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Travel Fees

Each service on a quote gets its own travel fee based on its core resources and distance to the event.

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Company-Wide Settings

These settings apply across all services and are configured on each service page.

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Service Area Radius

How far you’ll travel for events, in units applicable to your country. Leads with an address outside this radius are warned about potential additional travel fees.

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Free Travel Radius

Distance around your business with no travel charge. Events beyond this radius are charged a travel fee based on the full distance.
These are different settings. Service area controls how far you’ll travel. Free travel radius controls where travel fees start.

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Per-Service Settings

  • Price Per Mile: Rate per mile, applied to round-trip distance per day per core resource
  • Minimum Travel Fee: Floor amount per core resource per day — used when higher than the distance-based fee
  • Per-Staff-Hour Travel: Optionally bill drive time per staff member instead of (or alongside) per-mile pricing — travel costs scale with crew size
Each service can have different price per mile and minimum — useful if one service needs a larger vehicle or more equipment.

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Per-Staff-Hour Travel Billing

Bill drive time per staff member in addition to the per-mile, per-resource travel fee. Useful when you pay your crew for travel hours and want to recover that cost on the quote alongside vehicle costs.
  • Set an hourly travel rate per staff member
  • Drive time is calculated from your business location to the event address
  • Bills round-trip drive time × staff count per service
  • Added on top of the per-mile, per-resource fee — not a replacement for it
The Minimum Travel Fee only applies to the mileage portion of the travel fee. Per-staff-hour travel billing is always added in full on top — it is not subject to the minimum.
Example: 2 hours round-trip × 3 staff × $25/hour = $150 travel labor on the quote

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How It’s Calculated

If the event is within the free travel radius, no travel fee applies. If it’s outside the radius, the fee is calculated on the full round-trip distance: 
Service Travel Fee = MAX(
  Round Trip Miles × Days × Service Resources × Price Per Mile,
  Minimum Fee × Service Resources × Days
)
  • Round Trip Miles = one-way distance × 2
  • Service Resources = core resources on that service line item
  • Days = number of event days
Example: Espresso Bar — 28 miles away (outside 10-mile free radius), 2 resources, 2 days:
  • Distance-based: 28 mi × 2 (round trip) × 2 days × 2 resources × $0.75/mi = $168
  • Minimum-based: $35 minimum × 2 resources × 2 days = $140
  • Result: $168 (higher of the two)

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Editing on Quotes

Travel fees show as line items on each service. You can:
  • View the breakdown — see distance, resources, rate, and free radius
  • Edit the amount — override the calculated fee on any service line item
  • Remove it — delete the travel fee from a specific service
Travel fees are auto-calculated on quote requests from your lead intake form when a location and event address are provided. Each service gets its own fee based on its core resource count.

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Auto-Calculation in the Quote Editor

When you add a service to a quote in the quote editor, the travel fee is calculated and added automatically — no extra step required.