travel expenses spreadsheet

The Travel Quandary

The Ultimate Trip Planner Template – Easy To Use Excel Format!

You’re about to embark on your next adventure – hooray! 

Travel planning comes naturally to some who thrive on the challenge to find the best deal on a tour, stay at the coolest hotel or dine at the hottest new restaurant. These travellers are always at the airport on time, check opening hours of attractions before leaving home and have packing down to a fine art form. On the other end of the scale, there are travellers who prefer to go with the flow, do things spontaneously and are happy to rock up to a new destination and “wing it”.

According to the World Tourism Organization (UNTWO), 1.4 billion people travelled internationally in 2018. And apparently, there are over 750 million users of Microsoft Excel worldwide. There’s a high chance that you’ll fall into both of these categories (we don’t know the exact number but it would make for a pretty neat Venn diagram). And if you also classify yourself as an “unprepared” and/or “unorganised” traveller, our trip planner template is designed to help YOU.

Microsoft Excel is not only used by accountants and finance people. Microsoft Excel has become the ultimate planning and analysis tool, recognised and used worldwide which is why we’ve chosen it to create our trip planner template. We hope you find it useful and welcome your feedback and recommendations!

FREE TRIP PLANNER TEMPLATE! MICROSOFT EXCEL & GOOGLE DOCS

Why use a spreadsheet to plan your trip.

• Identify gaps in your itinerary (closures, public holidays, mandatory reservations)
• Save money (better budget decisions, better choices on trip)
• To get you excited! You’re going on a holiday! Hooray!

Download your free trip planner template here

Note: For Google Docs template, download the .zip file and upload the spreadsheet to your Google Drive. Once uploaded, open with Google Sheets.

Using this spreadsheet

The Ultimate Trip Planner Template is built into a spreadsheet which is divided into six sections. We’ve built this trip planner to include 16 days of travel but you can adjust the length of the trip by adding or removing columns in the spreadsheet.

Once you’ve confirmed your travel plans, add them here. This is where you can record all your reservations – flight details, accommodation, car rental, equipment rental, tour reservations etc. Listing them on one tab means you can quickly jump in and find those important details when you need them.

2. Planning

Researching airlines, hotels, Airbnbs, car hire, tour operators and travel insurance policies can be exhausting. You’ll probably go through a phase where you’ll have so many tabs open on your browser, it’ll make you want to pull your hair out! If you also need to compare prices and dates with your travel companions, it can become downright overwhelming.

When you find a potential option you like, add it to the “Planning” tab. When your research is condensed into a neat summary, it will be a simple exercise of reviewing all possible suppliers, key dates and prices and then after a process of elimination, you will be left with the most suitable option.

A budget is by no means set in stone. Our budget tab is designed to help with your travel planning decisions. We feel that it is important to understand the costs of a holiday before making any hasty decisions. And we consider it even more important that you don’t spend beyond your means!

We don’t want to sound like party-poopers but the last thing you want is to get ripped off and/or find yourself stuck abroad without any money. By understanding where you plan to spend the bulk of your hard-earned money on your holiday, you can plan where you’ll allow yourself to splurge and other areas where you may need to tighten the purse strings.

For example, we give ourselves extra budget for food and coffee experiences as this is an aspect we love about travelling. We tend to book budget/basic accommodation on the road depending on the destination and available options, as all we need is a bed, access to a (preferably) hot shower in a secure room.

A good chunk of your budget will already be paid or known in advance before you’ve even left home (i.e. flights, some ground transport, accommodation, tours (if applicable) etc), so this should also help when allocating your budget to food, shopping and extras. There will also be times where you need to be strict and say “no” if your gut feeling and bank account tell you that you cannot afford a certain something. Be conservative but also be kind to yourself – you are treating yourself to a holiday after all and you’ll have to spend money to fully enjoy the experience!

4. Itinerary

We spend a lot of time planning our travel itineraries on a day by day basis and even breaking it down to each hour of each day. Some people call us crazy but when we are short on time and have an extensive list of things to see/do/eat/shop etc, we prefer to be organised.

Laying out our trip day by day also helps us to block out periods of time for travel or to take note of when restaurants and attractions are closed. Of course, plans can and will change. Rain may force you indoors (museums, galleries, shopping) or an unknown public holiday may disrupt your planned travel day.

We recommend using this tab to roughly outline your plans and drop in the activities and places you simply cannot miss. You can move activities to different days if your original plan doesn’t work out. If you want, record your daily expenses at the bottom and you can track how your actual spending goes against your budget.

5. Packing List

For those who begrudge packing, it tends to be the case that you will end up wearing 20% of your packed belongings during 80% of your trip. Or if you’ve left packing until the last minute and thrown items higgledy-piggledy into your suitcase, you’ll arrive at your accommodation to realise you’ve forgotten your favourite undies or packed the wrong shoes.

Packing lists work. Once you’ve considered the weather and climate at your destination, your baggage allowance plus the duration of your trip, you can plan what you need and limit unnecessary purchases on the other side.

We’ve compiled a pretty epic packing list covering practically every type of adventure and possibly everything that you may need. Feel free to adjust accordingly to your requirements.

6. Checklist

This is the final step before you walk out your front door to embark on a brand new adventure. Before you go, use this tab to ensure you’ve dotted all the i’s and crossed all the t’s. And then you’re off!

Bon voyage!

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Give us your feedback of the Trip Planner Template below!

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CONTINUE PLANNING YOUR TRAVELS

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28 thoughts on “the ultimate trip planner template – easy to use excel format”.

HOLY COW I cannot believe I found EVERYTHING I needed all in one for FREE. I feel like I have ROBBED someone! My partner and I never grew up in households where family vacations were had, so we have no idea what were doing. Thank you kindly to The Travel Quandary. If I can donate, share your page, volunteer, etc. let me know how I can repay <3

SO HELPFUL ! THANK YOU SO MUCH !

How you extend the dates! I am going for a month

This template is so great! Planning a trip to New Zealand and will be traveling around a lot – this is super helpful!

NICE!! MUCHAS GRACIAS VERY COOL!!! Alina

Thank you so much for sharing your knowledge and your files!

Thanks so much for the template. This is a very good start for a traveller like me. Easy to use!

Amazing template! Exactly what I needed. Thank you!

Thank you for the great tool! I was wondering if theres a way to enter an end date as well to the itenerary?

Hi there! I was wrapped to see that the template is created by some Aussies! and local ones as well. I’m from Melbourne! Template is a charm! Just what I’ve been looking for ages! Planning our Europe trip for 2023 that got cancelled in 2020! (We all know why!!) Will let you know how it goes and will definitely check out your website! Thanks,

Hi Rosanna, we’re so glad to hear that you’ve found this template useful! Very jealous that you’re planning an escapade to Europe. No doubt it will be amazing! Safe travels 🙂

Thankyou for your post on THE ULTIMATE TRIP PLANNER TEMPLATE on excel. It is very usefull. I have been using this template to plan my trips for a while now and it has saved me a lot of time. I highly recommend it to anyone who is looking for a travel planner.

Didn’t work. At least, not on my version of excel.

something about “delimited” something or another.

Hi Piotr, We’re sorry to hear this. What version of excel are you using? Are you on a Mac or PC? If you wish, we can email you an Excel copy of the template.

So so sooo helpful! I’m happy to find this great itinerary template! Thank you so much.

Thanks Tahira! We’re so glad that you found it helpful. Enjoy your travels! 🙂

Hi Tahira, we’re thrilled you found this template helpful. Enjoy your travels!

I needed this so much, easy and simply. Thank you for a great spreadsheet.

Thanks Nga! Happy travel planning!

Hi Nga, we’re so glad you loved this spreadsheet. Hope you had an amazing travel adventure!

Thank you , soooo much ! I appreciate you putting this together and sharing it

Hi Priscilla! So glad that you found this planning template useful! We hope you enjoy your trip!

I am so excited to find this. (Thank you, Pinterest!) I will be leaving in a month on an eight day train trip and this is exactly what I needed to get all my ducks in a row. Thank you so much!

HiTeresa! We’re so glad to hear this and so exciting for you. Enjoy your trip!

This is great! Found this as i was looking for a newer travel planner and this is very helpful and user friendly!

We’re so glad to hear this! Happy travel planning!

great tool. never used a planner before and it has most every item to consider… add a route sheet for those who driving to, during and back from their vacations…

Glad you like it and thanks for the feedback. We’ll look into adding a new tab for routes.

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Home » Google Sheets » 9 Best Free☝️ Google Sheets Travel Budget Templates for 2023

• Updated: April 17, 2023

9 Best Free☝️ Google Sheets Travel Budget Templates for 2023

Planning for a vacation is undoubtedly one of the more exciting budgeting exercises you can do. Even a business trip can be an occasion to look forward to. 

However, a lack of proper planning can result in a flop of a holiday or a business trip rather than a fabulous or productive one. 

But that doesn’t have to be you. In this article, we review some of the best Google Sheets travel budget templates to help you prepare for your long-awaited break or business trip!

1. Free Downloadable Travel Budget Template

Designed by Vertex42

If your itinerary is going to be jam-packed with lots of stopovers and plenty of travel activities to see and do, the Free Downloadable Travel Budget Template by Vertex42 is an excellent option.

It is so user-friendly and ideally suited to travel planning, with a graph that depicts the sum totals of your budget categories so that you can view how these costs are going without necessarily having to go back to the drawing board to establish where you overspend.

2.Daily Travel Budget Template

Designed by Charlie Marchant

The Daily Travel Budget Template by Charlie Marchant is an excellent step-by-step guide to use if you have a jam-packed travel trip coming up that requires you to track daily expenses more carefully. 

What’s unique about this travel budget template is that you have a local currency column and a home currency column you can use for comparison purposes. 

And then there’s also a total budget row that you can compare to the sum of your daily totals to see if you are edging towards going over budget or keeping to the plan .

3. Artist Tour Budget Template

Designed by The Crafty Musician

The Artist Tour Budget Template by The Crafty Musician is a great touring budget if you plan on going from place to place and want to enjoy yourself in the process while not being too preoccupied by expenses that go with the territory. 

This budget template also has a special column for venue prices depending on the town you’re in, so you can pick the most profitable venue for you depending on your tour goals and the spend you have available – which, of course, relies on how your trip pans out while you’re visiting each destination.

4. Business Travel Budget Template

Designed by Spreadsheet Daddy

The Business Travel Budget by Spreadsheet Daddy is designed nicely for business trip expenses. This spreadsheet should help you monitor and account for expenses on a business trip for record-keeping purposes. 

Category expenses that this budget template include are airfare, hotel, car rental, gas, entertainment, food, and other miscellaneous costs.

5. Corporate Travel Budget Template

Since a corporate travel budget needs to be a little more finessed than the norm, this spreadsheet template by Spreadsheet Daddy is the one to use to accurately record typical corporate travel costs in a neat and corporate-looking document for future company reference.

6. Family Travel Template

The Family Travel Template by Spreadsheet is perfect for your next family vacation. It has a place for listing itineraries and transportation details. 

If you need a helpful reminder on what to pack, this template has a section for that, too, so you won’t forget the essentials when you and your family depart on a long journey.

