CalculatorMasters

Accountants Travel Expense (Hourly) Calculator

Estimate travel costs using chargeable travel time, an hourly rate, mileage reimbursement, parking, tolls and other expenses.

Your Details

Overview

Use this hourly travel expense calculator to estimate the cost of travelling for accounting work. Enter travel time, your hourly travel rate, trip mileage, mileage rate, and direct costs such as parking or tolls, then choose how much of the total is billable to the client.

How it works

The calculator first multiplies travel hours by the hourly travel rate. It then multiplies total mileage by the mileage rate and adds parking, tolls, and other direct expenses. These amounts make up the total travel expense. Finally, the billable percentage determines the portion of that total that can be allocated to the client.

How to use this calculator

  1. 1Enter the total travel time for the trip.
  2. 2Add the hourly rate used for travel time.
  3. 3Enter total trip mileage and the applicable mileage rate.
  4. 4Include parking, tolls, and any other direct travel costs.
  5. 5Set the percentage of the trip cost that is billable to the client.
  6. 6Review the billable amount and any non-billable cost.

Example Calculation

Travel time

3.5

Hourly travel rate

$85

Total mileage

42

Mileage rate

$1

Parking and tolls

$18

Other travel expenses

$12

Billable percentage

100%

Billable travel expense

$355.64

For 3.5 travel hours at 85 per hour, 42 miles at 0.67 per mile, and 30 in direct costs, the total and billable travel expense is 355.64.

Frequently asked questions

What is included in an hourly travel expense calculation?

It can include the cost of travel time, mileage reimbursement, parking, tolls, public transport, and other directly related trip expenses.

Should travel time be charged at my normal hourly rate?

That depends on your firm policy and client agreement. Some firms use the normal rate, a reduced travel rate, or do not charge for travel time.

Should I enter one-way or return mileage?

Enter total trip mileage. Include both directions if the journey is a return trip connected with the work.

What does the billable percentage do?

It calculates the share of the total travel expense charged to the client. For example, 50% bills half the calculated cost.

Are parking and tolls included in mileage reimbursement?

This depends on the mileage policy being used. Enter them separately only when they are reimbursable in addition to the mileage rate.

Does this calculator include VAT or sales tax?

No. The calculation uses the amounts entered and does not add, remove, or assess VAT, sales tax, or other taxes.

Explore Related Calculators

Accountants Travel Expense (Daily) CalculatorEstimate the daily cost of business travel by adding mileage, transport, accommodation, meals and incidental expenses.Calculate →Accountants Travel Expense (Monthly) CalculatorEstimate monthly business travel costs for an accounting practice, including mileage, parking, tolls, public transport, accommodation and other expenses.Calculate →Accountants Overhead Cost CalculatorEstimate your accounting practice's monthly and annual overheads and the overhead cost that needs to be recovered through each billable hour.Calculate →Accountants Overhead Cost (Hourly) CalculatorEstimate your accounting firm's overhead cost per billable hour from annual operating costs and expected billable hours.Calculate →

Assumptions and warnings

Assumptions

  • Travel time is calculated as total travel hours multiplied by the hourly travel rate.
  • Mileage is calculated using the total trip mileage and the mileage rate entered.
  • Parking, tolls, and other expenses are added at their entered values.
  • The billable percentage is applied to the overall travel expense.
  • Results are estimates and do not account for taxes, firm policies, client agreements, or expense caps.

Warnings

  • This calculator provides an estimate only and is not accounting, tax, or financial advice.
  • Check your firm's expense policy and the relevant client engagement terms before invoicing travel costs.
Accountants Travel Expense (Hourly) Calculator