National Automotive Distributor Picks Cardata Vehicle Reimbursement

Case Study: A National Automotive Distributor Selects Cardata to Optimize Vehicle Reimbursements

Overview

A leading U.S. automotive distributor with over 40 corporate-owned distribution centers undertook a comprehensive review of its vehicle programs in early 2025. Seeking to streamline administrative effort, enhance compliance, and improve the driver experience, the organization selected Cardata to manage reimbursements and mileage tracking for its fleet and personal vehicle users. The transition enabled them to reduce administrative overhead while improving support for both managers and mobile workers.

Challenge: Evaluating Company Car vs. Reimbursement Models

Prior to Cardata, the distributor operated a hybrid model of company-owned vehicles and reimbursed personal vehicle use, supported by a legacy platform. Oversight was limited and required manual effort from procurement and fleet teams to reconcile mileage reports and monitor compliance. Insurance validation, odometer declarations, and taxable personal use tracking added to the complexity.

The company launched a provider review to address inefficiencies and support upcoming changes in driver eligibility. The goal was to implement a solution flexible enough to manage both reimbursement and mileage tracking programs under a unified administrative model.

Vendor Search: Prioritizing Simplicity and Service

The evaluation team emphasized the importance of intuitive design, strong support, and educational resources. Cardata distinguished itself by focusing not just on technology, but on helping the client understand IRS-compliant reimbursement structures like FAVR (Fixed and Variable Rate Reimbursement). This was especially important for a team new to managing this category of spend.

During a product demonstration, the team previewed Cardata’s mobile app and admin portal. Drivers gained access to real-time mileage tracking, auto-classification of trips, and clear compliance indicators. Managers noted how quickly users could onboard—typically in under one minute—and appreciated the platform’s visual dashboard and self-service options.

Pilot Demonstration: Visibility and Control for Admins

Cardata consultants guided the distributor through a live walkthrough highlighting:

• Seamless onboarding with auto-filled user data and four-field registration.
• Intuitive dashboards showing mileage totals, trip types, and driver compliance.
• Admin-level controls to review and approve mileage, apply prorated adjustments, and flag exceptions.
• Fully supported help desk and North American live training.

The distributor’s team found the experience “playful” and modern compared to their legacy provider. Of particular value was Cardata’s administrative transparency and the ability to avoid service tickets for routine updates.

Implementation and Workflow Alignment

Cardata aligned its workflows with the distributor’s existing approval and payment processes. Managers continued to review monthly mileage before invoices were generated, preserving familiar controls. There was no “submit” button for drivers—trips were logged automatically and flowed to managers at the end of each period.

The system supported partial month prorates for terminated employees and policy-based overrides. These changes were made directly in the admin portal, eliminating delays and back-and-forth with customer support.

Compliance Support: Education and Resources for Drivers

Cardata’s onboarding included one-pagers and live Q&A sessions to help drivers navigate questions around insurance uploads, vehicle eligibility, and MSRP lookup. This proactive approach reduced internal escalation and gave employees confidence in the program’s fairness.

Compliance issues—like aging vehicles or expired insurance—were flagged with in-app alerts. Drivers had access to FAQs, real-time support, and policy documentation directly within the mobile app.

Fleet Vehicle Tracking: Accurate Business vs. Personal Usage

The company also implemented Cardata’s mileage capture-only service for employees in fleet vehicles. Using the same app experience, drivers tracked business and personal miles, enabling accurate tax reporting. Managers viewed summaries by employee and adjusted taxable income accordingly.

This feature replaced manual logs and reduced risk in year-end audits. It also provided the flexibility to reassign employees between reimbursement and fleet programs without rebuilding their profiles.

Outcome: A Scalable, IRS-Compliant Reimbursement Program

With Cardata, this distributor achieved:

• Centralized oversight of ~75 drivers across two vehicle programs.
• Reduced support ticket volume with direct admin access.
• One-minute app onboarding and self-managed compliance.
• Automatic monthly trip locking and seamless manager approvals.
• Real-time dashboards with mileage, reimbursement, and compliance data.
• Estimated 20% savings over legacy program costs.

Conclusion

By partnering with Cardata, this automotive distributor transitioned from a fragmented vehicle management model to a modern, data-driven system. The shift brought educational support, ease of use, and scalable infrastructure to a complex area of spend. Cardata’s platform now powers their IRS-compliant reimbursement and mileage tracking with clarity, confidence, and efficiency.