7. Study Abroad Travel Budget Template

Studying and living abroad can be costly. Take control over your new lifestyle expenses with The Study Abroad Travel Budget Template by Spreadsheet Daddy and jot down the main category expenses to avoid being caught unawares regarding unanticipated expenses in a new country.

8. Sales Travel Budget

The Sales Travel Budget Template is ideal for recording all the sales you make while on your travels. You can even use filters to establish what you sold more of and when this occurred to validate your trip.

9. Year-Long Travel Budget Template

The Year-Long Travel Budget Template by Spreadsheet Daddy is a good example to use if you are a perpetual traveler and require a suitable budget for year-round travel.

You can even record miles traveled, how much time you spent traveling during daylight hours and during the night, and additional expenses incurred. You can gain insights and reflect on how your travels were spent and if the trip was optimized as much as possible.

Does Google Sheets have a travel budget template?

Google Sheets does not have a travel budget template that you can download within its standard templates. However, there are plenty of free travel budget templates available for download that you can access simply by clicking on the links shown above. Perhaps best of all is the fact you can customize these spreadsheet templates to personify your travel trip best.

How do I create a travel budget in Google Sheets?

Travel budgets are one of these things where you might not think it necessary to list certain expenses. Or you may think it’s necessary to list everything – but this can get a little messy and difficult to track if you don’t have the main travel categories to follow.

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How to Make a Travel Budget in 2023 [Free Template]

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Can You Afford to Travel?

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Creating a travel budget isn’t all about boring spreadsheets and searching for low budget bargains — a finely-crafted budget it is designed to maximize your total travel experience.

Let’s start out easy here. You may have dreams of globetrotting and living your best life in distant lands, but can you actually afford it?

The amount you have to spend on your trip will need to be proportionate to the place you are visiting. By that, we mean that some destinations can be done on the cheap, while others will be a bit more of an investment.

Where you want to stay, what you intend to do when you get there, and physically how far away you will be from home can all have a considerable bearing on how deep your pockets will need to be.

Before you book yourself silly, really break down the potential costs of your dream trip and tally it up with the amount of money you will realistically have to fund it.

Bottom Line: Sometimes, it may be better to put your plans on hold until you have saved up enough cash to really experience a place, rather than rushing to get there and missing out on some of the best bits.

Whether you are a plan-well-in-advance sort of traveler or more of a fly-by-the-seat-of-your-pants kind of person, there are different ways to approach setting out your budget based on what works best for you.

Plan Your Adventure Well in Advance

The most traditional way to book a vacation is to think of somewhere you want to go, plan your vacation dates, and decide how long you want to stay. This kind of advanced planning is the usual go-to for most travelers, as it allows you to book time off of work or plan trips around school semesters, and gives you the opportunity to firm up plans before you leave.

Knowing when and where you are going also has another key advantage — it gives you plenty of time to save up all the cash you will need to really enjoy your time there. Booking in advance also means you get your choice of cheaper accommodation at better rates.

Book months in advance and you can research your planned itinerary and potential expenditure, and maybe even save enough extra for upgrades of luxuries to make your adventure truly special. This kind of planning is a great incentive for saving hard.

Travel Based on Your Bank Balance

If, on the other hand, you want to take your cash and get the hell out of dodge, you can work backward to identify the most amount of fun you can have for your money. If you are feeling lucky, and you know how much you are willing to spend, the world really is your oyster.

The awesome power of the internet has made impulse traveling even easier, as you can simply hit up any number of booking sites to find an exciting destination, as well as suitable flights, accommodation, and excursions in just a few clicks.

Another great way to make your budget go further is to think outside the box. Visiting popular destinations out of season, taking shorter vacation times, or even looking at places away from the main tourist trail can all make your money go further.

A trip to the legendary Yosemite National Park during April or May, for example, is a great way to experience some of the most iconic open spaces in America before the schools let out, or hit the beaches of Miami or the Florida Keys during September and October when tourists shy away from the increased risk of stormy weather.

You can also look at alternatives to the more traditional resort destinations to get more bang for your buck. Consider a trip to Reno instead of Las Vegas, hit the slopes in Winter Park instead of the sky-high prices in Vail, or take in the history of Williamsburg and avoid the price tags of New York or Los Angeles on your next city break.

To help you plan and keep track of your travel budget we have created a free, handy Microsoft Excel spreadsheet.

📋  Click to Download Our Travel Budget Template >  📋

Travel Budget Considerations

When planning your travel budget, there are lots of different things to consider. Break down your budget into subsections to make it easier to plan and stick to:

One of the most essential elements of your travel plan will revolve around the legal and local requirements for travel to and from your destination. You must research any visa requirements and restrictions before you fly, and be sure to have all the documentation you need before you leave.

Most countries will have their own individual and very specific entry requirements, and there may be restrictions on how much local currency you can bring with you, as well as how long you can stay.

As a very rough guide, some examples of the requirements for U.S. citizens could include:

• Travel to Europe — If you are traveling to or through any of the main 26 European countries, you must know the requirements of the Schengen Agreement, which eliminates borders and assumes that travelers will be able to enjoy up to 3-months of visa-free travel. This will change in January 2021 with the introduction of the ETIAS .
• Travel to Australia — You must have a valid U.S. passport and an Electronic Travel Authority (ETA) to enjoy up to 90 days of travel in Australia.
• Travel to Central America — You will not need a visa to visit most Central American countries, but you may need a tourist card for some destinations (~$10) to allow stays of up to 90 days visa-free.
• Travel To South Africa — You must have a valid U.S. passport, but do not need a visa for stays of 30 days or less.

Check out our guide to tourist visa information on over 100 countries.

There are many great reasons why you should always buy travel insurance coverage for your trips overseas, and only 1 reason not to. Trust us. If the worst should happen while you are away, you will wish you hadn’t tried to save money by skipping on the insurance, so make sure you always make space for travel insurance in your travel budget .

The best travel insurance policy does not necessarily have to be the most expensive one you find, but it probably won’t be the cheapest either. With this in mind, shop around and speak to a variety of providers before committing to any 1 product.

There will be different levels of coverage available to suit the requirements of every type of traveler, from lone backpackers to family vacations, but at the very least you should try to include:

• Emergency medical expenses
• Repatriation expenses
• Cancellation or curtailment coverage
• Lost baggage coverage
• Travel delay/missed departure coverage
• Journey disruption coverage
• Personal liability coverage
• Legal expenses coverage
• Electronics loss/theft and damage coverage

Depending on where you go, what you’ll be doing, and the nature of your trip, you may want to also consider dedicated financial protection that could include specific coverage for:

• Winter sports coverage
• Terrorism disruption coverage
• Cruise coverage
• Business coverage
• Sports equipment coverage

It is important to remember that the domestic health insurance that you use at home will not necessarily cover you if you get into medical trouble overseas . Don’t leave it to chance — invest wisely in your travel insurance and never skimp on the coverage just to save yourself a few bucks before you go.

You should also look into insurance coverage for your prized electrical items and personal belongings, too . While we would recommend leaving the diamonds at home, unless you are going somewhere exceptionally glamorous, many of us will take expensive electronics with us everywhere we go.

Find coverage that offers repairs or replacement for damaged, broken, lost, or stolen items before you go.

Hot Tip: There are some credit cards with travel insurance , so you might already have some coverage without knowing it!

Some parts of the world pose more of a risk to our health than others. By ensuring that you have all the travel vaccinations you need before you go, you can reduce the risk of developing serious diseases that your immune system may not be used to.

You can pretty much be vaccinated against all of the world’s most common communicable diseases at your local doctor’s office, health care center, or health department, and there will be medical professionals who will be able to provide you with useful information for your trip.

You will need to do your own research before you travel and speak to healthcare providers about the risks. But, as a rough guide to keep in mind when planning your travel budget, here are some of the most common travel vaccinations and their approximate costs:

• Cholera — A single-dose oral vaccine costs around $45.
• Hepatitis A — A single-dose vaccine costs around $115.
• Japanese Encephalitis — 2 doses given 4 weeks apart costs around $290 per injection.
• Meningococcal Disease — This single-dose vaccine is recommended from pre-teenage years and costs around $135.
• Rabies — A series of 3 or 4 injections into the muscles over the course of 4 weeks costs around $3000 for the entire course.
• Typhoid Fever — A single oral dose for anyone over 6 years old costs around $60.
• Yellow Fever — This vaccine is not stocked everywhere, but if you can find a clinic that offers it, you will need a single shot costing as much as $350.
• Malaria — There is no single vaccine, but antimalarial tablets can be taken to reduce the risk of contracting the disease by 90%. These may need to be taken as far as 3 months in advance and can cost anything from $20 a pack up to $260 per pack.

What you need to take with you will depend very much on where you headed. Whether you choose to travel light or max out your luggage allowance is up to you, but there are plenty of ways to help keep costs down when it comes to packing for your next adventure.

Compile a Capsule Wardrobe

Travel guides always bang on about the legendary “capsule wardrobe” — but it literally is a real thing. By taking 7 or 8 items of clothing with you that can be worn in a variety of ways you can dress for days at a time without worrying about overfilling your luggage or maxing out your travel budget.

Choose 2 pants, skirts or jeans, 3 tops, 1 sweater, 1 dress or a smart shirt and a coat or jacket, and you should be pretty much good to go. Throw in beachwear, sports gear, or thermals as-needed and some socks and underwear to see yourself sorted for the duration of your stay.

Another way to keep costs down is to avoid buying new stuff for every vacation . Your favorite bikini, flip flops, party dress, or even hoodie should be shown off time and time again, so never feel the need to replace your vacation clothing unless you really need to.

Here are some destination-specific packing lists:

• Beach Vacation Packing List
• Cruise Vacation Packing List
• Disney Vacation Packing List

If you want to take your travel camera with you, your GoPro for awesome live video, your phone, tablet, laptop, headphones , or any other bits of kit — think carefully about whether or not you really need it.

Taking more expensive gear with you increases the risk of stuff getting lost, broken, or stolen, as well as weighing your luggage down and tying you to charging ports and electrical sockets.

Keeping Clean

Most people like to have their favorite toiletries with them, but save money and space in your luggage by not taking full-size products.

You needn’t even worry about wasting money on cute little travel size products either. Simply decant your full-size bottles and pots into smaller travel containers instead . This is super easy to do, meets with TSA regulations, and saves you a few dollars here and there.

Alternatively, buy what you need when you arrive. Most destinations and airports will have plenty of shops to choose from. One area where you shouldn’t cut costs, however, is sunscreen. Buy the best you can, ideally from a trusted brand, before you leave.

Finally, check if the airline you are using charges extra for checked baggage and if so, see if you can get away with just a carry-on case instead.

The amount you pay for your flights will vary widely depending on a wide number of variants, including:

• Your destination
• Who you choose to fly with
• Whether you fly direct
• Whether you fly return or one-way
• The day of the week and time of day that you fly, and even the time of year
• Where you fly from
• When you book

There are many different ways to fly around the skies, but here are some ways to bag cheaper flights :

• Use Points and Miles — If you aren’t accumulating points to fly, read this beginner’s guide to get started.
• Book as Early as You Can — Flights often significantly increase in price within 3 weeks of the departure date.
• Stay Flexible — Flights leaving on different days or at times of day can be cheaper than others.
• Don’t Dismiss Discount Airlines — Short journeys, internal flights, and even some international journeys can be way cheaper on discount, no-frills airlines.
• Sign Up and Shop Around — Sign up with airlines direct to be notified of discounts and flash sales, and be sure to check in on all airlines that fly to your preferred destination.
• Use Aggregation Sites — Sometimes this is a winner, sometimes it isn’t — but don’t be afraid to try. Sites like Kayak or Skyscanner can be good, but don’t just accept the first price they give you.
• Buy Connecting Flights — It can be cheaper to buy 2 separate connecting flights than a direct 1. Check your destination and see who stops where along the route.

