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.
Do you bill travel expenses incurred before travel is taken?
Answers
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
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