For consultants

Every client visit becomes revenue

Document trips to corporate clients, bill by project, and stay tax-compliant without hours in spreadsheets.

Consultants bill time, knowledge — and reimbursable expenses. Without consistent documentation, trips become a margin discount. Quilometragem standardizes the log so every kilometer is either passed through to the client or deducted as expense.

Common pains

• Several clients per week — Consultants typically cover 3 to 5 different clients per week. Each one has its own reimbursement rule — rate, max distance, frequency.
• Separate billing — Reimbursable expenses must appear on project closeout, separated from time. The exported CSV can be attached to the invoice.
• Client substantiation — Corporate clients require expense substantiation. A receipt with map, distance, and purpose meets any compliance.

Best practices

• Use project codes everywhere — Tie each trip to the project code. The exported CSV is already grouped for billing.
• Agree on the rate in the SOW — Negotiate the per-km rate inside the contract. Some clients use IRS standard, others a custom rate.
• Close one batch per project — When the engagement ends, export the full project mileage CSV and attach it to the invoice.

Frequently asked questions

Can I bill the client for mileage?

Yes. Reimbursable expenses outlined in the contract can be billed separately, with the receipt as substantiation.

Does it work for solo consultants?

Yes. Solo consultants log mileage as reimbursable expense, attaching the CSV to the invoice.

What if the client does not pay mileage?

Even without reimbursement, the expense is deductible as project operating cost. Keep the log.

Consultants who bill mileage per project lift margin by 4% to 7% without raising the hourly rate.