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How to Import Vehicle Mileages into QuickBooks Desktop?

Import Vehicle Mileage into QuickBooks Desktop

Import Vehicle Mileages from Supported File Formats directly into QuickBooks Desktop using SaasAnt Transactions (Desktop) - #1 user rated and Intuit trusted bulk data automation tool built exclusively for QuickBooks.

SaasAnt Transactions (Desktop) supports QuickBooks Pro, Premier, Enterprise, and Accountant Editions.

You can download the free trial of the software directly from the SaasAnt Website. Follow this article for detailed installation instruction.

Steps to Import Vehicle Mileage into QuickBooks

Importing with SaasAnt Transactions is a breeze with our simplified and powerful Import wizard. Just follow a simple 3 step process to bulk import your vehicle mileage to QuickBooks.

Click the Import button in the Dashboard screen or Import option from the File menu in the menu bar to navigate to the File Selection screen of the Import Wizard(Step 1). You can easily enter mileage in QuickBooks using SaasAnt Transactions 

  • Step 1 - File Selection: Select "QuickBooks Transaction Type" as "Vehicle Mileage". "Select Your File" - You can either click "Browse File" to browse and select the file from the local computer folder or click "Sample Templates" to navigate to SaasAnt sample file local.
  • Step 2 - Mapping: Set up the mapping of the file columns corresponding to QuickBooks fields. This step will be automated for you if you use the SaasAnt template file. Download the Sample Template file.
  • Step 3 - Review & Import: Review your file data in the Review Grid screen and click "Send to QuickBooks" to upload your file data to QuickBooks.

More detailed instructions on the steps are available in this article.

Import Vehicle Mileage into QuickBooks

Mapping QuickBooks Fields

Field NameFormatDescription

Vehicle Name/ Number *

Reference Text (Max Length: 31 Characters)Name or Number of the Vehicle

Trip Start Date *

DateStart date of the Trip

Trip End Date*

DateEnd date of the Trip

Odometer End

DecimalOdometer value at the end of the trip

Odometer Start

DecimalOdometer value while starting the trip

Total Miles*

DecimalTotal distance covered


Reference Text (Max Length: 209 Characters)Customer Name 


Reference Text (Max Length: 31 Characters)Name of the Item

Billable Status

Boolean(True/False)Status can be either True (OR) False/T or F


TextClass name for the transaction


Text (Max Length: 4095 Characters)Any specific notes

 All (*) marked fields are mandatory. 

Import Settings

A host of powerful customisations for your file data is available with Import Settings. This is available in the  Step 3: Review & Import screen or directly under "Edit" Menu in the menubar. Some of the very useful settings for transaction includes:

  • Find Matching Transactions in QuickBooks by: Identifier to locate existing transactions in your QuickBooks.
  • Action When a Matched Transaction Found: If an existing transaction is found for the above setting identifier then the corresponding action to be taken. You can choose to Duplicate/ Ignore/ Update/ Append existing transaction in your QuickBooks.
  • Pre-Import Validation: Validate the complete file before importing to QuickBooks. By turning this setting ON, file rows will be imported only after cleaning up all the issues in file. This option however will delay the import.

More details about the settings related to Automatic creation of Items, Assigning reference number from the file, etc are available in this article.


Most of us would have some questions while moving data to your QuickBooks Online. Some of them for your reference below:

  • I made some mistakes in the Import and my QuickBooks reports got corrupted. Is there any way to undo or revert my Import?

            It is possible to undo the import completely/ partially with the Delete feature.

  • Does your app support taxes?

            Yes. It does.

  • My file has some specific date format. I don't want to change the file. Will your product support all date formats?

            Yes. You can select the specific date format as per your requirement in the import settings.

  • Do you have any sample templates?

            Yes. We do have. Sample Template

  • What are the file types supported by your application?

            TXT, CSV, XLS, XLSX etc. Supported File Formats 

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