Again, how much you spend on where you stay is entirely up to you. Keeping costs down can be harder in large cities or expensive beach resorts, but there are ways to rest your head without losing your mind over the cost of it all.

Whether you are going for an all-out 5-star luxury or a family-friendly motel room, there are always deals to be had. Book direct through the hotel, include weeknights or a Sunday night in your stay, and be flexible on location.

Hot Tip: A hotel just outside of town, for example, will offer more attractive nightly rates and free parking and will usually represent better value for money than a downtown hotel will.

Renting a private home or vacation apartment on a short term basis can be much more affordable than a hotel. You can also find some superb properties for rent, complete with everything you need to enjoy your stay.

Fully-equipped kitchens, parking, TVs, and even pools often come standard and depending on your destination, there are lots of great Airbnbs and other holiday rental websites available.

If you are heading to the coast, the backcountry, or just getting out into the great outdoors, camping can completely transform your experience. Many campsites come complete with showers and cooking facilities and even pools, sports facilities, and fitness centers. You can take your own tent or rent one.

Another great way to save money on accommodation is to look at hostels in the area. A far cry from old fashioned student accommodation, many modern hostels are clean, bright, and modern and offer a combination of dorm-style bedrooms and private double or family rooms with en-suite facilities.

Hot Tip: Hostels are a great way to stay right in the middle of some of the most expensive cities in the world.

Rent a Recreational Vehicle

Another great choice if you are heading out on the open road, RVs can save you a fortune as you literally take your accommodation with you. RV trips are fun, family-friendly, and provided you aren’t always in a gas station, a great way to save money on where you stay.

RVshare and Outdoorsy are 2 companies that rent out campers and RVs.

You can pretty much rent any kind of vehicle , anywhere in the world. Although if you are staying in a city, public transport is a much more useful and affordable proposition.

The same rules also apply to some intercontinental trips, as well. For example, it can be easier and cheaper to travel through Europe using trains and buses than worrying about having to take care of a car when you get there.

If you want to explore out of the way destinations, hard to reach beaches, or just like the idea of being free to come and go as you please, car hire is readily available in most corners of the world.

Before you commit to it, think about the rental fees, fuel costs, and other potential expenditures and compare the costs of using public transport in your chosen destination.

Car hire here in the U.S. will vary depending on the type of car you choose and how long you intend to hire it. Small city cars are the most cost-effective, and big SUVs, 4x4s and luxury cars can also be hired if you have deep pockets.

When it comes to car rental, keep your costs down by:

• Booking your vehicle in advance
• Looking outside the airport as you may get a better deal in town
• Choosing a practical vehicle to suit your needs, not your dream supercar
• Being aware of mileage limits and one-way fees
• Use a credit card with car rental insurance , so you can be ready to turn down unnecessary add-ons and cross-sells that you don’t need
• Making sure the vehicle is checked for damage before you take the keys
• Only hiring it for as long as you need it
• Keeping your eyes out for deals on particular types of car, and better prices for longer-term rentals

Most tourist hotspots, big towns, cities, and even some iconic landmarks will offer a wide range of public transport options to get you around. There will be more choice and more frequent services in highly populated areas, while services may become more restricted further out in the countryside or suburbs.

If you are clever, you could save yourself a small fortune by grabbing good deals on public transport, leaving you with more cash to spend on the fun things in life.

Try these to tips for traveling around town on the cheap:

• Buy daily, weekly or even monthly travel passes in advance
• Bulk buy tickets online or via an app
• Take advantage of student passes or discounted fares for families, seniors, or children
• Avoid traveling during peak commuter times
• Services like Greyhound offer cheaper fares for mid-week journeys
• Sign up for early notification of flash sales and other promotional codes and discounts

Wherever you are headed, there will no doubt be plenty of things to do and places to see when you get there. The key to not missing a single thing is researching everything before you leave.

Have a plan in place of all the activities you want to take part in and the attractions you want to see and integrate the potential entrance costs, additional fees, and other expenses into your initial budget.

With a bit of luck, you will be able to find plenty of local discounts, city passes, and money-saving ways to see all of the very best attractions at rock bottom prices.

Pick up a copy of the local listings magazine or newspaper and check out free events , as well as using the coupons and discount codes they supply for all kinds of attractions. You can also subscribe to online discount sites like Groupon to find discounted ticket prices.

Historical landmarks, museums , art galleries, theme parks , sporting events, concerts, and many more attractions often offer reduced entrance prices at off-peak times or group discounts to entice visitors in. Some even have a free entrance day once a month.

Big cities often have lots of free entertainment on offer, too. Check out the artsy districts of major cities for street entertainers and free shows. If you are heading to the beach, research costs such as sunbed rental, locker rental, and even the menus at local restaurants to gauge an idea of how much a day on the beach could potentially cost you.

If you want to try your hand at surfing, sailing, or other kinds of water sports, you may want to get back on the internet and find reduced price lessons or discounts for group bookings.

While you may have budgeted every dollar down to the last cent, you should also keep a contingency plan for some pocket money . Days out in the town, lazy afternoons on the beach, or even a trip on a planned excursion can present you with lots of little unknown expenses.

Whether you need to buy an extra bottle of water, some sunscreen for your face, or entrance to additional attractions, keeping a little cash on you is a good way to be prepared.

Large amounts of cash should never be carried about your person while you are out exploring, but a couple of dollars stashed into your pocket or travel wallet and can be incredibly useful.

In order to keep your money safe, you should:

• Never flash wads of cash
• Keep your notes and loose change somewhere safe like your inside pocket or in a money belt
• Carry small denomination notes and coins
• Understand the local currency you are carrying, so you known how much to give over when paying

Walk-around money is simply a little buffer to keep you going, but set yourself a daily budget and stick to it.

These days, almost everyone travels at some point. This means that those unusual and unique products that we used to buy as souvenirs are no longer as sought after as they once were.

Nearly every tourist destination on earth will be able to sell you tacky bits and pieces for you to take home, but savvy travelers bypass these and look for more personalized and unique mementos to take home with them instead.

Bottom Line: A t-shirt here, a guide book there, and lots of little bits and pieces in between can soon add up. Spend wisely, and if you must buy gifts and souvenirs, choose ones that have a special meaning to you, that you can treasure forever.

To help make your research easier, some clever folks who have traveled before you have made websites that can help you to research and plan every single aspect of your next big adventure and what the costs involved may be.

Budget Your Trip

Budget Your Trip is a huge repository of travel costs that have been hand-gathered from thousands of travelers, and now provides an incredibly comprehensive guide to how much your trip will really cost you.

You can create and personalize your very own travel budget once you register with the website. You can also pick up tons of top travel tips and advice for both new and experienced travelers alike.

Nomad List offers a heap of resources and information for remote workers, digital nomads, and travelers, Nomad List is designed to help users navigate the world. Find information on thousands of destinations, places to work, neighborhoods to stay, and even make new friends before you go.

A great site for anyone who wants to work and travel for longer-term adventures, you can ask questions and arrange meet-ups to touch base with other like-minded wanderers.

This clever little website has 1 goal in mind — to let you know exactly how much money you really need to stay at your dream destination. Expatistan offers direct comparisons between different locations and the website is essentially a giant cost-of-living database that is updated and improved on a regular basis.

Using collaborative information garnered from expats from all over the world, this website really will give you the lowdown of where you can, and can’t, afford to be.

Keeping track of your expenses using your bank balance alone can be a real pain. A dedicated travel money app will help you to keep control of your finances, even when you can’t check the internet. Here are some of the best:

Trail Wallet

This easy to use expense tracker is a great way to keep an accurate record of your finances on the go. Designed to be incredibly intuitive and easy to use, you can make a note of all your expenses in a way that makes the best sense to you. Set up daily spending limits, view records of your recent outgoings, and upload images of receipts for multiple trips with custom start and end dates.

Perfect for use both at home and away, this clever little app will even let you input amounts in local currencies from over 200 countries , and you can update the app with the current exchange rate.

Trail Wallet can be used on both iPhone and iPad and is free for up to 25 items, or unlock unlimited amounts for continuous travel with the $4.99 upgrade.

Trabee Pocket

Trabee Pocket is available on both iOS and Android, and you can choose between the free version or additional services in the paid-for version. Even with the basic version, you can add the details of as many expenses as you like, covering various trips and destinations. You can choose your currency, and there are 8 basic categories to file your virtual expenses under.

You can add images of the physical receipt and produce an expense report and breakdown of expenditure using the data from each category . The upgrade costs around $2.49, and you can add multiple currencies and additional customized categories.

All in all, Trabee Pocket is sleek and an easy to use app that helps you to see how much you are spending and where you are spending it.

TripCoin is a concise and easy to use app that is available on iOS only. It is free to download , and there are no upgrade options at the present time. This smart app allows you to keep tabs on your spending at the touch of a button while making is super easy to add new entries when you need to.

Summary reports can quickly be compiled to let you see progress reports and spreadsheets, and you can even export the data to Excel, Numbers, Open Office, or Google to keep your inner accountant happy anywhere in the world.

Wally was designed to help anyone to manage their finances, anywhere in the world easily. It promises to offer a simple, seamless tool that works in an intuitive way, making it super easy to keep track of your money on the move.

The basic version allows you to add details of all of your regular incoming and outgoings as well as inputting your day to day expenditure, creating groups to manage joint accounts, and splitting payments with your friends when you need to.

It can be set to your local currency and lets you divide your outgoings into easy to find pre-set categories. Available on both iOs and Android, you can upgrade to the paid-for version for $24.99 a year to enjoy unlimited trips and categories.

This is a brilliant invention for anyone traveling with friends. Available on both iOS and Android, you can download it for free, but an in-app upgrade is available to Splitwise Pro. No more scrambling around with a pen and paper to split the bill, this app allows you and your buddies to keep track of your shared expenses and balances at the touch of a button.

You can add a bill, and choose how to split it, or send text or email requests to remind your friends and family that payments are now due. You can also categorize your expenses, calculate amounts in over 100 different currencies, and even sync all of your expenditures with the Cloud.

If you want to keep a more detailed record of your accounts, this little app will also export the data into easy to read CSV reports.

Before you worry about how to manage your finances while you are away, you will need to devise a plan that gives you the funds to get you there in the first place. Unless you have been blessed with a sudden windfall or a lottery win, you will need to save your cents to achieve your goals.

Set a Savings Timeline

If you receive a regular wage, or you are able to forecast your earnings accurately, you can start to set a timeline on how long it will take you to save up for your vacation . If you put aside just $100 a month, for example, you will be able to have $1200 to play with in just a year. This amount may not pay for a new life abroad, but it could you buy a week by the ocean.

