A travel fee is an additional charge based on the distance between your business and the event location. Setting up travel fees in Check Cherry lets clients see the fee automatically during booking, so there are no surprises.
Why Charge Travel Fees?
Travel fees expand the geographic area you can serve. Without them, you either absorb the cost of driving long distances or turn down events outside your immediate area. With travel fees, clients in farther locations can still book you, and you get compensated for the extra time and expense.
Distance-Based vs Flat Rate
There are two common approaches:
- Distance-based (per mile): Charge a rate per mile beyond a free range. For example, the first 30 miles are free, then $1.50 per mile after that. This is the most popular option.
- Flat rate tiers: Charge a fixed fee based on distance brackets. For example, 0-25 miles: free, 26-50 miles: $75, 51-100 miles: $150. Simpler for clients to understand upfront.
One-Way or Round-Trip?
Most Check Cherry customers charge one-way travel fees. If the venue is 55 miles away, the fee is based on 55 miles. This is simpler for clients to understand since they think about how far the venue is, not how far you drive total.
Round-trip doubles the mileage, but the per-mile rate looks lower. Some businesses prefer this because it more accurately reflects the true cost.
How Much Should I Charge?
Your rate depends on your market, service type, and how far you are willing to travel. Consider these three factors:
- Travel time: Your time has value. A 60-mile drive at highway speeds takes over an hour each way. Factor in what your time is worth.
- Fuel costs: Calculate what it actually costs to drive 15, 25, or 50 miles based on your vehicle's fuel economy and current gas prices.
- Vehicle wear and tear: The more you drive, the more you pay in depreciation, maintenance, tires, and insurance. The IRS mileage rate accounts for all of this.
Example Calculation
- Fuel: $0.21 per mile
- Wear and tear: $0.66 per mile
- Staff time: $0.52 per mile
Total: about $1.38 per mile. Most businesses round to a clean number like $1.50 per mile for simplicity.
What About the IRS Mileage Rate?
The IRS standard mileage rate is a good reference point, but it covers the full cost of vehicle ownership, not just travel. Your travel fee should reflect what you actually need to charge to make the trip worthwhile.
Setting Up Travel Fees in Check Cherry
Check Cherry calculates travel fees automatically using the distance between your business address and the event location. You create travel zones with distance ranges and rates.