more-arw search

Q&A Forum

Do you bill travel expenses incurred before travel is taken?

Our client requires us to travel across the country to their site about every two months. Since we bill monthly with Net 30, we sometimes have to book and pay for travel before taking the trip. The service agreement just says we will be reimbursed, there are no details, requirements, or restrictions. Is it OK to include these expenses on an invoice generated before the travel is taken? What if the expense is recorded, but not yet paid (e.g., airfare on a credit card)? Trying to find out how other small professional services firm handle this. Is there a standard practice? Any advice will be appreciated. Thanks.


Topic Expert
Wayne Spivak
Title: President & CFO
LinkedIn Profile
(President & CFO, |

I have been and am in the same situation. When I purchase my airfare, I put it on the clients bill. Should the trip be cancelled on the part of the client, then I will credit them with any credit I receive.

Should I have to cancel, then I have to eat the airfare (or parts thereof) and give them a total credit.

All other amounts go on the next invoice when I incur the expense, so it is possible that one trip could span 3 months. If the client need a fuller accounting picture, why not use simple project accounting and make each trip a separate project?


Get Free Membership

By signing up, you will receive emails from Proformative regarding Proformative programs, events, community news and activity. You can withdraw your consent at any time. Contact Us.

Business Exchange

Browse the Business Exchange to find information, resources and peer reviews to help you select the right solution for your business.

Learn more

Contribute to Community

If you’re interested in learning more about contributing to your Proformative community, we have many ways for you to get involved. Please email [email protected] to learn more about becoming a speaker or contributing to the blogs/Q&A Forum.