Reimbursement at cost
USD 120 for travel and USD 80 for materials, with 0% markup, produces a USD 200 subtotal. Preserve both receipts and show the categories on the invoice.
Project billing
Free Expense Reimbursement Calculator
Separate reimbursable client costs from your service fee. Calculate the approved cost total and any expressly agreed markup before adding supported expense lines to an invoice.
What you can do here
Add three approved client expenses and an agreed markup to calculate a reimbursement subtotal in one currency.
Built for real invoice workflows
Once expenses are approved, add the supported lines to your invoice before scheduling delivery.
Preparing your calculator with today’s date…
Calculation notes
How the result is calculated
Add approved expense costs, multiply the combined cost by the markup percentage, round the markup once, then add it to cost. A markup is a percentage of cost, not a target profit margin. Convert foreign receipts under your agreed policy before entering amounts; the tool does not convert currency or classify expenses for tax.
Formulas and examples reviewed October 2, 2026. Illustrative figures; no tax or contractual determination.
An agreed handling markup
USD 240 plus USD 160 totals USD 400. An agreed 10% markup adds USD 40, giving USD 440 before any applicable tax. A 10% markup is not a 10% profit margin.
Questions about this calculation
Can I add markup without approval?
The tool calculates a number, not permission to charge. Use only the rate agreed with the client, and disclose it alongside the supported expenses.
Do all expenses have the same tax treatment?
Not necessarily. Reimbursements, disbursements, and service charges can be treated differently under local rules. Determine the applicable treatment before adding tax.
How to use it
1
Enter up to three approved costs in the invoice currency.
2
Use 0% for at-cost reimbursement or enter the agreed markup.
3
Keep receipts and approval references with the invoice; decide tax treatment separately.
Why it helps
Show cost and markup as separate amounts.
Keep unsupported expenses out of the invoice.
Make a transparent handover to the person drafting the bill.
Next step
From free tool to live invoice workflow.
Use the result when creating your invoice in InvoiceAgent. Planner setup links carry the settings they describe into a draft. Review your dates, amounts, PDF, and reminder settings before scheduling.
Related workflows
Move from the quick answer into the rest of the invoice system.
Client billing handover
Client billing handover
Pass approved expenses and receipts to the invoice owner.
Approve billable scope changes
Approve billable scope changes
Confirm extra charges before the work or cost is incurred.
Invoice templates
Invoice templates
Use the result inside invoice formats that are ready for clients and easier to automate.
Knowledge base
Knowledge base
Review the billing concepts behind the numbers before they go onto a live invoice.
Profession pages
Profession pages
See how freelancers, consultants, and agencies apply the same calculator output in different workflows.