To do this task
Enter the vehicle mileage, being sure to
mark it Billable and assign it to a customer:job.
Open the sales form where you want to enter the cost, select the customer:job, and
then click the Add Time/Costs button.
Select the Mileage tab.
Select the Use column to the left of the mileage item.
(Optional) Click Options to determine how you want the mileage expenses to
appear on the invoice.
You can combine several mileage items, include descriptions, etc. These
options allow you to view the detail in QuickBooks, even if you print the sales
form showing only single line items.
Combining mileage from several
Charging a customer more than the
amount of the mileage expense
(Optional) If you want the mileage expenses you select to appear as a single
line item when you print the invoice or sales receipt, select the Print
selected time and costs as one invoice item checkbox. If you select this
checkbox, it overrides the options for transferring billable mileage
Important: Do this only if you are certain you want the printed
invoice to show only the total of the costs (and not a line-by-line listing of
each cost). Once you record the invoice or sales receipt, it is difficult to
print the costs separately. To go back, you will need to delete the original
expense transaction and select the invoice column (to the right of the
Customer:Job column) on the Expenses or Items tab.
When you print the invoice or sales receipt, it shows one amount (the sum of
all the expenses). The Description column lists the amount as "Total
reimbursable expenses." If you want, you can change this description by
editing the onscreen version of the invoice or the sales receipt.