Bottom Line: Think of where you want to go to, find out how much it will cost, and then set a monthly savings goal and stick to it. Some months you may have to sacrifice on your social life or shopping habits, but it will all be worth it in the end.

Multiple Savings Accounts

Once you know how much you need to save each month, be sure to physically remove that money from your day to day bank account. Set up at least 1 separate savings account and electronically move it , or set up an automated payment to leave your regular account on payday.

Visualization

Re-train your brain to save instead of spend, and you will be able to tally up every cent you save with something amazing . Your first $150 saved, for example, could mean that you have those tickets for that boat party in Miami in the bag, or that you are on your way to paying for a 4-star hotel instead of a mid-range one.

Whether you are dreaming of trekking up the Himalayas, backpacking around Asia, Interailing through Europe , or a long-awaited family vacation, seeing what your savings can afford will super motivate you to save more.

Wherever you are planning on traveling to, being in control of your finances will make your experience even more amazing. Worrying about getting into debt on your credit cards or not having the cash in your pocket to really explore the region will ruin your adventures.

Save hard, spend well, and look for ways to save money across every aspect of your trip. Plan your spending before you go and keep track of your expenditure while you travel. There are deals to be had on flights, accommodation, food, attractions, and almost every area of your next vacation. Plan in advance and enjoy knowing that you are having the best time for less.

Frequently Asked Questions

Where can i travel with a low budget.

There are plenty of excellent places to travel on a low budget. Here are some great options:

• South Africa

How much should I budget for a trip?

There are lots of factors that make up how much you should budget for a trip. Where you are going, the time of year, your travel style, what you want to do, and how long are you going for are just some of the considerations. It’s best to work out exactly what the trip would cost, cut out anything you can do without, and go from there.

How do I stick to a budget while traveling?

The best way to stick to a budget while traveling is to keep track of all your expenses so you know exactly where you are against your budget. The easiest way of doing this is to use a travel budget and expenses up like Trail Wallet, Trabee Pocket, or Tripcoin.

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About Amar Hussain

Amar is an avid traveler and tester of products. He has spent the last 13 years traveling all 7 continents and has put the products to the test on each of them. He has contributed to publications including Forbes, the Huffington Post, and more.

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Free Vacation Budget Planner

Prepare for upcoming trips with Jotform’s free vacation budget planner. Great for travel planners or for personal use. Add your budget info through an online form, a CSV or Excel file, or enter details manually into a secure, collaborative spreadsheet.

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Manage your travel budget.

Whether you’re a professional travel agent or planning your family’s next trip, manage your budget with a ready-made vacation budget template — or import an existing CSV or Excel file to get started.

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Personalize the design of your budget planner with our intuitive interface. Add new rows and columns, split details into multiple tabs, add calculations, and more.

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How do you budget for a vacation?

To start budgeting for a vacation, first look at your financial situation. Take into account how much money you currently have, how much money you will have at the start of the vacation, and if you have any bills or recurring monthly expenses that may interfere with your budget. Next, take into account all of the expenses associated with the trip — such as transportation, lodging, meals, souvenirs, and other miscellaneous expenses. Once you know how much you have and how much you’re able to spend, you can start planning the details of your trip.

How can I stay on budget while on vacation?

There are many steps you can take to stay on budget while on vacation. To start, try not to go during the busiest vacation times of the year — this can vary depending on location, but it usually helps to avoid major holidays or times of the year when the weather is ideal for the location. When it comes to transportation, lodging, and activities, be on the lookout for deals. This can be a good way to find cheap, fun vacation locations or activities that you may not have thought of before. Instead of opting for an expensive hotel or Airbnb, consider less expensive options like motels, hostels, camping, or staying with friends. And if you’d like to save on food, preparing meals yourself instead of eating out for every meal can help you save a lot of money!

How do I make a travel expense spreadsheet?

Jotform Tables lets you build a travel expense spreadsheet from scratch or get started with a ready-made template. If you’d like to customize your spreadsheet, feel free to add new rows or columns, include formulas to automatically calculate totals, add color-coded tags, and make other changes in seconds with Jotform’s easy-to-use interface. You can add travel expense details manually, upload them via a CSV or Excel file, or fill out an online form to auto-populate your spreadsheet. You can then manage your budget on any device straight from Jotform Tables.

How can I share my spreadsheet with others?

In Jotform Tables, click on the Share icon in the upper right hand corner. Then choose your privacy settings and how you would like to share your table. You can make your table public or private, share it via email or invitation link, or even embed your table in another web page. If you update your share settings to allow collaborators, you can also work on your vacation budget with colleagues or members of your travel group. Visit our user guide to learn more about how to share and collaborate in Jotform Tables .

Can multiple people edit the budget spreadsheet at the same time?

Yes! If you open your table to collaborators, you can all work on your spreadsheet together in real time.

Can I download my data?

Yes. Feel free to download your vacation budget planner spreadsheet as a PDF, CSV, or Excel file. Learn more about how to download your Jotform Tables data .

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Managing travel expenses can be a challenging task, especially when you’re dealing with multiple receipts and transactions. Our Travel Expense Report Template is designed to help you organize and analyze your travel expenses, providing you with a clear picture of your spending patterns and financial health.

Section 1: Why You Need a Travel Expense Report

A Travel Expense Report is an essential tool for anyone who travels frequently for business or personal reasons. It helps you:

• Organize Expenses: Categorize and record all your travel-related expenses in one place.
• Identify Spending Patterns: Analyze your spending patterns and identify areas where you can cut costs.
• Prepare for Reimbursements: Simplify the process of claiming reimbursements by having all your travel expenses organized in one place.
• Make Informed Decisions: Use the insights gained from the report to make informed decisions about budgeting and financial planning for future travels.

Section 2: How to Use Our Travel Expense Report Template

Our template is user-friendly and requires no advanced spreadsheet skills. Here’s how you can use it:

• Download the Template: Click the download button to get your free copy of the template.
• Input Your Data: Enter your travel-related expenses for the trip into the respective categories.
• Analyze Your Spending: The template will automatically calculate the total expenses for each category, providing you with valuable insights.
• Make Informed Decisions: Use the insights gained from the template to make informed decisions about your travel finances.

Don’t let the complexities of travel expense tracking overwhelm you. Download our Travel Expense Report Template now.

Excel Expense Report Template

An Expense Report is an organized way for businesses and their employees to track and report their expenses for business-related trips and events. The expense report is usually a printed form or a spreadsheet that is filled out and kept for accounting and tax purposes. Because of this, it is especially important to track any expenses that are tax deductible.

For a quick solution , instead of making your own expense report in Excel or Google Sheets, download and use one of our free Expense Report Templates below. Easily customize the spreadsheet by adding your company information and other details, then share the file with your employees.

Important Note for Employers : When your employees use a travel expense report, they should also submit copies of receipts along with the report so you can keep adequate records for tax purposes. We've included the note "Don't forget to attach receipts" in these spreadsheets to help serve as a reminder.

Travel Expense Report Template

License : Private Use (not for distribution or resale)

Description

Report your travel expenses , especially those that are tax deductible, with a simple and easy-to-use spreadsheet. This report template includes separate columns for common types of expenses. It also includes a table for recording detailed itemized expenses, such as a break-down of your meals or transportation expenses.

Simple Expense Report Template

The Simple Expense Report template uses one column for all expense types. The expense type can be selected from a drop-down that is easy to customize. There is also a designated place to specify the rate for mileage reimbursement.

For a blank, printable expense form that you can fill out by hand, simply remove the sample data and fill in the information you want printed.

Update 5/7/2020: I've added a new worksheet to this version of the expense report that lets you mark specific expenses "to be reimbursed" in case you use both a company card as well as personal money. Place an "x" in this column (or check the box in the Google Sheets version) if you want the amount to be added to the "Amount to Reimburse" total.

What business travel expenses are tax deductible?

Some of the most common tax deductible travel expenses include: flights, car rentals, mileage, uber rides, lodging, meals, tips, dry cleaning and laundry. We've based the expense types in our templates on these common expenses. For an official and detailed list that includes explanations and examples, we highly recommend visiting the Business Travel Expenses page on IRS.gov: https://www.irs.gov/taxtopics/tc511 )

Other Helpful Expense Report Templates

Our Reimbursement Form template is great for general employee expense reimbursements (for non-travel expenses). The Business Mileage Tracking Log lets you keep track of daily mileage for record keeping and reporting. The Weekly Expense Report template provides a way to include more details and more expense categories.

Disclaimer: The information on this page is for general education and not to be used as personal financial or tax advice. If you have questions about taxes or proper reporting procedures for travel expenses, please consult a certified professional.

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How to Use Excel to Manage Your Travel Budget

Eliza Medley

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Crafting the perfect travel spreadsheet transforms trip planning into a seamless experience. It tailors your itinerary to match your travel whims while effortlessly adapting to changing plans. Let's discuss how to use Excel to manage a travel budget.

How to create the ultimate travel spreadsheet

Here is a simple guide to creating a travel spreadsheet.

Set up your Excel spreadsheet

Follow these steps to create a new spreadsheet:

• Open Excel. Launch Microsoft Excel on your computer. You can typically find it in the Microsoft Office suite or as a standalone application.
• Create a new spreadsheet. Once Excel is open, click on "File" in the top-left corner. Select "New" and then choose "Blank Workbook" to start with a fresh spreadsheet.
• Familiarize yourself with the interface. Take a moment to familiarize yourself with the Excel interface. You'll see a grid of cells arranged in rows and columns.
• Create sections for clarity. Label the first few rows for specific sections. For example, use the first row for titles like "Date," "Expense Category," "Description," "Amount," and "Balance."
• Format for readability. Adjust the column widths to accommodate your labels and make the spreadsheet visually appealing. Consider using bold fonts or shading for headers to distinguish different sections.
• Reserve space for totals. Dedicate a section at the bottom for total expenses, income, and the remaining budget. Excel will do the math for you later.

You've now set up the foundation for managing your travel budget in Excel.

Track expenses

Now that you've established the groundwork for your travel budget spreadsheet, it's time to delve into the crucial task of tracking your expenses efficiently.

• Create a column for expense categories. In the "Expense Category" column you created earlier, list the categories that align with your travel plans. For instance, if your trip involves flights, include a category for "Transportation".
• Customize categories to suit your trip. Tailor the categories based on your unique itinerary. If you plan to indulge in specific activities, create categories accordingly.
• Enter each expense. With your expense categories established, it's time to start logging individual expenses.
• Fill in the details for each expense. In the rows beneath your category labels, start entering the details of each expense. Include the date, a brief description, and the amount spent in their respective columns.
• Be detailed and accurate. The more detailed your entries, the better you can analyze your spending later. Instead of a generic "Food", specify if it was a restaurant meal or grocery.
• Utilize the SUM function for totals. Click on the cell where you want the total to appear (e.g., the cell beneath the "Amount" column for each category). Use the formula =SUM(range) to add up all the expenses within a specific category. Replace "range" with the cells containing your expense amounts.

By following these steps, you've successfully set up your Excel spreadsheet to track expenses for your upcoming trip.

Budgeting for your trip

Now that you've diligently tracked your expenses , it's time to take control of your travel finances by setting a realistic budget for your trip and allocating funds strategically.

