How to Export Mileage to QuickBooks

Step 1: Connect your QuickBooks account

Go to the Integrations page in MileageCalendar and click Connect next to QuickBooks. You will be redirected to Intuit to authorise the connection using OAuth.

Once connected, MileageCalendar can create journal entries in your QuickBooks Online account. Your QuickBooks credentials are never stored — we only hold an encrypted access token.

Step 2: Map your accounts

Choose an expense account (where the debit goes) and a contra account (where the credit goes). For mileage claims, the expense account is usually "Travel" or "Motor Expenses".

You only need to do this once. MileageCalendar remembers your mapping for all future exports.

Step 3: Export mileage claims

Go to your Mileage page, select the journeys you want to export, and click the QuickBooks button. MileageCalendar creates a journal entry in QuickBooks with the correct date, amount and account mapping.

Each export has a unique reference number to prevent duplicates and make reconciliation easy.

• Select the journeys you want to export
• Click the QuickBooks export button
• Review the journal entry in QuickBooks
• The export reference prevents duplicates

Troubleshooting common issues

If your export fails, check that your QuickBooks connection is still active. You can reconnect from the Integrations page at any time.

If you are using QuickBooks sandbox for testing, make sure you have selected the correct environment during setup.