Mileage Travel Invoice

What is the Mileage Travel Invoice?

The Mileage Travel Invoice is a professional billing template designed for real estate photographers, 3D tour creators, and reality-capture specialists who incur travel costs on client jobs. It covers IRS-rate mileage reimbursement, billable out-of-area travel time, per-diem meal allowances, tolls, parking, and lodging — all consolidated into a single auditable invoice with defined payment terms and late-fee provisions.

When should you use this form?

The Mileage Travel Invoice is appropriate any time a shoot requires driving beyond a photographer's defined local radius, staying overnight at a remote property, or incurring pass-through costs such as tolls, parking fees, or lodging. It is also suitable for multi-day Matterport or 3D-capture assignments, rural property shoots, and any job where travel expenses would otherwise be absorbed without formal documentation.

What's included in this template?

• Invoice header with invoice number, issue date, due date, and job-site address
• Mileage reimbursement calculated at the current IRS standard business cents-per-mile rate
• Out-of-area travel time billed portal-to-portal at a configurable hourly rate
• Per-diem meal and incidentals allowance triggered by a user-defined consecutive-hours threshold
• Tolls and parking billed at actual cost with receipt documentation notes
• Lodging pass-through at actual cost with prior-approval clause for premium upgrades
• Summary of charges with consolidated line-item breakdown
• Payment terms with 1.5%-per-month late fee and client dispute window
• Governing law clause and expense documentation section

How do I fill out this form?

1. Open the form at forms.wgan.info. Navigate to forms.wgan.info and locate the Mileage Travel Invoice template in the Real Estate Photography category, then click the form to open it in the online editor.
2. Enter invoice and job-site details. Fill in the invoice number, issue date, due date, and the specific property or job-site address to tie every charge to a single billable engagement.
3. Input mileage and travel-time figures. Enter the current IRS cents-per-mile rate, total miles driven, origin address, and out-of-area travel hours rounded to the nearest quarter-hour.
4. Add per-diem, tolls, parking, and lodging. Input any applicable per-diem threshold, actual toll and parking costs, and lodging amounts, noting any receipt references in the expense documentation fields.
5. Review the summary and payment terms. Confirm that the auto-calculated summary of charges, late-fee rate, and client dispute window all reflect the agreed job terms before finalizing.
6. Download and deliver the completed invoice. Click the download button to save the completed invoice as a PDF, then send it to the client and retain a copy for IRS substantiation records.

Preview

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Table of contents

1. Invoice Information
2. Mileage Reimbursement
3. Out-of-Area Travel Time (Billable)
4. Per-Diem Expenses
5. Tolls and Parking
6. Lodging
7. Summary of Charges
8. Payment Terms and Late Fees
9. Expense Documentation
10. Governing Law

What's included

• IRS standard mileage rate reimbursement with configurable rate
• Billable out-of-area travel time billed portal-to-portal
• Per-diem meal and incidentals allowance with threshold trigger
• Pass-through tolls and parking at actual cost
• Lodging pass-through with reasonable-rate guardrail
• Itemized summary of charges section
• Late-fee clause at 1.5% per month
• Client dispute window and acceptance clause
• IRS substantiation and record-keeping language
• Governing law and jurisdiction clause