• Establish your total budget. Decide on the maximum amount you're comfortable spending during your trip. This includes all anticipated expenses, from accommodation and transportation to meals and activities.
• Enter the total budget in your spreadsheet. Designate a cell in your spreadsheet, perhaps at the top, to enter your total budget. This serves as your financial anchor throughout the trip-planning process.
• Distribute the budget among categories. Allocate a portion of your total budget to each expense category. For example, if you've budgeted $1,000 for your trip and plan to spend more on activities than accommodation, adjust the allocation accordingly.
• Monitor category budgets. Regularly check your category budgets as you enter expenses. This will help you stay on track and make adjustments if necessary.
• Be realistic and flexible. While setting a budget is essential, it's equally crucial to be realistic and flexible. Unexpected expenses may arise, so allow some flexibility in your allocations.
• Consider contingency. Include a contingency or buffer in your budget to account for unforeseen expenses. This ensures you're prepared for unexpected costs without derailing your entire budget.

By setting a total budget and strategically allocating funds to different categories, you've taken a significant step toward financial planning for your trip.

Tips and tricks for managing your travel budget in Excel

Now that you've set up your Excel spreadsheet to manage your travel budget, let's explore additional tips and tricks to maximize Excel's features.

Tip 1: Use conditional formatting

Conditional formatting is a powerful tool in Excel that allows you to visually highlight specific cells based on their values. How to apply conditional formatting to expense totals:

• Select the cell containing the total expense for each category.
• Navigate to the "Home" tab, click on "Conditional Formatting," and choose a relevant option, such as color scales or data bars.
• This visual representation makes it easy to identify categories where you may need to reconsider your spending.

This can help you quickly identify budget exceedances or areas where you may overspend.

Tip 2: Regularly update your spreadsheet

Consistency is key to effective budget management. Make it a habit to update your spreadsheet regularly to ensure accurate and up-to-date financial information. You should:

• Set a schedule for updates. Establish a routine for updating your budget, whether it's daily, weekly, or bi-weekly. Consistent updates help you stay on top of your financial situation.
• Document expenses promptly. Record your expenses as soon as possible to avoid forgetting or misplacing receipts. This practice ensures that your spreadsheet reflects the most accurate information.

Tip 3: Include contingency in your budget

Unforeseen expenses are a part of travel. Including a contingency in your budget helps you account for unexpected costs without jeopardizing your overall financial plan.

You should allocate a contingency fund. This can act as a safety net for emergencies or unexpected opportunities that may arise during your trip. If you dip into your contingency fund, be sure to update your spreadsheet accordingly. This adjustment ensures that your remaining budget accurately reflects your financial situation.

Tip 4: Leverage Excel's graphs and charts

Excel offers various tools for visual representation, such as graphs and charts . Utilize these features to gain a more insightful overview of your budget trends:

• Select relevant data in your spreadsheet.
• Navigate to the "Insert" tab and choose the type of graph or chart that best represents your data (e.g., a pie chart for expense categories).

Visualizations can provide a quick and easy way to understand your budget distribution.

Make use of Excel templates

Here is how you can use Excel templates to manage your your trips like a pro.

⭐ Organize a meal plan

To keep track of your nutrition on the trip, you can create a table or download a ready-made one. Click the File - New tab and choose from one of Meal Planner templates.

Excel spreadsheets make it easy to plan your daily trip menu and count calories, proteins, fats, and carbohydrates. Search for " Food " within the templates and you will find not only templates for managing your grocery budget, but also the immensely popular calorie-counting logs.

These spreadsheets are designed so that if you exceed the norm, you'll immediately see the deviation. They use basic yet popular Excel functions , including IF and SUM to summarize the details entered. For convenience, there are drop-down lists and visual chart effects.

⭐ Check your car costs

To find out the cost of a car for the trip, you need basic skills in MS Excel to create your own budget or expense tracker. Skills like creating dropdown lists , using the SUBTOTAL function, and working with Excel Tables will come in handy.

Download this template

We've done most of the work for you. Just customize this free template to suit your needs.

Enter the data with detailed descriptions. As a result, you will understand what the most expensive items of car usage consist of and will be able to optimize your expenses. Statistics throughout the trip will help you plan your budget.

Suppose you go for a trip for a month with your own car. In that case, you can expand the template. You can include the cost of insurance, spare parts, technical inspections, tire fitting, and other minor expenses.

This way, you can find out how much the full cost of car maintenance costs you on your trip.

⭐ Calculate your travel budget

Buying cheap airline tickets is half the battle. Include all expenses in your travel plan to avoid flying off into the unknown.

If you search for " Trip planner ", you will find several templates for entering trip details and all expenses.

Take charge of your journey

Mastering your travel budget with Excel can be a game-changer in ensuring a financially stress-free and enjoyable trip. The step-by-step guides provided in this article empower you to take control of your finances and personal life, allowing for informed decisions and flexible adjustments as needed.

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Eliza Medley is an experienced writer and psychologist. She is actively interested in management, new technologies, and writing motivational articles. She also loves catching up on modern trends. She inspires people to learn new things and reach new heights with her work. In case of any inquiries or suggestions kindly reach out to her at [email protected].

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Guide To How To Make A Travel Expense Spreadsheet

Introduction.

Traveling is an exciting and enriching experience, but it can also come with its fair share of expenses. Whether you're a business traveler or a frequent wanderer, keeping track of your travel expenses is crucial for budgeting and financial planning. One of the most efficient ways to do this is by using a spreadsheet to organize and monitor your spending. In this blog post, we'll provide a guide on how to create a travel expense spreadsheet, as well as the importance and benefits of doing so.

Key Takeaways

• Tracking travel expenses is crucial for budgeting and financial planning.
• Using a spreadsheet for travel expenses allows for efficient organization and monitoring of spending.
• Regularly reviewing and analyzing travel expenses can help identify areas of overspending and make necessary budget adjustments.
• Additional features such as currency conversion, mileage tracking, and per diem rates can further enhance the usefulness of a travel expense spreadsheet.
• Sharing and collaborating on a travel expense spreadsheet can streamline expense tracking for travel companions and business partners.

Setting up the Spreadsheet

When it comes to managing your travel expenses, creating a spreadsheet can be an effective way to stay organized and keep track of your spending. Here are some key steps to set up your travel expense spreadsheet:

Before you start creating your travel expense spreadsheet, it's important to choose the right software or platform. You can use popular spreadsheet software like Microsoft Excel, Google Sheets, or Apple Numbers. These platforms offer templates that can make the process easier, or you can create your own custom spreadsheet.

Once you've chosen your software, create the necessary columns for your expenses, dates, and categories. Common columns to include are the date of the expense, the category (such as transportation, accommodation, food, etc.), the amount spent, and any additional notes. This will help you categorize and track your expenses more efficiently.

To streamline the process of calculating your total expenses, set up formulas for automatic calculations. For example, you can use formulas to sum up expenses in each category, calculate the total amount spent, and even track your budget against your actual spending. This will save you time and minimize the risk of manual errors in calculations.

Recording Expenses

When creating a travel expense spreadsheet, recording expenses accurately and efficiently is crucial for keeping track of your finances. Here are some key points to consider when recording your expenses:

Inputting each expense in real-time

It’s important to record each expense as it occurs to avoid forgetting or misplacing receipts. Whether you’re paying for a taxi, meals, or accommodations, make sure to jot down the amount and category of the expense in your spreadsheet as soon as possible.

Categorizing expenses for easier analysis

Organizing your expenses into categories such as transportation, accommodation, meals, and miscellaneous costs can help you analyze your spending patterns more effectively. This can also be useful for budgeting future trips and identifying areas where you may be overspending.

Attaching receipts or documentation

Keeping track of receipts and documentation for each expense is essential for accuracy and record-keeping. Consider attaching digital copies of receipts to your spreadsheet or keeping physical copies in a designated folder. This will also come in handy for verifying expenses during the reimbursement process.

Analyzing and Reviewing

After creating a travel expense spreadsheet, it's essential to regularly analyze and review your spending to ensure that you are staying within your budget and making the most of your travel funds.

• Set a specific time, such as weekly or monthly, to review the overall spending recorded in your spreadsheet.
• Take note of any patterns or trends in your spending habits.
• Compare your actual spending to your budgeted amounts to see if adjustments are necessary.
• Look for categories in your spreadsheet where you consistently exceed your budget.
• Consider whether there are specific reasons for overspending in certain areas, such as unexpected expenses or impulse purchases.
• Identify any areas where you may be able to cut back in order to reallocate funds to other aspects of your travel.
• Based on your review, make any necessary adjustments to your budget to better align with your actual spending habits.
• Consider reallocating funds from categories where you tend to underspend to those where overspending occurs.
• Be proactive in making changes to your budget to ensure that you can make the most of your travel funds without overspending.

Adding Additional Features

As you continue to refine your travel expense spreadsheet, you may want to consider adding additional features to make it even more comprehensive and useful. Here are some features you may want to integrate into your spreadsheet:

Integrating currency conversion for international travel

If you frequently travel internationally, it can be helpful to include a currency conversion feature in your spreadsheet. This will allow you to input expenses in the local currency and have them automatically converted to your home currency for easy tracking and reporting.

Including mileage tracking for transportation expenses

For those who frequently use their personal vehicle for business travel, including a mileage tracking feature in your spreadsheet can be incredibly valuable. This will allow you to easily track the distance traveled for each trip and calculate the associated expenses based on your organization's reimbursement rate.

Incorporating per diem rates for meals and incidentals

Many organizations use per diem rates to reimburse employees for meals and incidentals during business travel. By incorporating per diem rates into your spreadsheet, you can easily calculate and track these expenses according to your company's policy.

Sharing and Collaboration

When it comes to travel expense tracking, sharing and collaborating with others can be extremely beneficial. Here are some ways to make the process easier for everyone involved.

• Consider using a spreadsheet editor that allows for easy sharing and collaboration, such as Google Sheets.
• Grant access to others by simply sending them a link to the spreadsheet, or by inviting them via their email address.
• Set permissions to allow others to view, edit, or comment on the spreadsheet, depending on your preferences.
• Encourage your travel companions to enter their expenses directly into the shared spreadsheet, rather than relying on separate records.
• Designate specific columns or tabs for each traveler to input their expenses, making it easier to track individual and group costs.
• Regularly communicate and reconcile expenses with your companions to ensure accuracy and fairness.
• Utilize cloud-based platforms, such as Google Drive, Microsoft OneDrive, or Dropbox, to store and access your travel expense spreadsheet from anywhere with an internet connection.
• Take advantage of real-time updates and automatic syncing to ensure that everyone involved has the most up-to-date information.
• Enable notifications or alerts to keep track of any changes or additions made by your travel companions.

Using a travel expense spreadsheet can greatly benefit your financial organization and planning. It allows for better tracking and management of expenses, which ultimately leads to a more organized and stress-free travel experience. We strongly encourage you to start implementing this practice for your future travels, as it can save you time and money in the long run. Remember, financial organization during travel is crucial for staying within budget and enjoying your trip without any worries.

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Travel Planner Spreadsheet: How to Stay Organized with this Google Sheets Itinerary Template

I don’t know about you, but after a year of quarantining and diligently following all of the rules, I am so ready for an epic adventure. As the vaccine rolls out and cases begin to decrease I’m starting to feel the first dash of hope which spurred me to open up my Google Sheets travel planner spreadsheet.

