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Travel Fees & Mileage Distance Calculations

Charge clients automatically based on how far you travel. Set your business location, define distance zones with their own fees, and TalleFlow matches the right fee to each invoice.

Written by Vaasu Guduguntla

How it works

TalleFlow calculates a travel distance between your business address and the project or event location, then matches that distance to one of your distance zones to apply a travel fee.

For this to work, two things need to be in place:

  1. Your business address must be set in Business Settings (this is where every trip is measured from).

  2. At least one distance zone must be set up in Finance Settings.

If either is missing, TalleFlow can't calculate a travel fee automatically.

Step 1: Set your business address

Travel distance is always measured from your business address, so this has to be set first.

  1. Open Business Settings (click the Business Switcher at the top-left, hover your business name, and click the ⚙️ Gear Icon)

  2. Go to the General tab

  3. Under Address, enter your full business address

  4. Save your changes

Once your address has map coordinates on file, automatic distance calculation works whenever the project or event location is also added. If either location is missing coordinates, the distance can't be calculated automatically.

Step 2: Open travel fee settings

  1. Go to Finance in the left menu

  2. Click the Settings tab

  3. Scroll to the General settings and Distance zones sections

Step 3: Configure general settings

The General settings block controls when travel fees apply and how distances that don't match a zone are handled.

  • Enable travel fees — Master switch. When off, travel fee calculation is disabled for this business.

  • Max service distance (mi) — Invoices can't add travel fees beyond this distance. Leave it empty for no limit.

  • Unmatched distance behavior — What happens when a distance doesn't fall into any active zone range. (For example, zero_fee applies no travel fee when there's no matching zone.)

Click Save settings when you're done.

Step 4: Add distance zones

Distance zones are mileage ranges, each with their own fee. Only active zones are used when matching invoice travel fees.

Click Add zone and fill in:

  • Zone name — A label for the range, e.g. "Local (0–30 mi)"

  • Start distance (mi) and End distance (mi, exclusive) — The mileage range this zone covers. The end distance is exclusive, so a 0–30 zone covers distances up to but not including 30 miles.

  • No upper limit (open-ended zone) — Check this for a zone that has no end distance (everything from the start distance onward).

  • Fee type — How the fee is charged for this zone (for example, a free zone or a per-mile rate).

  • Trip type — one_way or round_trip. Used when the invoice doesn't specify a trip type. Per-mile zones bill on billable miles (round trip = base × 2).

  • Active (used for invoice matching) — Toggle on for the zone to be used in fee matching. Inactive zones are ignored.

  • Default zone (gap fallback) — Toggle on to use this zone as the fallback when a distance doesn't match any other zone.

Click Add zone to save it.

Step 5: Apply a travel fee on an invoice

Once your zones are set up, you apply the travel fee from inside the invoice editor.

  1. Open the invoice in the editor

  2. Click the Invoice tool on the canvas to open the Properties Panel

  3. Find the Travel fee panel

From here you have two ways to add the fee:

Auto-calculate (recommended)

Link the invoice to a project so TalleFlow can measure the distance between your business address and the project/event location automatically.

  1. Set the Trip type (One way or Round trip)

  2. Click Auto-add travel fee

TalleFlow matches the calculated distance to the right zone and adds the fee.

Enter miles manually

If the invoice isn't linked to a project, or you want to override the distance:

  1. Set the Trip type

  2. Enter the distance in Manual distance (miles)

  3. Click Calculate with manual miles

Manual miles are treated as base miles — if Trip type is Round trip, TalleFlow doubles them before matching a zone.

The Finance settings link in the top-right of the Travel fee panel jumps you straight to your zone and general settings if you need to adjust them.

How mileage is calculated

  • TalleFlow measures the distance between your business address and the project/event location.

  • For round trips, billable miles are doubled (base × 2) before a zone is chosen, so the doubled distance is what gets matched to a zone. Flat fees are not doubled — they stay the same regardless of trip type.

  • The matched zone's fee is then applied to the invoice.

Troubleshooting

  • No travel fee is being added. Check that Enable travel fees is on, that the distance falls within an active zone, and that it isn't beyond your Max service distance.

  • Distance isn't calculating automatically. Confirm your business address and the project/event location both have map coordinates on file.

  • An unexpected zone is being matched. Remember end distances are exclusive, and round trips double the mileage before matching. Confirm the right zones are marked Active.

Related articles

  • Setting up Finance Settings

  • Invoices & Billing

  • Business Settings Overview

  • Surcharge on Invoices

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