How to enter vehicle costs in Schedule C in ProConnect (2023)

There are two screens in Intuit ProConnect that you can use to report vehicle expenses on Appendix C, line 9, while also providing the necessary supporting evidence for electronic filing. Which screen you use depends on whether you are claiming vehicle depreciation.

When the vehicle is written off

The following steps will guide you through entering actual mileage or expenses for a written-off vehicle to be reported on Schedule C, E, or F. For Schedule C taxpayers, this information also goes on Schedule C Part IV or Form 4562. Part V, as applicable.

Follow these steps to enter vehicle information:

  1. Go toentrance backab
  2. Click in the left navigation menudeductions.
  3. Choosedepreciation.
  4. Enter all applicable information in the quick entry grid. The following entries are required:
    • Schimmel
    • picking date
    • cost or base
    • Method
  5. click nodetailsTaste.
  6. ChooseAutomatic and additional information.Section at the top of the driveway.
  7. Please tick all applicable boxes.
  8. Scroll down toMileage of the carsubsection.
  9. the introducetotal mileagemicommercial mileage. Both inputs are required to calculate commercial use percentage.
  10. Scroll down toActual Vehicle Costand enter the actual costs incurred.

By default, ProConnect generates a vehicle expense worksheet that calculates the standard mileage deduction and the actual expense deduction. The program automatically chooses the method that gives the largest deduction. Sign up1 = Enforce actual spend, 2 = Enforce standard mileageto override automatic optimization.

If the vehicle is not written off

The following steps will guide you through entering vehicle information to calculate the true cost or standard mileage rate to report on a Schedule C, E, F, or Form 2106. For Schedule C taxpayers, this information also feeds into Schedule C, Part IV, or Form 4562, Part V, as appropriate.

Follow these steps to enter vehicle information:

  1. Go toentrance backab
  2. Select on the left side of the screendeductionsand choosevehicle/emp. Bus. Expenses (2106).
  3. Select the form you want to associate this vehicle withForm (click the arrow to select from the list):
    • Formulate 2106
    • Model 2106/Appendix SE
    • Appendix C
    • Schedule E (Rental)
    • Attachment F/Form 4835
    • Appendix E (Association)
    • Appendix E / Appendix SE (Association)
    • Anhang E (S Corporation)
    • Schedule E (Estate or Trust)
  4. ChooseActivity name or number (click the arrow to select from the list).
  5. Scroll down tovehicle costsand fill in the following fields:
    • vehicle description
    • picking date
    • total mileage
    • commercial mileage
    • displacement kilometers
  6. Scroll down toActual expensesSubsection and enter all applicable values.
    • When actual expenses are entered, the program automatically calculates the greater of the deduction between mileage and actual expenses. You can enforce any of the deductions1 = Enforce actual spend, 2 = Enforce standard mileagecampo.
(Video) Part 2 Inputting Corporation into ProConnect

If the vehicle costs have not already been calculated in Appendix C

NOBusiness Income (Scheme C)screen there is an input field forCar and Truck Cost [Adjustment]. An entry here flows on line 9 of Appendix C, but this field can only be used when completing a paper declaration. When filing e-, the IRS requires evidence to support the deduction. The evidence must appear on Appendix C, Part IV or on Form 4562, Part V.

The following critical diagnostic is generated:

“Schedule C: Car and truck expenses require evidence to support the deduction. If you do not provide this support on Schedule C Part IV or Form 4562 Part V, the IRS will deny e-file billing. If asking is it a heavy truck, check the property's numbered check box or select method 43 or 44 for the depreciation entry to meet the IRS electronic file specifications for the 183 rejection. No. 584

This diagnosis can be resolved by:

Solution #1 – Remove the C program break

  1. BecomesIncome > Business Income (Sch C)
  2. Chooseproof of incomeSection at the top of the driveway.
  3. Scroll down tobillsSection
  4. remove amountCar and Truck Cost [A]
  5. Enter the vehicle details as above.
(Video) How to Enter Vehicle Expenses in Intuit Tax Online

Solution #2 – Add a depreciation method to the vehicle

  1. BecomesDeductions > Depreciation
  2. Choose the one that suits youMethodim Asset-Dropdown.

Solution #3: Form 4562 is generated

ProConnect will not complete Schedule C, Part IV if Form 4562 is generated with the return.

(Video) ProConnect Individual Tax Software Training - How to Prepare 1040 in ProConnect [2021]

  • Per the instructions in Appendix C, Part IV: "Complete this part only if you are claiming auto or truck expenses and do not need to complete a Form 4562 for this transaction."

