Are You Undercharging for Travel? Calculate Your Real Costs Here.

Do you know how much it actually costs you to travel to a photoshoot? If you’ve never broken down the numbers, the answer might surprise you. Travel is a real business expense, and just like your gear, software, and insurance, it’s crucial to account for it to ensure your photography business is truly profitable.

When calculating your travel fees, you need to consider two key factors:

1. Vehicle Expenses: This includes gas, but also the invisible costs like insurance, routine maintenance, and the slow depreciation of your vehicle’s value with every mile you add.
2. Your Time: Time spent in the car is time you can’t spend shooting, editing, or finding your next client. Your driving time is valuable, and you deserve to be compensated for it.

A Simple Way to Calculate Your Costs

To simplify vehicle expenses, I recommend using the standard mileage rate provided by the IRS. This single number is designed to cover all the costs of operating a vehicle. For 2025, that rate is $0.70 per mile. It’s an easy, standardized figure that takes the guesswork out of pricing.

But what about your time? And how do you handle jobs that are just slightly outside your normal service area? That’s where things can get complicated—and where our new calculator comes in.

How to Use the Interactive Travel Fee Calculator

This tool is designed to make quoting your travel fees instant and accurate. You no longer need to do manual subtractions or complex math. Just set your policies once, and then enter the details for each trip.

Here’s how it works:

Part 1: Your Rates & Policy

This section is where you set your standard travel rules.

• Free Included Miles (One-Way): How many miles are you willing to travel one-way for free? A common starting point is 30 miles.
• Per Mile Charge: This is what you charge for every mile after your free included miles. We’ve pre-filled it with the 2025 IRS rate of $0.70.
• Free Included Drive Time (One-Way): How much drive time are you including for free? A typical amount is 30 minutes.
• Per Hour Charge: What is your hourly rate for travel time that exceeds your free allowance?
• Additional Fees: Don’t forget to account for expenses like road tolls or paid parking!

Part 2: Trip Details

For each new photoshoot, you only need to fill out this section:

• One-Way Distance to Property: Enter the total one-way mileage to the location.
• One-Way Travel Time: Enter the total one-way drive time in minutes.

The calculator automatically takes your total trip details, subtracts your included free amounts, and calculates the final fee based on the rates you set. It does all the math for you, including doubling the one-way figures for the round trip.

By accurately pricing your travel, you ensure that you’re running a sustainable business where every job, near or far, is a profitable one.

Hope this helps you dial in your numbers!