I started dreaming about traveling again. Not even to far off destinations, but to local spots for more than a quick day trip. I figured now was the perfect time to introduce to you how I plan my trips using my Google Sheets itinerary template.

I started using this type of travel planning when I quit my job and got to plan a multi-month, multi-destination adventure. It was a fairly overwhelming process, but the way I stayed organized and on budget was by using Google Sheets.

I created spreadsheet upon spreadsheet to track all of my confirmation numbers, bucket list activities, and trip necessities in one place. I also learned which ones made sense, what information was necessary, and which ones I could delete. Leaving only the best and most useful travel itinerary template to share with you!

This post contains affiliate links, which means that, at no additional cost to you, I will earn a tiny bit of income if you decide to make a purchase or booking. For more, check out my disclosure . 

Why Do I Use Google Sheets instead of Excel?

I love using Google Sheets for just about everything in my life. I have my budget there, keep track of my blogging stats, and my client work.

Here are a few reasons why I prefer using Google Sheets for my trip planner:

• Google Sheets is more Mobile . I have the Google Sheets app on my phone and the spreadsheets are editable offline. This means that if I end up without WiFi or data, which happens all of the time on the road, I can still access any important information or make updates.
• I can easily share it with my friends and family . They will be able to see as I make changes to it in real time, compared to having to email them a new Excel document each time. In terms of my safety when I travel solo , if they ever need to get a hold of me, they will have all of the necessary and up to date information.
• I am an Apple person through and through and simply PREFER Google Sheets over Excel .

Now, Google Sheets and Excel are basically the same thing, so if you are an Excel person you can take the travel planner templates I share here and apply the idea to Excel .

When to Use a Travel Itinerary Templates?

I suggest using a trip planner template anytime you’re planning a trip with a lot of moving parts. Is it necessary for a weekend getaway? No, probably not.

But if you’re planning anything more than a week and you want to ensure you stay on budget and get to see, do, and eat what you want then using a spreadsheet to track everything is incredibly helpful.

I also find them really helpful for planning road trips, so I created (and included for you) a road trip template .

While I primarily use them for planning my vacation itinerary you could also use them to help you plan a business travel itinerary as that begins to resume.

How to Use a Travel Itinerary Template in Google Sheets ?

I’m going to walk you through my tried and tested method for using Google Sheets as your travel planner. My travel spreadsheet template has 11 individual spreadsheets . You can definitely make these yourself, but if you want them already done for you, you can purchase the templates here .

Quick tip : Add links whenever possible. If you find a cool tour you want to do, save the link to the spreadsheet so you can easily find it when it comes time to book

I’ll show you a screenshot of each of them and a short video, but here’s the overview. 

Travel Planner Spreadsheet Template

Travel expense spreadsheet, travel budget spreadsheet.

• Travel Itinerary

Travel Itinerary Daily View

Travel itinerary calendar view.

• Flight Planner
• Accommodation Planner
• Bucket List Planner

Pre-Travel Shopping List

Packing list, road trip planner.

This is the master spreadsheet , if you will. This is where you’ll put any travel related purchases leading up to and during your trip. You can change or add the categories to reflect what works best for your situation.

Let’s say you’re planning a Hawaii getaway ! Leading up to the trip, you decide you want to buy a new swimsuit. You’ll add that to this spreadsheet and put it under MISC or add a column for clothing. As you book your accommodation for the trip, you’ll add that here as well. Then as you are exploring the gorgeous Hawaiian islands, you’ll track your expenses for food, activities, gifts, etc. 

Then at the end of the month, you’ll know exactly what you spent on your trip , both before the actual trip and during. 

This is broken out by months, then at the very bottom, you’ll have a yearly total for travel expenses . 

I hope to have some numbers in there this year!

This spreadsheet is your travel budget planner . It’s broken out into locations, because many trips include more than one destination! You’ll enter the number of days you’ll be in each location, then as you move through the spreadsheet add in the cost for only days worth of food, accommodation etc. The total will calculate at the top !

The travel budget spreadsheet is intended to provide you with an approximate cost of your trip . Once you have this information you can adjust as needed. If the trip is too far out of your budget, don’t give up! 

Can you find cheaper accommodations ? Can you DIY some of you bucket list activities? Can you cook food instead of eating out?

One of my biggest travel tips to stay on budget is to prioritize the activities and experiences that you know will fill you up and bring you joy. Forget the rest.

See where that leaves your budget.

Travel Itinerary Spreadsheet

The Travel Itinerary Spreadsheet provides a birds eye view of your entire trip itinerary. Once you make a decision on where you’re staying, your method of transportation, and activities, input that information here. Include the confirmation number, the costs, and any other information that you find valuable for your trip.

The Travel Itinerary Daily View is where you’ll get into the details of your trip . Use this sheet to plan out each day of your trip so you ensure you get to do, see, and eat all of the things.

Another one of my top travel tips is to only schedule ONE activity per day . This allows time for a little bit of spontaneity on the road, while still ensuring you do what you went there to do. 

As you research your destination, you’ll likely come across places to eat that you don’t want to forget, so add those here as well.

Add any bonus activities that would make sense on that day if time allows!

This calendar view provides a way to see how your trip fits into the rest of your year . Does it fall on a holiday? Do you have trips planned each month? 

The year and dates are intentionally left blank for you to input so no matter what year you’re planning your travels, you can have the correct dates.

To be honest, I use this sheet the least, but I know some people really like seeing a calendar view.

Flight Planner Spreadsheet

As you research your flights, use this sheet to track the entire cost of the flight . This will include a checked bag (maybe), food on board etc. Those cheap flights are super tempting, but since you have to pay for everything else, it really adds up. So use this sheet to be sure you know how much that $35 flight will actually cost you.

Accommodation Planner Spreadsheet

Accommodation can be overwhelming to book. There are so many options, which should you choose? First, check out my guide to booking hostels . If you’re not a fan of hostels don’t worry, the tips in there are applicable across all accommodation types.

Then as you research, add the information, including additional amenities (some hotels charge for WiFi) to provide the total cost. 

This will help you ensure that you get the biggest bang for your buck out of where you lay your head. 

There are multiple destination options in this sheet, as you might be moving about the country!

Bucket List Planner Spreadsheet

The Bucket List Planner is where the fun stuff lives! Start with your destination and determine your can’t miss, bucket list activities!

Have you ever been planning a trip, read a blog post that mentions an epic activity, and you think, I want to do that. But then you don’t save the link to the tour ? Well, add the booking link to this sheet along with other important information (cost, tour operator etc). Then when you’re ready to book, you have the link and all of the information you need!

Sometimes, you need some gear before a trip. This could be anything from a new swimsuit for your beach vacation to luggage to vaccinations! Keep track of those costs here and factor it in to the overall budget of your trip.

I am a big fan of NOT spending too much in this phase of the travel planning. Try to use what you have , borrow what you can, and only buy something when absolutely necessary.

I’m sure a friend or family member has a piece of carry on luggage you can use and no you don’t need a brand new wardrobe for your trip.

This is a sample packing list , yes, but it also covers just about everything you’ll need for your trip. I know there are 5 shoes mentioned, please don’t bring 5 pairs of shoes ! It’s just an example of footwear you might need depending on your planned activities. If you’re not hiking, please don’t bring hiking shoes!

But always, no matter the weather, always pack a swimsuit . You just never know when you might encounter a hot spring, hot tub, or lake for a dip!

Last but not least, you’ll find a road trip planner ! This road trip itinerary planner gives you space to note your starting location, your ultimate destination, the number of miles you’ll drive, cost of gas and things you’d like to see along the way!

There is also a section at the top for your rental car information if you need to rent one for your road trip.

In the first column, you can put the day of the week, the actual date or leave it numbered as is.

At the bottom of the spreadsheet, it will total up the number of miles driven and the total cost of gas for the trip.

I know that planning a trip, no matter the length, can be really fun, but also a bit overwhelming. Especially when you’re trying to stay on budget! These travel planner spreadsheets will help you plan the trip of your dreams (which we all need right about now) while staying on budget and leaving the overwhelm behind.

If you’d like to purchase these templates, they’re available here !

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Travel Expense Templates

Free downloadable and printable travel expense templates that are compatible with PDF, Microsoft Word and Excel.

Simple Per Diem Expense Report in PDF

Get this free Per Diem Expense Report Template available in PDF to help track your employees’ business travel expenses on a daily basis.

Printable Per Diem Expense Report in Word

Get this free Per Diem Expense Report Template available in Word to help track your employees’ business travel expenses on a daily basis.

Per Diem Expense Report Template in PDF (Blue)

Blank Per Diem Expense Report Template in Excel (Plain)

Get this free Blank Per Diem Expense Report Template available in Excel to help track your employees’ business travel expenses on a daily basis.

Blank Per Diem Expense Report Template in Excel (Green)

Per Diem Expense Report Template in Excel (Blue)

Get this free Per Diem Expense Report Template available in Excel to help track your employees’ business travel expenses on a daily basis.

Blank Per Diem Expense Report Template in PDF (Printable)

Get this free Blank Per Diem Expense Report Template available in PDF to help track your employees’ business travel expenses on a daily basis.

Simple Per Diem Expense Report in Word

Per Diem Expense Report Template in Word (Printable)

Blank Per Diem Expense Report Template in Word (Green)

Get this free Blank Per Diem Expense Report Template available in Word to help track your employees’ business travel expenses on a daily basis.

Simple Per Diem Expense Report in Excel

Per Diem Expense Report Template in Excel (Striped)

Blank Per Diem Expense Report Template in Word (Plain)

Blank Per Diem Expense Report Template in PDF (Simple)

Employee Travel Expense Report Template in Excel

Use this Travel Expense Report in Excel to get reimbursements from all expenses spent during your trip. Receipts should be attached along with this form.

Blank Per Diem Expense Report Template in PDF (Green)

Editable Per Diem Expense Report in Excel

Employee Travel Expense Report Template in Word

Use this Travel Expense Report in Word to get reimbursements from all expenses spent during your trip. Receipts should be attached along with this form.

Per Diem Expense Report Template in PDF (Striped)

Printable Per Diem Expense Report in Excel

Blank Per Diem Expense Report Template in Word (Printable)

Per Diem Expense Report Template in Word (Blue)

Printable Per Diem Expense Report in PDF

Blank Per Diem Expense Report Template in PDF (Plain)

Blank Per Diem Expense Report Template in Excel (Simple)

Editable Per Diem Expense Report in Word

Per Diem Expense Report Template in PDF (Printable)

Editable Per Diem Expense Report in PDF

Per Diem Expense Report Template in Word (Striped)

Blank Per Diem Expense Report Template in Word (Simple)

Blank Per Diem Expense Report Template in Excel (Printable)

Per Diem Expense Report Template in Excel (Printable)

Employee Travel Expense Report Template in PDF

Use this Travel Expense Report in PDF to get reimbursements from all expenses spent during your trip. Receipts should be attached along with this form.

Free Excel Expense Report Templates

By Andy Marker | December 13, 2022

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We’ve gathered the top expense report templates for Excel and included tips on how to use them. Fill out and submit these forms to your financial team to reimburse employees and to track deductions for your organization’s taxes. 