If Form 4562 is generated for any reason, the vehicle information will appear on page 2 of Form 4562.

Reasons why Form 4562 generates:

  • Assets commissioned for the current year
  • A Section 179 expense deduction is made (which may include a carryover from a previous year)
  • Depreciation of the listed property (regardless of when the property was put into operation)

When vehicle information is entered into thedepreciationinput mask, ProConnect Tax Online assumes that a write-off can be made on this vehicle. In this case, the vehicle information flows into Form 4562, Page 2, Part V. In order for the vehicle information to flow into Appendix C, Part IV, the information must be entered into theOperating expenses for vehicles/employeesinput screen.

Solution #4 – Check your suggestions

  1. click norefund checkab
  2. On the left under Critical Diagnosis, clickSuggestions.
  3. Go through the list and tick those that indicate missing information.

Policies for vehicle/employee business expenses

use theOperating expenses for vehicles/employeesInput fields for reporting employee operating expenses and vehicle expenses for up to two vehicles. Read the following guidelines before entering expenses:

  • Vehicle costs can be entered on this entry screen or on thedepreciationEntry screen, but the same vehicle should not be entered on both screens.
    • Leasing vehicles are generally to be entered here.
    • Vehicles can be entered on this entry mask or on the depreciation mask for which the normal mileage rate applies throughout the life of the vehicle, but when the vehicle is entereddepreciationEntry screen you need to force the default mileage.
  • You can enter up to two vehicles on a 2106 form. If you have more than two vehicles, you must create additional 2106 activities to calculate the costs associated with the additional vehicles.
  • When ProConnect calculates and prints the 2106 formFormulate 2106ÖModel 2106/Appendix SEit is not specifiedForm (click the arrow to select from the list)campo.
  • For vehicles, ProConnect calculates the cheapest method, actual cost or flat rate per mile. However, an input field is available that you can use to force any method.
  • For non-leased vehicles, it may be necessary to claim actual costs when the program determines the cheapest standard mileage rate for the current year and the taxpayer has claimed actual costs in the vehicle's first year of operation.
    • In accordance withIRS publication 463, the standard kilometer method can only be used if you have used the standard kilometer method in the first year of operation of the vehicle.
  • For leased vehicles, it may be necessary to enforce the standard mileage rate if the program determines that actual year-to-date spending is more beneficial and the taxpayer has enforced the standard mileage rate during the vehicle's first year of service.
    • In accordance withIRS publication 463If you use the standard mileage method for a vehicle, you must use it for the entire rental period.
  • ProConnectYou can calculate automatic expenses and perform the calculation on an alternate schedule (Schedule C, Schedule E, Schedule F, Form 4835, Schedule K-1, or Schedule SE).
    • make entriesSchimmelmiActivity name or numberto designate the corresponding alternative form. The program will print a schedule for vehicle or other business expenses in place of Form 2106 if you are submitting information for an alternative program.
  • don't use themoperating expenses of the employeesExpense entry section (eg, meals, travel) related to Plans C, E, and F. You can use theoperating expenses of the employeesEntry area for approved K-1 expenses.
(Video) ACC 129, Chapter 3, Group 5, Cumulative ProConnect Software Problem

Models that affect the 2106 model

ProConnect moves the entries made in the following input fields elsewhere when you return Form 2106.

  • depreciation- when you enter6SheForm (click the arrow to select from the list).
    • If an automobile method is recorded on the asset or if mileage is recorded on the asset, the asset is treated as an automobile on Form 2106.
  • Home office costs- when you enter2SheForm (click the arrow to select from the list).

Models affected by the 2106 model

ProConnect transports the entries made in the input fields of form 2106 to the forms listed below.

(Video) Ch 10 tax return preparation in Proconnect

  • A commercial part ofInterestmiautomatic licenseloaded on Plan C, E, F or Form 4835 when using this entry screen as a Vehicle Expense Plan. The unused part ofautomatic licenseTransport in Anhang A.
  • Two vehicles can be entered on each tab. If more entries are needed, click on+at the top of the screen to add a new tab.
  • If you are submitting more than two vehicles for the same Appendix C, the listed ownership information will carry over to Form 4562, page 2.
  • Expenditures for qualified artists are transferred directly to Form 1040 when you enter 11=trained artist, 2=disabled, 3=paid civil servant.
  • Disabled employee expenses are fully transferred to Plan A when you enter 2 in1=trained artist, 2=disabled, 3=paid civil servant.
  • Official fee-based government expenditures are transferred directly to Form 1040 when you enter 31=trained artist, 2=disabled, 3=paid civil servant.
  • Excess reimbursements for expenses other than meals and entertainment are transferred to Form 1040 as additional earned income.


