# Why a New User Can’t Link to Company Mileage Tracking in QuickBooks Online


Tracking business mileage is essential for accurate expense reporting and tax deductions. QuickBooks Online (QBO) offers a **built-in mileage tracking feature**, but new users sometimes encounter errors when trying to connect. You may see messages like **“QuickBooks Online mileage tracking not working”** or find that a new employee **can’t track miles** even after accepting an invitation.

This blog will explain **why a new user can’t link to company mileage tracking in QuickBooks Online**, what causes access issues, and how to fix them so your team can track mileage seamlessly.

If you need immediate help fixing **QuickBooks Online permissions problems** or mileage tracking issues, call **📞 844-753-8012** for expert support.

## Understanding QuickBooks Online Mileage Tracking

**QuickBooks Online mileage tracking** allows employees to log business miles using the QuickBooks mobile app or web interface. The system calculates reimbursements automatically based on IRS standard mileage rates.

The feature is especially helpful for:

* Employees who drive company vehicles
* Contractors and remote staff
* Teams needing streamlined expense tracking

However, if a new user cannot link to company mileage tracking, it usually points to a **user access or permissions issue** rather than a technical problem with QuickBooks itself.

## Common Errors New Users See With Mileage Tracking

When a new employee tries to use mileage tracking, they may encounter:

* **QuickBooks user can’t track miles**
* **Invite user QuickBooks mileage issue**
* **QuickBooks mileage not linking to company**
* **QuickBooks invite user accepted but no access**
* **QuickBooks mileage feature missing**

These errors often cause confusion and prevent employees from logging miles for reimbursement or tax purposes.

## Why QuickBooks Online Mileage Tracking Might Not Work for New Users

Here are the main reasons a new user cannot access **company mileage tracking**:

### 1. Permissions and Role Restrictions

QuickBooks Online uses **user roles** to manage access. Mileage tracking requires at least **Standard user permissions with “can enter and view expenses”** or full admin rights.

If a user is set as:

* **Reports-only**
* **Time tracking only**
* **Limited user without expense access**

They will **not see the mileage feature**, even if they accepted the invite.

### 2. Invitation Not Fully Accepted

Even if a user accepted the invitation, sometimes:

* They did not finish the setup process
* Their QuickBooks account email doesn’t match the invitation
* There’s a sync delay between the invitation acceptance and permissions activation

This causes messages like **QuickBooks invite user accepted but no access**.

### 3. Mobile App vs. Web Access

Some users rely on the QuickBooks mobile app to track mileage. However:

* Only certain roles can log miles on mobile
* Employees must sign in with the same email used for the company invitation
* Mobile app settings may not sync immediately with company data

This leads to **QuickBooks Online mileage tracking not working** on mobile.

### 4. Company Mileage Tracking Not Enabled

Before any user can log miles:

1. Go to **Settings > Mileage > Preferences**
2. Ensure **Track mileage automatically or manually** is turned on

If this is off, no employee can log miles, resulting in **QuickBooks employee mileage setup issues**.

### 5. Browser or Cache Issues

Sometimes, QBO features may appear missing due to:

* Browser cache
* Outdated browser versions
* Browser extensions blocking scripts

This can make it look like **QuickBooks mileage feature missing** when it’s actually just a display issue.

## How to Fix QuickBooks Online User Mileage Access Issues

Follow these step-by-step solutions to fix **QuickBooks Online user access problems** with mileage tracking:

### Step 1: Verify User Role and Permissions

1. Log in as Admin
2. Go to **Settings > Manage Users**
3. Click the user in question
4. Ensure they have at least **Standard User – Can enter and view expenses**
5. Save changes

This resolves most issues where **QuickBooks Online mileage tracking not working** for new users.

### Step 2: Confirm Invitation Acceptance

* Ask the user to log into QuickBooks with the email used for the invite
* If needed, resend the invitation from **Settings > Manage Users**
* Have the user confirm their setup is complete

This fixes **QuickBooks invite user accepted but no access** errors.

### Step 3: Enable Mileage Tracking in Company Settings

1. Go to **Settings > Mileage**
2. Toggle **Track mileage automatically or manually** to ON
3. Save the setting

Now employees should see the **QuickBooks workforce mileage tracking** feature in both web and mobile.

### Step 4: Use Supported Browser and Clear Cache

* Recommended browsers: Chrome, Firefox, Edge
* Clear cache and cookies
* Log back into QuickBooks Online

This ensures **QuickBooks mileage not linking to company** issues are not browser-related.

### Step 5: Check Mobile App Access

If employees track miles via the mobile app:

* Ensure the app is updated
* Sign in with the same email used for QBO invite
* Confirm the device syncs properly

This resolves **QuickBooks user can’t track miles** on mobile devices.

### Step 6: Re-invite Users if Necessary

If the issue persists:

1. Delete the user from **Settings > Manage Users**
2. Re-invite them as a **Standard User with expense access**
3. Ask them to accept the invitation and log in

This fixes stubborn **QuickBooks Online permissions problems** that block mileage tracking.

## Best Practices for Employee Mileage Setup in QuickBooks

* Assign **Standard User with expense permissions** for anyone logging miles
* Ensure all users accept invitations with the correct email
* Enable mileage tracking in company settings before adding users
* Encourage employees to use the **QuickBooks mobile app** for easy logging
* Review user access if mileage appears missing or locked

Following these best practices prevents most **QuickBooks invite user accepted but no access** errors.

## When to Call QuickBooks Support

If none of the above solutions work, it’s time to get expert help. You should call support if:

* Users still can’t access mileage tracking
* Permissions appear correct but the feature is missing
* Employees report **QuickBooks mileage not linking to company** after setup
* Browser and mobile app fixes fail

📞 **Call 844-753-8012** for expert QuickBooks Online assistance.

## Final Thoughts

**QuickBooks Online mileage tracking not working** for new users is almost always a **permissions or setup issue**, not a system error. By verifying user roles, confirming invitations, enabling mileage tracking, and following best practices, most businesses can resolve the problem quickly.

If employees continue to experience **QuickBooks user can’t track miles** or **QuickBooks mileage feature missing** issues, expert support ensures your team can log miles correctly and get reimbursed without payroll or tax errors.

For fast, professional help with QuickBooks Online **employee mileage setup**, call **📞 844-753-8012** today.