Four Ways to Charge for Travel
| Approach | How it works | Common for |
|---|---|---|
| Full rate | Travel hours bill like any other hours | Consultants, lawyers, on-site specialists |
| Travel rate | Travel bills at a lower rate, often half | Freelancers with regular site visits |
| Flat trip fee | A set fee per visit or per zone | Trades, mobile services |
| Built into the rate | No separate charge; the rate covers it | Local work in a small area |
Many freelancers bill local trips under a set distance at no charge and longer trips by one of the first three.
Mileage and Expenses
Driving costs are usually billed per mile. A common benchmark in the US is the IRS standard mileage rate for business: 72.5 cents per mile for January through June 2026 and 76 cents per mile from July 1, 2026. Flights, hotels, parking and tolls are usually billed at cost, with receipts.
Say in your agreement whether you bill travel expenses at cost or with a markup, and whether the client must approve trips first.
How It Looks on the Invoice
| Description | Qty | Rate | Amount |
|---|---|---|---|
| On-site workshop, Oct 14 | 6.0 | $110.00 | $660.00 |
| Travel to and from client office, Oct 14 (half rate) | 1.5 | $55.00 | $82.50 |
| Mileage, 84 miles at $0.76 | 84 | $0.76 | $63.84 |
| Parking, receipt attached | 1 | $18.00 | $18.00 |
Put travel on its own lines, with the date and the rate. Clients accept travel charges they can see and were told about.
What to Put in the Agreement
- Which travel is billable, such as trips beyond 25 miles.
- The rate for travel time, or the flat fee.
- Mileage rate and how other expenses are billed.
- Whether trips need approval in advance.