns in your vehicle mileage import file to the corresponding fields in QuickBooks, as shown below.
  5. Click Import and your vehicle mileage will be directly added to your QuickBooks company file.

More help?

For more information about importing bills into QuickBooks, search the Knowledge Base, watch the movies in the Learning Centre, or raise a ticket with Zed Support

Demonstration of importing mileage

Where the fields appear in QuickBooks

Import vehicle mileage into QuickBooks

Detailed description of the fields

The following fields are the principal fields when importing vehicle mileage into QuickBooks.
QuickBooks field Type Description 
Vehicle Name Str 31 MANDATORY - The name of the vehicle, as appears in QuickBooks
Customer Full Name Str 209Customer Full Name as appears in QuickBooks ie ACME Inc:Project 101:Job A ,colons are used as a separators.
 Item Full Name Str The service item or other charge.
 Class Full name Str 159 The full class name as appears in QuickBooks
 Trip Start Date DateDate the trip began. If left blank, the current date at the time of transaction will be used. Time values are not supported
 Trip End Date DateDate the trip ended. If left blank, the current date at the time of transaction will be used. Time values are not supported
 Odometer Start QuanOdometer reading at the start of the trip.
 Odometer End QuanOdometer reading at the end of the trip.
 Total Miles QuanTotal trip miles. If Total Miles is specified, you cannot specify Odometer Start and Odometer End.
 Notes Str 4095 Notes field
 Billable Status Enum Whether the line is Billable, NotBillable or HasBeenBilled


Troubleshooting errors:

  • QuickBooks will only allow you to import either Odometer Start and Odometer End OR Total Miles if you map all those then the import will encounter and error