Handbook / Pricing your work

How to charge rush fees and travel fees for freelance and service work

Rush jobs and long trips cost you more than standard work. Rush work means moving other projects, working evenings or turning down other clients. Travel takes time you could spend working and costs money in fuel, wear, parking and sometimes overnight stays. Charging for both, clearly and in advance, protects your margins and makes clients value your time.

What counts as rush work

Start by defining your standard turnaround for each service, such as five working days for a design round or two weeks to book a job. Rush work is anything the client needs faster than that. You might define levels:

• priority: faster than standard, without evening work
• rush: next day or within a short window
• emergency: same day, out of hours or weekends

Defining levels in advance avoids debates about whether a request is "really" urgent.

How to price rush work

Common methods include:

• a percentage added to the normal price
• a flat rush fee per job
• a higher hourly rate for rush hours
• different prices for each turnaround level

Think about what rush work really costs: overtime, rescheduling other clients, higher stress, the risk of errors and the opportunity cost of work you cannot take. Price high enough that rush work is worth doing; otherwise, decline it. The guide to how to price services explains how to value your time.

Communicate rush fees

Show rush fees in your price list and proposals, and confirm them in writing before you start:

Standard turnaround is [period]. Requests needing delivery within [shorter period] are charged a rush fee of [amount or percentage]. Rush work begins after written confirmation.

When a client asks for a faster deadline, reply with the options: standard turnaround at the normal price, or a faster date with the rush fee. Let them choose.

Waiving fees

You may waive rush fees for loyal clients or genuine emergencies. When you do, say so on the invoice, such as "Rush fee waived", so the client knows the value of the favour and does not assume rush is free.

Travel fees

For work at the client's location, decide how you will charge for travel:

• service area: travel within a set radius is included in prices
• zones: flat fees for each zone outside the area
• distance: a charge per mile beyond the service area
• time: an hourly travel rate
• expenses: actual costs, such as tolls, parking, flights and hotels, passed through or marked up as agreed

Many local service businesses combine a free service area with zone fees. For work further away, such as event photography or consulting on site, quote travel time and expenses separately.

Overnight and long-distance travel

For trips requiring flights or overnight stays, agree in advance:

• who books and pays for travel and accommodation
• whether you are reimbursed at cost or charge a daily allowance
• how travel days are billed
• cancellation terms for non-refundable bookings

Put these in your statement of work.

Invoicing

Show rush and travel fees as separate lines on the invoice, with a short description, such as "Rush delivery, 24 hours" or "Travel, zone 2". Itemised invoices look fair and reduce disputes. See how to invoice.

Records and tax

Keep a log of business miles, trips and travel expenses, with receipts. The IRS says you must keep records that support your deductions. IRS Publication 463 explains the rules for travel, gift and car expenses, including what counts as business travel away from home. The guides to vehicle expenses and travel expenses summarise the main points. Travel fees you charge clients are generally business income, and your actual travel costs may be deductible business expenses.

Review your fees

Review rush and travel fees at least once a year, or when fuel or other costs change significantly. If many clients pay rush fees, your standard turnaround may be too slow, or you may have more demand than capacity, which could justify raising your prices.

Define standard and rush turnarounds, price rush work for its real cost, set a service area and clear travel rules, confirm fees in writing before starting, itemise them on invoices and keep travel records for tax.