On this page, you'll find the most effective expense report templates for Excel, including a simple expense report template , an expense tracker template , a business expense report template , an e mployee expense report with mileage template , and weekly and monthly expense report templates . Plus, find tips on how to create an expense report in Excel .

Simple Expense Report Template

Download the Sample Simple Expense Report Template for Excel Download the Blank Simple Expense Report Template for Excel

This basic expense report template simplifies the business expense process for employees. Enter the primary purpose for each expense, employee name, employee ID, department, and manager. For each expense, provide the date, a description, and category details. As you enter each line item, the template automatically calculates your total expenses. Add any advances to the template to calculate the total reimbursement amount.

For free small business expense report templates and resources, see this collection of small business expense reports, trackers, and spreadsheets templates .

Expense Tracker Template

Download the Expense Tracker Template for Excel

Account for every expenditure with this comprehensive, easy-to-use expense tracker template. For each expense, simply enter the date and method of payment, who the expense was paid to, a brief description, and the amount paid. The Subtotal column keeps a running tally of your expenses as you enter line items so you can track your expenses at a glance. This template is an excellent way to streamline receipt tracking and to ensure quick reimbursement. 

For more tips and resources, check out this list of free expense report templates .

Business Expense Report Template

Download the Business Expense Report Template for Excel

This all-inclusive business expense report template helps employees and employers keep expenses and receipts in order. By doing so, companies can ensure that each authorized expense is approved for reimbursement as quickly as possible. This customizable template also includes a section to itemize expense types not included in the pre-built column headers so that you can capture all of your expenses. This unique template automatically calculates your total expenses and total reimbursement and includes space for recording approvals..

Take a look at this expense tracking and reporting template set for more help optimizing your expense reports.

Employee Expense Report with Mileage Template

Download the Employee Expense Report with Mileage Template for Excel

Designed with transportation expenses in mind, this employee expense report with mileage template is perfect for tracking reimbursable miles or kilometers traveled. Use the template’s built-in odometer-reading fields to calculate each distance driven, and record the reason for travel, such as driving to the airport, a client meeting, or an offsite social gathering. In addition to  tallying your expense totals, the template also helps you track total distances driven so you can ensure the most accurate and timely reimbursement possible. 

If you’re looking for expense reports in a Google Sheets format, check out this collection of free Google Sheets expense report templates and business expense trackers.

Weekly Expense Report Template 

Download the Weekly Expense Report Template for Excel

Get week-by-week reimbursements from your employer with this weekly expense report template. For each day of the week, enter expenditures by category, such as lodging, mileage, or meals. In addition to helping you track expenses paid by the employee, the template also includes a section to track expenses paid with company funds. Use this section to keep track of all expenses and reimbursement amounts.

Monthly Expense Report Template 

Download the Monthly Expense Report Template for Excel  

Enter your day-to-day expenses in the monthly tabs of this user-friendly expense report template to create a comprehensive dashboard view of month-by-month expenditures. Use this template to quickly and easily create a thorough document of your monthly and annual expenses. This customizable template can be adjusted to change expense categories so that you can account for every expense.

How to Create an Expense Report in Excel

The most effective way to create an expense report in Excel is to use a preexisting expense report template. Select an Excel expense report template from this page, and plug in your expenses for timely reimbursement from your employer. 

To get started with your claim for reimbursement for your travel or other business expenses, download an Excel expense report from this page. Next, save a copy of the template using your organization’s file naming conventions.

Once you have selected and downloaded your template, follow these steps to create your expense report: 

• Open the Document: Open your expense report template in Excel. 
• Employee Name: Enter the name of the person requesting reimbursement. 
• Employee ID: Enter that employee’s unique ID number. 
• Manager: Enter the name of the approving manager. 
• Department: Identify the department issuing the reimbursement. 
• Purpose: Provide the purpose of the expenses. 
• Statement Number: Assign a statement number to the report.
• Pay Period: Select a date range for the expenses. 
• Date: List the date the expense was paid.
• Description: Briefly describe the expense.
• Air and Transportation Cost: List the amount of any travel-related expenses. 
• Lodging Cost: List any costs related to accommodations. 
• Fuel and Mileage Cost: Record the amount spent on gas or the total mileage at the beginning and end of expensed car trips.
• Meals: Record the cost of any business meals. 
• Entertainment: Record the cost of any reimbursable entertainment purchases. 
• Other: Record any additional expenses. 
• Calculate the Total Expenses: Once you’ve entered each individual expense, calculate the subtotal of all expenses paid. Most templates will calculate this amount automatically.
• Enter Any Advances: Include any money that was advanced to the employee requesting reimbursement. 
• Calculate the Total Reimbursement: Subtract any advances from your total expenses. Most templates will calculate this amount automatically. 
• Submit Your Expense Report: Submit your completed report, including all receipts, to your manager or other authorizer so they can complete the authorization section and quickly issue reimbursement.

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The Best Expense Report Template for Excel [3 Options]

• Last updated October 11, 2023

In this guide, I’ll give you three examples of an expense report template for Excel under different categories:

Simple Expense Tracker

Business expense tracker, travel expense tracker.

Read on for a detailed guide on how to use each expense tracker.

Table of Contents

What Is an Expense Report Template for Excel?

An Excel expense report template is a pre-made spreadsheet that can be used by businesses and individuals to record and track their expenses.

Excel expense tracker templates are customizable, meaning you can change them based on your needs and requirements. You can add or remove rows and columns, adjust formatting, and include formulas to automate some of the calculations.

Using expense report forms can help you maintain an organized record of your business expenditures, which is crucial for tax purposes, budgeting, and financial planning.

Related: Get a Free Business Expenses Spreadsheet

Benefits of Using an Excel Expense Template

Using an expense tracking template in Excel has been a game-changer for managing my business finances. Here are some of the benefits I experienced:

Easy Expense Tracking

Using an expense tracking Excel template has simplified my expense tracking process. It lets me have an organized format to add all my financial transitions. This has eliminated the need for old-school manual records, making it a hassle-free experience.

Tailored Categories

When I create an expense Excel template, I can add a category section by using a dropdown button. This makes filtering data easier, as I can use a formula and search for rows containing “Rent” or “Groceries.” Removing or adding categories in a separate list also allows me to update the template in real-time, keeping the data accurate.

Automatic Calculation

Excel allows users to use functions and formulas to automate calculations. By using formulas, I don’t have to worry about manually updating the totals in my spreadsheet. Using simple formulas also allows me to perform calculations with changing values. For example, I can add the gas price in a cell and use it to calculate fuel prices based on the updated rates.

Effective Management

Budget management has become more accessible using a free expense report template, Excel. I can set a budget limit, monitor my spending, and see how much money I have left. Using conditional formatting, I can add rules to my budget to show a specific color based on how much funding I have used. For example, I can set it so my budget stays green when it’s less than 75%, becomes yellow between 76% and 90%, and goes to red above 90%.

Creating Charts

Excel’s graphs  are one of the best features to use if you’re looking for visual insights. Making a chart allows me to visually represent my spending patterns. I tend to use bar graphs and pie charts to help me quickly identify my spending habits.

Simplified Tax Preparation

Using Excel expense report templates can be great for simplifying the process of consolidating deductible expenses  into a single spreadsheet. This ensures that I always have an organized record of tax deductions, which helps save time and reduces the stress of the tax season.

Excel expense trackers are a valuable tool for businesses and individuals to manage their finances effectively. Using an expense template has become a daily part of my financial toolkit.

It streamlines the process of finance tracking, offers customization, real-time insights, automated calculations, budget management, charts, and graphs, and helps prepare you for tax season.

Related: Free Trucking Expenses Spreadsheet Template

What Should I Include in a Good Expense Report Template?

Although you can customize an expense report template according to your needs and preferences, let’s take a look at some essential elements I can add to an expense report template:

When creating templates for personal use, I don’t tend to add a lot of headers unless I need to add information for future reference. However, when creating templates for business use, I generally add cells for the company’s name, the expense report’s title, the date, or the reporting period.

Some of the details you should look to have in your expense template include the date of the expense, description or name, category, amount spent, and payment method.

Expense Categories

I like to divide my expenses into categories for easier sorting. You should look to create a separate column with a dropdown menu using Excel’s Data Validation feature. This way, you can have preset categories which you can add with a click.

Budget Tracking

Although this isn’t entirely needed in an expense tracker, having a budget tracker is certainly nice. I also like to create a cell for the money I have left, which uses a simple formula to check how much I have spent.

These are some of the things I like to add to the expense tracker template I make. However, feel free to add more elements to your expense tracker template based on your needs.

Related: How to Create a Budget Spreadsheet

Best Excel Expense Report Templates for 2024

Here are some expense report examples you can use in Microsoft Excel. To use the template, simply download it and open it using Excel. Feel free to make any changes and delete the previously added data to start from scratch.

If you like the following templates, you should also check out our premium templates library , where you can use the code “SSP” to save 50% off all SpreadsheetPoint templates.

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I created this expense tracker template to be as simple as possible for the user, as not everyone is looking for a template that allows them to micromanage their expenses.

This is a simple, hassle-free way to monitor your budget and expenses. The template was designed with both mobile and PC users in mind. This expense tracker features two distinct sections.

The first section records your expenses. Here, you can add a Name for the expense, choose its Category from a drop-down menu, and enter an Amount and the Date . You can also add optional Notes  to describe the expense.

The second section allows you to add your Budget and Categories to the selected expenses in the first section. The top ribbon shows the Total Spent , your Budget , and the Money Left . The Total Spent  is calculated automatically using a formula that sums the values in Amount . Add your Budget in the cell, which will then show the Money Left  using a formula that subtracts the value in Total Spent  from the Budget  value.

Finally, you can add the Categories , shown in the Category section, by clicking on an arrow showing a drop-down menu.

I made this free Excel expense report template for people looking to track their business expenses. The template features a simple, intuitive design, which should make this template easy to use, even for the basic user.

The template consists of three sections. The first one allows you to add some basic information about the report. This includes the Company Name , ID , Employee Name , Department , Purpose , and the From  and To  dates.

The next section allows you to add information about the expenses. This includes the Date , Description , Transport Costs , Fuel , Meals , Lodging , and Other expenses. Finally, the third column adds the Total for the specific day. A row towards the bottom of the table also shows individual totals for Transport , Fuel , Meal s, Lodging , and Other expenses.

Additionally, two cells allow you to add the Date and the signature of the person by whom the payment was Authorised By .

Related: Google Sheets Expense Tracker

This is the perfect template for anyone looking for an expense tracker template for travel. The template has two sections. The first section allows you to add details like your Name , Position , Department , Manager , Purpose , Start Date , End Date , and Mileage Rate . The total costs of the expenses are color-coded for easier viewing.

The next section allows you to add the Expense name, Date , and Account . You can also add the expense amounts directly in the Hotel , Meals, and Other sections. To calculate the Mileage , write the starting and ending reading. It will be automatically calculated based on the Mileage Rate .

Finally, the grand total of the expenses can be found towards the top right part of the template under Expense Report Total .

Wrapping Up

Hopefully, you now have the perfect expense report template for Excel to cater to your needs. If not, remember you can edit templates to suit your specific purposes.

