For every business trip, record the date, destination, business purpose and kilometres driven. Also identify the vehicle and keep the trip connected to the odometer and expense records that support the year’s totals.

The Canada Revenue Agency describes an accurate full-year logbook as the best evidence for business use of a vehicle. SilaTrail organizes the record trail; it does not decide whether a trip qualifies, calculate a tax claim or replace professional advice.

Capture the trip while it is fresh

A useful trip entry answers four basic questions:

• When? Record the travel date.
• Where? Identify the destination clearly enough to distinguish it from other trips.
• Why? Use a specific business purpose, not a vague note such as “work.”
• How far? Record the kilometres driven for that trip.

Select the actual vehicle used. If the trip began offline or was written down elsewhere, add it through a controlled entry process and review it after synchronization rather than creating a second copy.

Use clear purpose notes

“Met supplier to inspect samples” is more useful than “meeting.” “Delivered signed project documents” is more useful than “client.” A reviewer should be able to understand the business connection without reconstructing your calendar months later.

Do not include private customer details that are unnecessary for the record. A stable client, project or site label can reduce exposure, but you must still retain enough supporting information to explain the destination and purpose if asked.

Connect the trip to vehicle totals

A trip log is only one part of the record. For each vehicle, keep the total kilometres driven and the kilometres driven to earn business income. Record odometer readings at the start and end of the fiscal period. If you buy, sell or trade a vehicle during the period, preserve the change date and the relevant odometer reading.

Keep receipts and other vouchers for vehicle costs. Fuel, repairs or insurance records do not prove where a particular trip went, and a trip entry alone does not prove an operating expense.

Review before month-end

1. Confirm the date, purpose, destination and distance are complete.

2. Check the selected Business and vehicle.

3. Look for overlapping or duplicate trips.

4. Compare the running trip total with odometer movement.

5. Mark unclear entries for follow-up instead of guessing.

Frequently asked questions

Do I need to record every personal trip?

You need reliable total and business kilometres for the vehicle. Your method should account for personal use without presenting it as business travel.

Is a calendar appointment enough?

A calendar can support the record, but it may not show the kilometres, vehicle or complete purpose. Keep the actual trip log.

Can an app decide whether a trip is business use?

No. Record the facts and ask a qualified professional when the purpose or treatment is uncertain.

Continue the workflow

See SilaTrail’s mileage and fuel workflow, offline trip capture and monthly review.

For authoritative guidance, read the CRA’s Motor vehicle records and Motor vehicle expenses.