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:

Download and install the Zed Axis software on your computer
Open your QuickBooks company file as Administrator and open Zed Axis
Select your text file or spreadsheet which contains the vehicle mileage data that you want to import.
Set up the a Mapping of the columns in your vehicle mileage import file to the corresponding fields in QuickBooks, as shown below.
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.

Sample vehicle mileage import file

Demonstration of importing mileage

Where the fields appear in 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 209	Customer 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	Date	Date 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	Date	Date the trip ended. If left blank, the current date at the time of transaction will be used. Time values are not supported
Odometer Start	Quan	Odometer reading at the start of the trip.
Odometer End	Quan	Odometer reading at the end of the trip.
Total Miles	Quan	Total 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

Article ID: 170, Created: 3/6/2012 at 12:26 AM, Modified: 10/13/2021 at 5:20 AM