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10 Free Expense Report Templates in Excel, Google Sheets, and ClickUp

Praburam Srinivasan

Growth Marketing Manager

February 13, 2024

Whether you’re submitting a spending reimbursement or managing a project budget, expense reports are integral to any type of business.

Still, writing them isn’t exactly fun.

In fact, it can be a tedious and time-consuming process—especially if you’re creating them from scratch every time. Luckily, there’s an easy and free solution every team can turn to!

Expense report templates make the process of submitting your expense reports faster, smoother, and error-free with pre-made professional outlines to start with. Plus, you can access a number of customizable and detailed templates at no cost.

In celebration of expense report templates, let’s discuss the top qualities to look for in your next expense report template and access 10 of our favorites for Excel, Google Sheets, and ClickUp. We’ll explore their best features and show you how to make the most of them in time for your next great expense. 🎉

What Is an Expense Report Template? 

What to look for in a top expense report template, 1. expense report template by clickup, 2. monthly expense report template by clickup, 3. employee expense report template by clickup, 4. business expense & report template by clickup, 5. small business expense report template by clickup, 6. finance management template by clickup, 7. travel expense report template in excel by vertex42, 8. yearly expense report template in word by exceltemplates, 9. employee expense report template in excel by exceltemplates, 10. expense report template in google sheets.

An expense report is a document businesses use to track expenses. An expense report template is a pre-built form that facilitates the business’ report-building process. 🖊️

Expense reports are most often created when an employee incurs charges on behalf of the company. It specifies the cost of each item or service to ensure accurate reimbursement. But they can serve other purposes too! Many teams use expense reports when filing tax returns, assessing project impact , or for simple budget control . 

Some benefits of using an expense report template include:

• Efficiency : Since you only need to input values for each new expense, you can create reports quickly and efficiently
• Professional results : The template has you covered on this front so all you have to worry about are the numbers. You have to ability to choose the expense report template that best aligns with your brand and business’ preferred level of formality
• Guidelines : If you’ve never written an expense report before, a template will ensure you don’t forget any important information
• Improved communication : With a thorough expense report, reviewers and other stakeholders gain clarity on where the approved budget is really going
• Additional features : Digital templates have various embedding functionality, integrations, and features to attach receipts and other useful media to your reports

A high-quality expense report template should…

• Have a clear outline : It must be clean, organized, and easy to read
• Include all the necessary sections : It should provide enough space and sections to add every key detail
• Provide sufficient instructions : It needs to precisely define where your information goes and which files to attach
• Allow for some flexibility : You should be able to customize the template to reflect your practices, policies, and branding
• Be accessible on multiple devices : You should be able to edit the template on the go via your laptop or phone
• Improve team collaboration : Whether it be through comments or simple file sharing, a high-quality template must allow you to communicate with coworkers

10 Expense Report Templates To Use in 2024

Expense reporting is simple when you have the right template to guide you. With a well-structured framework and predefined categories, you can document your expenditures and ensure all accounts are perfectly balanced. 

Need help finding one? We’ve got you covered.

Follow along as we break down the 10 best expense report templates for ClickUp, Excel, Word, and Google Sheets.

As a cherry on top, they’re all free! So you can manage your business expenses without breaking the bank. 🍒

Let’s start with something simple but effective. The Expense Report Template by ClickUp captures all the key information of any expense in a clean and colorful layout. 🌈

This beginner-friendly template is created in ClickUp Docs —ClickUp’s dynamic and built-in document editing tool that’s unlike anything you’ve used before. In this ready-made Doc, you’ll find pre-set formatting, banners, and styling to make the processes of completing and sharing your expense reports easier than ever.

With detailed sections for defining the member involved, budget, expense, and more, this template has everything you need to properly document all charges related to any team or project. The Expense Breakdown section includes a table where you can list all expenditures along with the date, description, and subcategories, such as food and travel.

After listing the business expenses and finding the total sum, the submitter can add photos of their receipts and describe them directly in the template. Once you’ve reached the end of the template, you’ll see a final space for the reviewers to approve and sign the report. Plus—as with any ClickUp template —you can customize any and all parts of the Doc to align with your branding and processes.

The Monthly Expense Report Template by ClickUp shares many similarities with the previous ClickUp Doc template, but is designed to handle an employee’s business-related spending over the span of a month, providing a convenient solution for regular and systematic reporting.

At the top of this template, you’ll see designated sections to add your company logo, name, and contact information. Further down the page, you’ll see sections for defining the purpose and the period of spending. The submitter can then state their name, position, ID, Social Security number, and other details in the Employee Information section to ensure proper reimbursement.

There are two tables where they can list their expenses. The first is a general summary with total costs for each category including transportation, lodging, and food. The second and final table allows you to itemize and break down the expenses in greater detail. If the expense relates to a certain business account , you’ll have the space to specify that in this section.

If you frequently organize company trips, the Employee Expense Report Template by ClickUp will make the process significantly easier with a pre-formatted Doc to stay on top of each employee’s travel-related expenses. 🧳

This loaded template consists of eight pages in total. The first and primary page holds basic information about the organization, submitter, and recipient. The following five pages represent different types of expenses including:

• Accommodation
• Transportation and fuel
• Entertainment
• Miscellaneous

Each page contains tables to list all costs and provide details about each transaction. From there, the employee can navigate to the pre-made Receipt Attachments subpage to support their expenses with the proper documentation. 

Finally, on the Trip Expense Summary page, you can find the final list of expenses by type and the total refund amount owed to your employee.

For an even smoother experience, use the table of contents on the left side of the document. Toggle on the sticky table of contents to display the page’s contents on the right.

while Doc-style templates are certainly popular among expense report templates, that’s not the only way to create one! Let’s take a look at how you can organize more complex spending and budgets using the Business Expense & Report Template by ClickUp . This List-level template is packed with tons of ready-to-use features including Custom Fields, pre-made tasks, and multiple views to help you manage your expense reports from every angle.  

Collect and store data neatly within your Workspace while gaining valuable insights into your company or team’s spending habits using this customizable template. This template is packed with different resources to manage expenses from intake through fulfillment including:

• Form view : An expense report intake form you can share with employees via a simple URL to gather information about their expenses. Once completed, the submission automatically creates a task
• List view : An interactive master List of expenses, organized by expense type by default. You can find the critical information about each expense in the columns on the right
• Board view : A Kanban-style board of expenses organized by status. Drag and drop tasks across the board to change their status on their way to being approved
• Docs : A Business Expense Report document similar to the previous templates found on the list

You can customize all aspects of this template to match the steps in your process and apply filters and change the grouping or sorting criteria.

Check out these budget proposal templates !

While multiple views, Custom Fields, and customizable task statuses seem impressive for any expense report—your small business might not need those bells and whistles to stay efficient. This next template gets that, keeping things short and sweet to facilitate accurate and timely reporting. 🔔

This Small Business Expense Report Template by ClickUp is a handy tool designed for that exact purpose. It’s easy to use for everyone, even if you’re new to ClickUp or less tech-savvy. 

Another Doc-style template, this resource shares a familiar structure. It starts with the company name, logo, and Reporter Overview , a section dedicated to the submitter’s information. In the Expense Details section, you’ll break down each expense, when it occurred, and how much it set the company back. 

After the designated section for receipts comes the final Authorization segment . The person approving the transaction will fill out these areas and provide their name, date, signature, and more.

The ClickUp Finance Management Template is your one-stop shop for all things finance. It centralizes financial data, providing easy access to critical information and project documentation in an organized Space within the platform. It also allows you to assign tasks and track their progress using multiple views, Custom Fields, and custom task statuses.

In this Space-level template, you’ll find separate Folders to organize spending related to Sales, Expenses, and Products and Services. Within each Folder, you’ll find separate lists with multiple views for related reimbursements, a Payment Schedule calendar, price lists , and more.

This template also comes with four pre-made Automations to eliminate the mindless busy work attached to the reimbursement process. For instance, when a Custom Field changes, the task’s status updates automatically. You can also introduce custom Automations to cater to your specific workflow and task dependencies.

If you prefer to stick with your tried and true spreadsheets, we’ve got you covered! This Travel Expense Report Template in Excel is a reliable and familiar option for managing travel-based expenses. 🛍️

Starting with the reporting period, enter all the necessary information in the designated cells, such as purpose, name, and department. The following sections list all travel dates and how much each expense category amounted to each day. There’s also a section dedicated to expense itemization. 

Don’t forget to attach the receipts as proof since the template doesn’t have a section for them. 🧾

Since it’s an Excel document, this template doesn’t support real-time collaboration or mobile access. While ClickUp offers a unified platform that goes beyond expense tracking, Excel is a standalone spreadsheet tool.

A lot can happen in a year—business trips, client dinners, team-building events . 👥

A solid annual expense tracking system is paramount if you want to be thorough and clear on where your yearly expenses go.

That’s exactly what the Yearly Expense Report Template for Word is for. It’s a simple but invaluable tool for maintaining accurate annual expense records.

As you would in any Word document, type in and format the desired text. First, provide your name, title, ID, and department at the top. Calculate your expenses for each month of the year, then sum them up by quarters. Input the numbers in the table provided, sorting them by type of expense.

For any special remarks or clarifications, refer to the Additional Comments section. End with the approver’s name, date, and signature to validate the document. ✒️

If you still prefer to use Word, this template will do the trick. Still, as it was intended primarily for text editing, this program offers limited functionality compared to Excel and ClickUp. 

The Employee Expense Report Template for Excel is a seamless way to document, categorize, and analyze your monthly income and spending. 📆

It’s designed mainly for personal use. It features expense categories such as housing and utilities, which are typically not covered by the employer. Still, due to its flexible nature, you can adapt the template to various business-related contexts. Its placeholder text offers a solid starting point for creating your own content.

In the main summary tab, the employee should list their income streams in the green section and expenses in the blue section. The columns represent months. The template also features separate tabs for each month, allowing you to go more in-depth. Each income or expense category can have multiple subcategories. 

At this point, everyone and their dog knows what an expense report template is for. So, let’s cut to the chase—what makes this simple Expense Report Template for Google Sheets unique? 

For starters, it’s possibly the most detailed weekly expense report template on this list. It offers numerous examples for each category, letting you precisely detail weekly expenses. Thanks to the pre-built formulas, all sums are automatically calculated. Not only can you save time and effort, but also avoid doing math, which is always a plus! 🔣

Like ClickUp, Google Sheets is a cloud-based platform that automatically saves your progress and safely stores it online in the cloud. You can access the document from any device and even edit the report with others in real time.

Top 10 Expense Report Templates—An Overview 

We know you’re super busy, so we’ve summed up the key points for you in the table below:

Incorporating these templates into your workflow also ensures a smooth project closure process. It enables you to wrap up financial records and approvals promptly and accurately. 💵

Simplify Expense Tracking With Templates by ClickUp

Take advantage of the many benefits these expense report templates offer. Document all your spending and other financial data in one place, analyze it, and get a systematic overview of your business’s financial standing.

For a complete understanding of your business and project-related spending, you can’t go wrong with any expense report template by ClickUp. Not only will you have access to tons of rich and dynamic features at absolutely no cost, but you’ll be able to take your template significantly farther with more than 1,000 integrations and a vast Template Library for any use case.

Sign up for ClickUp today to take your expense reporting to new heights. ⛰️

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