Travel expense claims for freelancers

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As a freelancer or self-employed professional in Germany, you're probably on the road quite a bit - meeting clients, attending events, or working on-site. All those business trips can rack up expenses, and knowing how to track and claim them properly is key.

In this article, we’ll walk you through how to handle travel expense claims as a freelancer or self-employed person, and what steps you should take to make sure everything is done right, both for your own records and for the Finanzamt (tax office).

Which travel expenses can freelancers people claim?

Always remember that as a freelancer, you can only claim expenses that are directly related to your work. So it's important to clearly separate business from personal costs, as only work-related travel expenses are tax-deductible.

Here are the typical types of travel expenses you can claim:

• Transportation costs: This includes getting to and from client meetings or business appointments, whether you travel by car, train, or plane
• Accommodation: Hotel stays during a business trip are deductible, as long as the travel is for professional reasons
• Meal allowances (per diems): Instead of collecting every single receipt, you can use flat-rate per diems to cover meals during your trip
• Taxi and rental car expenses: If you take a taxi or rent a car as part of your business trip, those costs can also be claimed
• Travel insurance: Policies taken out specifically for business travel, such as international health insurance, are also deductible
• Business meals: Meals with clients or business partners can be claimed (within reason) if they're clearly work-related

When can you deduct travel expenses?

You see, travel expenses can be tax-deductible, but only under certain conditions. As a freelancer or self-employed person, you can deduct business-related travel costs from your taxes if the following requirements are met:

• Business purpose: The trip must be for professional reasons, meaning it’s directly connected to your freelance work, your business, or a specific client project
• Proof of expenses: You’ll need to document your costs, either with receipts or by using official flat rates (such as per diems for meals or accommodation)
• No double dipping: You can only deduct travel expenses that haven’t already been reimbursed by a client or company. If you’ve already been paid back, you can’t claim them again on your taxes
• Timely submission: Make sure to file your travel expense claims on time to benefit from any tax deductions

To stay on top of the latest tax rules and per diem rates, it helps to use a tool like Accountable. The tax app lets you easily upload and store receipts, track travel expenses, and the Accountable tax coaches and AI tax advisor even help answer questions about what you can deduct.

That way, you’re not only staying organized, you’re also making sure you’re claiming everything you’re entitled to, without the stress. Because if the tax office ever asks for proof, you'll want to have all your documents in order.

What is the per diem allowance for meals (Verpflegungsmehraufwand)?

The Verpflegungsmehraufwand, or per diem allowance for meals, is a key part of travel expense deductions for freelancers and self-employed professionals. It covers the extra costs you typically have for food while you're away on a business trip.

As a freelancer, you can usually claim this allowance as a tax-deductible expense, as long as certain conditions are met.

The amount you can claim depends on how long you're away and where you're traveling to. Instead of keeping every single meal receipt, you can simply use a flat-rate per diem, which is officially recognized by the tax office and doesn't require itemized proof. These per diems are meant to reflect the typical daily cost of meals while traveling for work.

As of now, the standard rates in Germany are:

• €14 for business trips where you leave and return on the same day
• €28 if your trip includes an overnight stay

💡 Tip from Accountable: The official per diem rates are set by the German Ministry of Finance and may change each year. To make sure you're claiming the correct amount, always check the latest rates, or use an app like Accountable, which keeps track of current rules and helps you file everything properly.

6 steps to successfully claim your travel expenses as a freelancer

Follow these six simple steps to properly track and deduct your travel costs:

1. Keep careful track of your travel expenses
   Start by recording every cost you incur on your business trips - think plane or train tickets, hotel stays, meals, taxi or rental car rides, and any other relevant expenses. Make sure to keep all your receipts and invoices, as you’ll need them as proof.
2. Separate business expenses from personal ones
   Only expenses that are directly related to your work can be deducted or billed. If you have any personal costs during the trip, don’t include them in your travel expense claim.
3. Use a travel expense report template
   To stay organized, use a template for your travel expense report. There are plenty of free ones online that you can customize to fit your needs. Your report should include details like travel dates, destinations, types of expenses, and amounts.
4. Know the tax rules
   As a freelancer or self-employed person, you can generally deduct work-related travel costs such as transportation, accommodation, meal allowances, and other business expenses. It’s a good idea to stay informed about current tax regulations or check with a tax advisor to make sure you’re maximizing your deductions.
5. Submit your travel expense report on time
   If you’re billing a client for your travel costs, make sure to send your expense report promptly. Staying on top of deadlines helps you keep track of your spending and speeds up the reimbursement process.
6. Use digital tools to simplify the process
   There are handy apps and software designed to help freelancers manage travel expenses. They make it easy to record your costs, automatically calculate per diems, and keep your travel expenses clear and organized.

Travel expense report - free PDF template

You can use this free and basic PDF template for your travel expense report here. It’s designed to help freelancers and self-employed professionals easily track and organize their business travel costs.

Summary - Travel expenses for freelancers

A thorough travel expense report is essential for freelancers and self-employed professionals to keep track of costs, benefit from tax deductions, and present themselves professionally to clients.

Make sure to record your expenses accurately, use a travel expense report template if needed, and deduct everything properly in your tax return. By managing your travel expenses efficiently, you’ll have a clear overview of your finances and can focus fully on your work.

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Author - Sophia Merzbach

Sophia has been a key member of the Accountable team for many years, bringing a unique blend of journalistic precision and in-depth tax expertise to her work.

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