Job costs and profit
How to price travel and non-billable time into jobs
Price travel and other non-billable time by including it in a defined cost model or allocation.
The short answer
Price travel and other non-billable time by including it in a defined cost model or allocation.
Price travel and other non-billable time by including it in a defined cost model or allocation. Decide where it is counted and use the same method consistently. On-site labour alone may not cover the resources needed to deliver the visit.
Explore the wider job costing and profit guides for the steps around this decision.
Choose one allocation method
| Method | Useful when | Watch for |
|---|---|---|
| Job-specific travel | A job creates a distinct journey | Avoid assigning the same journey twice |
| Route allocation | Several visits share one journey | State the allocation rule |
| Hourly cost allowance | Non-productive time is already in the productive-hour rate | Do not add it again as separate labour |
A costing allocation is not automatically a separate customer charge. The customer-facing scope and price must remain clear and appropriately agreed.
An illustrative calculation
Thirty minutes of allocated labour at a modelled EUR 30 per productive hour adds EUR 15 to the defined cost base. An additional EUR 5 vehicle allowance makes EUR 20, provided neither is already included elsewhere.
The numbers are teaching inputs, not Irish travel rates, expense allowances or tax deductions. Discuss accounting and tax treatment with the accountant.
Review route and job differences
A nearby repeat visit and a remote one-off job may have different delivery costs. Use actual travel records or a documented estimate rather than treating distance alone as time.
JobDiary supports schedules and operating cost records. It does not make every route or charge automatically optimal. Keep the assumptions visible so the owner can understand what the job result includes and why a price may need review.
Connect this to the next step
Continue with Which reports should a small trade owner review weekly?. If the next issue is elsewhere in the workflow, use How to build a price book for a small trades business.
See JobDiary job costing to check how the product supports this work. Use the current product description and a trial to verify the fit for your business.
Sources and scope
Source scope reviewed on 1 October 2026. Worked examples are illustrative; they are not market averages or customer results.
When it is in JobDiary.
The method above is the point. This is what it looks like when the diary is doing it for you.
See how it works| Time | Job | Status |
|---|---|---|
| 08:30 | 7 The GreenMow, edge, hedge | Done |
| 09:15 | 23 Seabury DriveMow, weed | Done |
| 10:00 | 9 Brookfield LawnMow, feed | In progress |
| 11:05 | 12 Castle ParkMow, hedge rear | Next |
| 12:00 | 31 Church RoadMow | Scheduled |
| 13:15 | 18 The RiseMow, edge, bins out | Scheduled |
Product screens use demonstration data.
What this guide is based on
JobDiary was developed around a real Co. Louth trades operation with2 vans and live business records since 2025. This guide provides an editorial framework; worked examples are illustrative. Product screenshots use demonstration data.