How do I enter vehicle expenses on Schedule C? ›

To use the Actual Car Expenses, go to the Depreciation section of the Schedule C. List your vehicle information in the Assets section, Basic Information. Click the Listed Property Information tab and select your vehicle type from the drop-down list. Enter your mileage and your actual expenses here.

How do you record vehicle expenses? ›

If you use a car for both business and personal reasons, you will need to record the total miles driven for the year and the total miles used for business. Once you figure the business mileage for a given year, you will multiply it by the standard mileage rate to determine your deduction amount.

Can I deduct car payments on Schedule C? ›

Where to Deduct. Deduct your self-employed car expenses on: Schedule C (Form 1040), Profit or Loss From Business (Sole Proprietorship) or. Schedule F (Form 1040), Profit or Loss From Farming if you're a farmer.

How is car and truck expense calculated on Schedule C? ›

The amount of car and truck expense reported on Schedule C, Schedule E, or Schedule F is the either the total of the actual expenses or a calculation based on the business mileage multiplied by the prevailing standard mileage rate.

How do I enter vehicle expenses in proconnect? ›

Select the form you want to link this vehicle to in Form (Click on arrow to select from list): Form 2106. Form 2106/Schedule SE.
Scroll down to the Vehicle Expenses section and enter the following fields:
  1. Description of vehicle.
  2. Date placed in service.
  3. Total mileage.
  4. Business mileage.
  5. Commuting mileage.
Jul 19, 2022

What type of expense is motor vehicle expenses? ›

Types of expenses

Common types of motor vehicle expenses you can claim include: fuel and oil • repairs and servicing • interest on a motor vehicle loan • lease payments • insurance • registration • depreciation (decline in value) of the vehicle.

Is vehicle expense an expense? ›

Motor vehicle expenses include interest on loans to purchase automobiles, capital cost allowance (CCA), automobile leasing costs, and operating expenses such as fuel, oil, maintenance and repairs, licence and insurance costs, and car washes. Parking costs are not included as motor vehicle expenses.

How do I make my car payments a business expense? ›

Here's a quick rundown of the forms to use to write off a car for business on your tax return:
  1. Self-employed individuals use Schedule C of Form 1040.
  2. Partners and members of multi-member LLCs use Schedule E to deduct qualifying unreimbursed partnership expenses.
  3. Certain types of employees use Form 2106.
Mar 24, 2022

Is a vehicle payment an expense? ›

Only the interest portion of an automobile loan payment is an expense. The principal portion of the loan payment is a reduction of the loan balance, which is reported as a Note Payable or Loan Payable in the liability section of the balance sheet.

Can you deduct car payments if self-employed? ›

Business owners and self-employed individuals

Individuals who own a business or are self-employed and use their vehicle for business may deduct car expenses on their tax return. If a taxpayer uses the car for both business and personal purposes, the expenses must be split.

Do car payments count as deductions? ›

Car loan payments and lease payments are not fully tax-deductible. The general rule of thumb for deducting vehicle expenses is, you can write off the portion of your expenses used for business. So "no" you cannot deduct the entire monthly car payment from your taxes as a business expense.

Can independent contractors write off car payments? ›

Car Expenses (Line 9)

In lieu of taking the mileage deduction, you can deduct the business portion of your “actual car expenses” like big repairs, leasing payments for a car (primarily used for work), registration, maintenance, and car washes. This also includes parking fees and tolls.

Is fuel a motor vehicle expense or travel expense? ›

If your motor vehicle is owned by you personally, fuel is not an allowable business expense. Instead, you should be claiming a fixed mileage allowance.

Does motor vehicle expense go in the income statement? ›

If the car is used for business purposes, it would be classified as an operating expense. This would include vehicles that are used for sales, deliveries, or other business-related activities. The cost of fuel, maintenance, and repairs would be recorded as expenses on the company's income statement.

What are considered car and truck expenses? ›

In addition to tracking your business and personal mileage, you'll need to track all your car expenses, such as gas, repairs/maintenance, insurance, license fees, parking fees for business, tires, car washing, lease payments, towing charges, and auto club dues.

How do I claim motor expenses? ›

Your business can pay for all your motor expenses as normal. That's the petrol, insurance, tax, services, repairs and so on. You can then either enter the business percentage of the expenses into your accounts or bring in the full amount and add back the personal use as a disallowable expense within your tax return.

