QuickBooks Online Mileage Tracking Not Linking to New User — How to Fix It

Tracking business mileage is a crucial part of expense management for any company, and QuickBooks Online (QBO) makes it convenient with its mileage tracking features. However, many users encounter a common problem: QuickBooks Online mileage tracking not working for new user accounts. This can be frustrating when you’ve added a new employee or contractor, and they cannot log trips in the mobile app.

In this guide, we’ll cover why this happens, how to fix it, and how to add a user for mileage in QuickBooks Online properly. If you need personalized help at any point, you can call 844-753-8012 to speak with a QuickBooks expert.

Why QuickBooks Mileage Tracker May Not Show for a New User

There are several reasons why QuickBooks mileage tracker not showing or QuickBooks Online invite accepted but no mileage appears:

1. User Role Limitations – Not all QuickBooks Online roles have access to mileage tracking. Standard or custom users may need permissions adjusted.
2. Incomplete Setup – The new user may have accepted the invite but hasn’t completed steps to link their account to your company file.
3. App Version Issues – The QuickBooks Online mobile app may need an update to show the mileage tab.
4. Permissions Restrictions – If the admin hasn’t granted the user access to mileage, the employee can’t track miles in QuickBooks.

Understanding these causes is the first step to resolving the issue.

Aslo Read: How to Access Previous Years in QuickBooks Self-Employed for Tax Filing

Step 1: Verify the User’s Role in QuickBooks Online

Before troubleshooting, check the user role for mileage tracking QBO. Not all user types have automatic access to the mileage feature. Here’s how to check:

1. Go to Settings ⚙️ → Manage Users in QuickBooks Online.
2. Select the user you want to verify.
3. Look at their role:
   • Standard User with Limited or Full Access – Can track mileage if permissions include expense or time tracking.
   • Company Admin – Always has full access, including mileage.
   • Time Tracking Only or Reports Only – May not have access to mileage.

If the user’s role doesn’t include mileage permissions, you’ll need to update it. This is often the main reason for QuickBooks Online mileage feature not linked to company for new users.

Step 2: Enable Mileage Tracking Permissions

If the user role is correct but the mileage feature is still missing, check mileage tracking permissions QuickBooks Online:

1. Go to Settings ⚙️ → Account and Settings → Expenses → Mileage.
2. Ensure Track vehicle mileage is turned on.
3. Confirm that the user has permission to access Mileage in the mobile app.

Without enabling this in the company settings, the mileage tab may remain hidden, leading to complaints like “QuickBooks user invited but mileage tracker missing.”

Also Read: How to Fix Duplicate W-2 Forms Filed Electronically in QuickBooks Desktop

Step 3: Add a User for Mileage in QuickBooks Online

Sometimes the simplest solution is to add a user specifically for mileage tracking in QuickBooks Online:

1. Navigate to Settings ⚙️ → Manage Users → Add User.
2. Choose Standard User → Limited or Full Access.
3. Enable Mileage Tracking permissions.
4. Send the invite.

After the user accepts the invite, instruct them to log in to the QuickBooks Online mobile app to see the mileage tab. This often resolves the QuickBooks Online mileage tracking not working for new user issue.

Step 4: Ensure the User Has the Latest App Version

The QuickBooks Online mobile app mileage feature is only visible in updated versions. If your employee can’t track miles in QuickBooks:

1. Check the App Store (iOS) or Google Play Store (Android) for updates.
2. Log out and log back into the app.
3. Clear cache if necessary.

Many cases of mileage tab missing QuickBooks app are simply due to outdated app versions.

Step 5: Troubleshoot Common Problems

Here are some additional steps if the mileage tracker still isn’t showing:

• Force Sign Out & Sign Back In – Sometimes the new user session doesn’t sync properly.
• Check Company Subscription – Mileage tracking is included in QBO Simple Start and above. Ensure your subscription supports mileage.
• Switch Between Apps – Note that QuickBooks Workforce vs QuickBooks Online app is different. Mileage tracking is available only in the QBO app, not QuickBooks Workforce.

Following these steps usually resolves errors like “Why can’t my employee track miles in QuickBooks Online?”

Also Read: How to Fix a Duplicate W-3 Filed Electronically in QuickBooks Desktop

Step 6: Track Miles in QuickBooks Online App

Once the mileage tab is visible, the new user can start tracking miles:

1. Open the QuickBooks Online mobile app.
2. Tap Mileage at the bottom menu.
3. Add trips manually or enable automatic mileage tracking using GPS.
4. Assign trips to the proper customer, class, or vehicle.

This ensures that all business mileage is recorded correctly for tax deductions.

Step 7: Verify Mileage Reports

After trips are logged, you can run mileage reports to confirm the data:

• Go to Reports → Mileage.
• Filter by user, vehicle, or date range.
• Export the report if needed for bookkeeping or IRS documentation.

This step is essential to prevent errors in expense reimbursement and tax deductions.

Tips for Avoiding Mileage Tracking Issues in QBO

1. Assign Roles Carefully – Decide which employees need mileage access before sending invites.
2. Use the Mobile App – Mileage tracking works best in the QBO app, not QuickBooks Workforce.
3. Regularly Update App – Ensure users always have the latest version installed.
4. Run Test Trips – Verify that new users can log miles before expecting full usage.
5. Check Permissions Anytime – If a user switches roles, their access may be removed.

Following these best practices helps prevent QuickBooks Online mileage tracking not working for new user problems in the future.

When to Call QuickBooks Support

If none of these steps resolve the issue, it may require expert assistance. Call 844-753-8012 to get help with:

• Linking mileage tracking to new users
• Resolving missing mileage tabs
• Troubleshooting app sync issues
• Updating user roles for proper permissions

QuickBooks specialists can walk you through the steps in real time, saving hours of frustration.

Final Thoughts

Adding a new user to QuickBooks Online should be simple, but QuickBooks Online mileage tracking not working for new user is a common roadblock. Most issues stem from user roles, permissions, or app updates. By:

• Verifying roles and permissions
• Enabling mileage tracking in settings
• Using the QuickBooks Online mobile app
• Adding users properly for mileage

…you can ensure every employee can track their miles accurately.

Remember, if your employee cannot see the mileage tab or the tracker seems missing, the fastest solution is to call 844-753-8012 for step-by-step guidance.

Proper mileage tracking saves money on taxes, ensures accurate reimbursements, and keeps your business compliant with IRS rules. Don’t let minor setup issues prevent your team from logging valuable miles.

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