Mileage Tracking for Sales & Customer Success Teams: A Simple Guide

Vikash Verma

Jun 5

3 min read

Updated: Oct 28

Sales reps and customer success managers spend hours driving to clients. If you use your own car, every work kilometre or mile is money you should get back. This short guide shows how to log it without the hassle.

Employees: drive your own car for work? Fuelshine logs every work trip automatically and gives you a reimbursement report to send your employer. Get it on Google Play | Download on the App Store

2026 mileage rates: Canada and US

Sales and customer success reps who drive to clients are usually reimbursed by their company, often at the CRA or IRS rate or a rate the company sets.

Canada (CRA): 73¢ per km for the first 5,000 km driven for work, then 67¢ per km after that (4¢ more in the territories). Amounts are in Canadian dollars (CAD).
United States (IRS): 76¢ per mile from July 1, 2026, after 72.5¢ per mile from January 1 to June 30. Amounts are in US dollars (USD).

Use the rate for the country where you file taxes or where your employer pays you. For reference, 100 km is about 62 miles. See our guides to the best CRA mileage app in Canada and the best IRS mileage app for 2026.

In both countries the tax office expects a trip-by-trip log with the date, destination, business purpose and distance. Self-employed workers claim driving on form T2125 in Canada or Schedule C in the US. Read the CRA mileage log requirements and the IRS mileage log requirements. This is general information, not tax advice.

Employer or fleet manager? Book a 30-minute demo and see verified mileage for your own team. Book a 30-min demo

Why reps lose money on mileage

Client visits, demos, renewals and trade shows add up fast. Most people forget short trips or guess distances at the end of the month. A log that records each trip as it happens fixes both problems.

The 2026 rates employers often use

Canada (CRA): 73¢ per km for the first 5,000 km, then 67¢ per km, plus 4¢ in the Yukon, Northwest Territories and Nunavut.
USA (IRS): 72.5¢ per mile from January 1 to June 30, and 76¢ per mile from July 1, 2026.

Your company's policy sets the rate you are paid. Ask your manager or HR which one applies.

How to log it in 3 steps

Install Fuelshine and turn on automatic tracking.
Drive as normal. Mark each trip as work or personal.
At month end, send your manager the reimbursement report.

Get paid for every client mile: Get it on Google Play | Download on the App Store

FAQ

How do sales reps track mileage for reimbursement?

Use an app that records trips automatically, tag each trip as work or personal, then send your employer a monthly report with the date, distance and purpose of each trip.

Do client visits count as business mileage?

Yes, driving to meet clients, run demos or visit accounts generally counts. Your normal commute between home and your usual office generally does not.

Which mileage rate will my company pay?

Your company's policy decides. Many employers use the CRA rate in Canada (73¢ then 67¢ per km in 2026) or the IRS rate in the US (72.5¢ per mile to June 30 and 76¢ from July 1, 2026).

What if I forget to log a trip?

With Fuelshine, trips are recorded in the background, so you do not have to remember. A log made as you drive is also stronger than one rebuilt later.

What is the 2026 mileage rate for sales reps in Canada?

The CRA rate is 73¢ per km for the first 5,000 km driven for work and 67¢ per km after that, with 4¢ more in the territories. Your employer may reimburse at this rate or set its own, so check your policy.

What is the 2026 mileage rate for sales reps in the US?

The IRS standard rate is 76¢ per mile from July 1, 2026. It was 72.5¢ per mile from January 1 to June 30. Employers can reimburse at that rate or set their own.

More mileage guides by job

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See verified mileage on your own team's driving. Book a 30-min demo

This is general information, not tax advice. Check your situation with a tax professional.