What is a vehicle expense? ›

You deduct your actual expenses of the car, including the purchase price (via depreciation), lease payments, gas, insurance, repairs, maintenance, and all other costs that come along with operating a vehicle.

What vehicle expenses are tax-deductible? ›

Actual Car or Vehicle Expenses You Can Deduct

Qualified expenses for this purpose include gasoline, oil, tires, repairs, insurance, tolls, parking, garage fees, registration fees, lease payments, and depreciation licenses. Report these expenses accurately to avoid an IRS tax audit.

Which of the following vehicle expenses are considered fixed expenses? ›

What Are Fixed Expenses? Typical fixed expenses include car payments, mortgage or rent payments, insurance premiums and real estate taxes. Typically, these expenses can't be easily changed. On the plus side, they're easy to budget for because they generally stay the same and are paid on a regular basis.

How do I categorize vehicle expenses in Quickbooks? ›

When you categorize your vehicle expenses, mark them as Business and use Car and Truck for the expense category. If an expense is for both personal and business travel, categorize it as Business.

Can I write off my truck payment as a business expense? ›

Under the actual expense method, you can deduct all of your car expenses that were directly related to your work — including the loan interest portion of your car payments.

Can I write off my car payment as a business expense for an LLC? ›

Can my LLC deduct the cost of a car? Yes. A Section 179 deduction allows you to deduct part of or the entire cost of your LLC's vehicle. Here's a quick breakdown of how it works.

How do small business track car expenses? ›

If you are self-employed and want to claim expenses on a vehicle used for business, you must keep a detailed logbook record.
It should include:
  1. The date.
  2. Your starting point.
  3. Your destination.
  4. The purpose of your trip.
  5. Your starting mileage.
  6. Your ending mileage.
  7. Total kilometres driven on the trip.
Nov 20, 2022

Can a down payment on a car be a business expense? ›

No, the downpayment itself is not considered a deduction. However, the better news is you can use the entire amount of the purchase price to calculate a depreciation deduction for this business asset.

Is car payment a fixed or flexible expense? ›

Fixed expenses generally cost the same amount each month (such as rent, mortgage payments, or car payments), while variable expenses change from month to month (dining out, medical expenses, groceries, or anything you buy from a store).

How are vehicle expenses deducted for self employed individuals? ›

To deduct vehicle expenses, you can use standard mileage or actual expenses. For either method, keep a log of the miles you drive for your business. Both methods allow self-employed tax deductions for tolls and parking fees. If you use the standard mileage rate, you can only deduct the mileage at a standard rate.

How do I deduct a car purchase for my business? ›

You can write off part or all of the purchase price of a new or "new to you" car or truck for your business by taking a section 179 deduction. This special deduction allows you to deduct up to the entire cost of the vehicle in the first year you use it if you are using it primarily for business purposes.

Where do I categorize a vehicle purchase in QuickBooks? ›

Business vehicle purchase
  1. Go to the +New button.
  2. Under Other, select Journal entry.
  3. Set the Asset's purchase date as the Date of the entry.
  4. On the first line select the Asset account then record the item and enter the purchased value as a Debit.
  5. For the second line, use the same amount.
  6. Click Save and close.
Mar 30, 2022

What are the Schedule C expense categories? ›

If you're self-employed, you use a Schedule C form to report your self-employed income and expenses.
You can categorize these types of expenses as car and truck:
  • Vehicle insurance.
  • Vehicle loan and loan interest.
  • Vehicle repairs.
  • Gas and fuel.
  • Parking and tolls.
  • Vehicle registration.
  • Vehicle lease.
  • Wash and road services.

Is vehicle expenses direct or indirect? ›

Employee wages, auto parts, and transporting auto parts are all direct expenses because they benefit a specific cost object and can easily be traced to that cost object.

Are vehicle expenses liabilities? ›

Yes and no. The vehicle itself is an asset, since it's a tangible thing that helps you get from point A to point B and has some amount of value on the market if you need to sell it. However, the car loan that you took out to get that car is a liability.

Can you write off a vehicle purchase? ›

You technically can't write off the entire purchase of a new vehicle. However, you can deduct some of the cost from your gross income. There are also plenty of other expenses you can deduct to lower your tax bill, like vehicle sales tax and other car expenses.

What vehicle expenses are tax deductible? ›

Actual Car or Vehicle Expenses You Can Deduct

Qualified expenses for this purpose include gasoline, oil, tires, repairs, insurance, tolls, parking, garage fees, registration fees, lease payments, and depreciation licenses. Report these expenses accurately to avoid an IRS tax audit.


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2. ProConnect Tax Online for QuickBooks Accountants
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