Accountants Travel Expense (Hourly) Calculator Examples
Worked examples showing how to estimate hourly travel time, mileage, direct costs, and the client-billable share of a trip.
These worked examples show different ways an accounting firm might estimate travel costs. Each calculation uses travel time, mileage, direct expenses, and a billable percentage, but the treatment of the final cost differs by scenario.
Example 1: Fully billable local client visit
An accountant travels to an onsite meeting and bills the full trip cost.
Input Summary
Travel time
2 hours
Hourly travel rate
$75.00 per hour
Total mileage
30 miles
Mileage rate
$0.60 per mile
Parking and tolls
$10.00
Other expenses
$0.00
Billable percentage
100%
Calculation Breakdown
- 1Travel time cost2 * 75$150.00
- 2Mileage cost30 * 0.60$18.00
- 3Total travel expense150.00 + 18.00 + 10.00 + 0.00$178.00
- 4Billable amount178.00 * 100 / 100$178.00
Result Summary
Billable amount
$178.00
Accountants Travel Expense (Hourly) Calculator
Total trip cost and billable travel expense are both $178.00.
Example 2: Partly billable regional audit travel
A team member travels for audit fieldwork, but only 80% of the trip cost is allocated to the client.
Input Summary
Travel time
5 hours
Hourly travel rate
$90.00 per hour
Total mileage
120 miles
Mileage rate
$0.67 per mile
Parking and tolls
$24.00
Other expenses
$16.00
Billable percentage
80%
Calculation Breakdown
- 1Travel time cost5 * 90$450.00
- 2Mileage cost120 * 0.67$80.40
- 3Total travel expense450.00 + 80.40 + 24.00 + 16.00$570.40
- 4Billable amount570.40 * 80 / 100$456.32
- 5Non-billable amount570.40 - 456.32$114.08
Result Summary
Non-billable amount
$114.08
Accountants Travel Expense (Hourly) Calculator
Total trip cost is $570.40; $456.32 is billable and $114.08 is non-billable.
Example 3: Short trip with mileage and direct costs only
A firm does not charge for travel time under its engagement terms but seeks reimbursement for travel expenses.
Input Summary
Travel time
0 hours
Hourly travel rate
$85.00 per hour
Total mileage
48 miles
Mileage rate
$0.65 per mile
Parking and tolls
$14.00
Other expenses
$6.00
Billable percentage
100%
Calculation Breakdown
- 1Travel time cost0 * 85$0.00
- 2Mileage cost48 * 0.65$31.20
- 3Direct expenses14.00 + 6.00$20.00
- 4Billable amount(0.00 + 31.20 + 20.00) * 100 / 100$51.20
Result Summary
Billable amount
$51.20
Accountants Travel Expense (Hourly) Calculator
Total and billable travel expense are $51.20, with no hourly travel-time charge.
How to Read Your Results
The total travel expense is the combined estimated cost before applying the billable percentage.
The billable travel expense is the portion of the total allocated to the client.
The non-billable amount is the portion retained by the firm or treated as an internal cost.
Travel time cost and mileage cost help identify which part of the trip drives the estimate.
Compare the result with the relevant engagement terms and expense policy before using it in an invoice or claim.
Assumptions & Important Notes
- All amounts use one currency and are entered before any tax treatment.
- Mileage is the full mileage intended for the calculation, including return mileage where relevant.
- Direct expenses are entered once and are not duplicated in another cost category.
- The billable percentage applies to the complete trip cost.
Related Examples
Frequently Asked Questions
Can I use the calculator for a trip with no billable travel time?
Yes. Enter zero travel hours, then include any mileage and direct expenses that apply.
Can only part of a trip be billed to a client?
Yes. Enter the appropriate billable percentage to estimate the allocated and non-billable portions.
Should parking be included with mileage?
Enter parking separately only if it is treated as a separate cost under the policy or agreement you are using.
Do these examples include taxes?
No. The examples use the entered values only and do not calculate taxes.
Ready to calculate your own result?
Use the live calculator with your own inputs, timing, and preferences.