QuickBooks Online User Invite Accepted but Mileage Feature Not Working

Business mileage tracking is an essential part of managing expenses for any company. QuickBooks Online (QBO) makes it easy with its QuickBooks Online mobile app mileage feature, but sometimes new users face problems accessing it. One of the most common complaints is QuickBooks Online mileage tracking not working for new user accounts, even after the invite has been accepted.

This can lead to confusion and frustration for employees who need to track miles in QuickBooks Online app but see no mileage tab. In this blog, we’ll explore why this happens, how to add a user for mileage QuickBooks Online, and provide step-by-step solutions. For hands-on help, you can call 844-753-8012 for support.

Why the QuickBooks Mileage Tracker Might Not Show

There are several reasons why a new user cannot see the mileage tab:

1. User Role Restrictions – Not all QBO roles have access to mileage tracking. If a user has limited permissions, they may be blocked from logging trips.
2. Incomplete Setup – Accepting the invite alone doesn’t always link the user to the mileage feature.
3. App Version Problems – The QuickBooks Online mobile app may need updating to show the mileage tab.
4. Permissions Settings – If mileage tracking is not enabled in the company settings, the user cannot track miles.

These issues are often the root cause of errors like QuickBooks Online invite accepted but no mileage or QuickBooks user invited but mileage tracker missing.

Step 1: Verify the User Role

Before troubleshooting, it’s important to check the user role for mileage tracking QBO. Some roles do not automatically include access to mileage.

Here’s how to verify:

1. Go to Settings ⚙️ → Manage Users.
2. Select the new user.
3. Check their role:
   • Standard User with Limited Access – May not have mileage tracking by default.
   • Standard User with Full Access – Can track mileage if permissions allow.
   • Company Admin – Always has access to all features, including mileage.
4. Update the role if necessary to include mileage permissions.

If the user role doesn’t allow mileage, it explains why the QuickBooks mileage tracker is not showing.

Step 2: Enable Mileage Tracking Permissions

Once the role is correct, ensure the mileage tracking permissions QuickBooks Online are enabled:

1. Go to Settings ⚙️ → Account and Settings → Expenses → Mileage.
2. Toggle Track vehicle mileage to ON.
3. Confirm that the user has permission to access mileage in the QuickBooks Online mobile app.

Without these permissions, the mileage tab missing QuickBooks app issue persists.

Step 3: Add a User for Mileage in QuickBooks Online

Sometimes the best solution is to add a user specifically for mileage tracking:

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

Once the user accepts the invite, instruct them to log into the QuickBooks Online mobile app to see the mileage feature. This resolves most cases of QuickBooks Online mileage tracking not working for new user.

Step 4: Update the Mobile App

The QuickBooks Online mobile app mileage feature may not display correctly if the app is outdated.

Steps to resolve:

1. Update the app from the App Store (iOS) or Google Play Store (Android).
2. Log out and log back in.
3. Clear the app cache if necessary.

Note: The QuickBooks Workforce vs QuickBooks Online app distinction is important—mileage tracking is only available in the QBO mobile app, not QuickBooks Workforce. Many users mistakenly try to track miles in Workforce, leading to error messages.

Step 5: Troubleshooting Common Issues

Here are additional solutions if the mileage tracker is still missing:

• Force Sign Out and Sign Back In – Sometimes the app needs to refresh.
• Check Company Subscription – Mileage tracking is included in Simple Start and higher; verify your plan.
• Confirm Role Permissions – Users who switch roles may lose mileage access.
• Test with Admin Account – If the admin sees the mileage tab, the issue is likely permissions-based.

Following these steps usually resolves the question: “Why can’t my employee track miles in QuickBooks Online?”

Step 6: How to Track Miles in QuickBooks Online App

Once the mileage tab is visible, users can log trips easily:

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

Properly logging trips ensures that expenses are accurate for reimbursement and tax deductions.

Step 7: Verify and Export Mileage Reports

After logging trips, verify the entries:

• Go to Reports → Mileage.
• Filter by user, date, or vehicle.
• Export reports for bookkeeping or IRS documentation.

This step ensures all mileage is accounted for and prevents discrepancies during audits.

Best Practices for Mileage Tracking

1. Assign Roles Thoughtfully – Only grant mileage tracking to employees who need it.
2. Use the QBO Mobile App – Mileage tracking is only supported here, not in QuickBooks Workforce.
3. Keep Apps Updated – Always use the latest version to avoid missing features.
4. Test New Users – Ensure they can see the mileage tab before expecting full usage.
5. Regularly Review Permissions – Any role changes may affect access.

When to Call QuickBooks Support

If your employee still cannot see the mileage tab or the tracker isn’t working, call 844-753-8012. Support can help:

• Link mileage tracking to new users
• Fix missing mileage tabs
• Adjust user roles and permissions
• Troubleshoot app sync issues

Calling a QuickBooks expert can save time and ensure accurate expense tracking.

Final Thoughts

The QuickBooks Online mileage tracking not working for new user issue is usually related to roles, permissions, or app updates. By:

• Verifying user roles
• Enabling mileage tracking permissions
• Adding users correctly for mileage
• Using the QBO mobile app

…you can ensure every employee can log miles efficiently.

Proper mileage tracking saves money on taxes, simplifies reimbursements, and keeps your business IRS-compliant. Don’t let minor setup issues prevent your team from tracking valuable business trips. For expert help, call 844-753-8012 today.

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