travel expenses format excel

Free Excel Travel Expense Templates

Download free Excel Travel Expense templates that are compatible with Microsoft Excel. Customize the forms and templates according to your needs.

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.

Simple Per Diem Expense Report in Excel

Per Diem Expense Report Template in Excel (Striped)

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.

Editable Per Diem Expense Report in Excel

Printable Per Diem Expense Report in Excel

Blank Per Diem Expense Report Template in Excel (Simple)

Blank Per Diem Expense Report Template in Excel (Printable)

Per Diem Expense Report Template in Excel (Printable)

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.

Get Premium Templates

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.

• The Best Excel Inventory Template (3 Options)
• The 12 Best Google Sheets Templates to Streamline Your Life
• Free Assignment Tracking Template for Google Sheets

Most Popular Posts

How To Highlight Duplicates in Google Sheets

How to Make Multiple Selection in Drop-down Lists in Google Sheets

Google Sheets Currency Conversion: The Easy Method

A 2024 guide to google sheets date picker, related posts.

What’s the Issue with Inserting Checkboxes in Excel?

• April 25, 2024

How to Easily Track Changes in Excel [Legacy Guide for 2024]

• Chris Daniel
• March 28, 2024

Master the Excel Consolidate Feature in 10 Mins [Free Guide]

Free Multiple Project Tracking Template for Excel (2 Options)

• March 21, 2024

Thanks for visiting! We’re happy to answer your spreadsheet questions. We specialize in formulas for Google Sheets, our own spreadsheet templates, and time-saving Excel tips.

Note that we’re supported by our audience. When you purchase through links on our site, we may earn commission at no extra cost to you.

Like what we do? Share this article!

Travel Budget Worksheet

Are you planning a major trip? Will you be able to stay within your budget? Rather than just spending without a plan and then dealing with the debt for the next few years, use our travel budget template to list your travel expenses. It will help you estimate your total travel costs and see if you will be able to take your trip without going over budget.

License : Private Use (not for distribution or resale)

Authors: Jon Wittwer and Jim Wittwer

Description

This travel budget template makes it easy to enter your travel expenses for your next trip. The top section allows you to set a total budget, and as you enter your travel costs you can quickly see where the money is going, how much extra you'll have, or how much you'll need to add to your budget.

The worksheet is set up to let you enter a quantity and unit cost for each item. For example, for lodging you can enter the number of nights you will be staying and the cost per night. If you will be driving rather than flying, you can enter the total miles and the cost per mile. Remember to include both fuel and wear as part of the cost (see the link below for what the IRS uses as the standard mileage rate - $0.56/mile in 2014).

Additional Resources

• Be sure to check out our Travel Itinerary and Packing List templates.
• IRS Publication showing Standard Mileage Rates at irs.gov - You might consider using the standard mileage rate if you are estimating the cost of driving.
• Tips for Creating a Budget for Travel at wikihow.com - This article is actually a really good resource to help you remember what to consider when budgeting for a trip.

Follow Us On ...

Related templates.

Sponsored Listings  

For home and family.

Free Expense Report Templates

By Andy Marker | November 28, 2016 (updated June 5, 2023)

• Share on Facebook
• Share on LinkedIn

Link copied

We’ve compiled the most useful collection of free expense report templates for businesses, individuals, nonprofits, contractors, consultants, construction employees, and fundraisers so they can better track and manage their expense reports. 

Included on this page, you’ll find a monthly expense report template , a personal expense templat e, a printable business expense template , and more. We’ve also included a list of helpful tips for completing these expense report templates .

Simple Expense Report Template

Download a Simple Expense Report Template for

Excel |  Google Sheets  |  Smartsheet

This expense report is a simple spreadsheet template for documenting the date, type, and total amount for each expense. You can customize the template by changing the column headings for categorizing expenses, or adding new columns if needed. Expenses are itemized, and the total reimbursement amount is calculated for you, minus any advance payments.

Monthly Expense Report Template

Download a Monthly Expense Report Template for Excel | Google Sheets 

Keep your expenses organized and under control with this versatile monthly expense report template. The template features month-over-month records, with each month listed on a separate sheet, as well as a year-to-date total. This printable template is perfect for individuals, small businesses, fundraisers, project managers, contractors, construction workers, consultancies, and event managers who need to track expenses. Use it to stay on top of your finances and make better budgeting decisions.

Try one of these free business budget templates for your organization’s budgeting needs.

Personal Expense Template by Month

Download a Personal Expense Template by Month for Excel | Google Sheets

Consider using this personal expense template to effectively track your personal expenses on a monthly basis. With its user-friendly spreadsheet format, this printable expense template automatically calculates totals for you. You can customize the template to include only the expenses you want to monitor. Each month has its own dedicated sheet, making it convenient to track both monthly and annual expenses.

Expense Sheet Template

Download an Expense Sheet Template for Excel |  Google Sheets |  Smartsheet

This basic, printable expense spreadsheet template is designed for tracking expenses, whether personal or business related. Keep track of purchases and other expenses by recording the payment method, type of transaction, amount of payment, and other details. You can refer to this expense sheet as an easy reference tool, create a monthly expense report, and quickly add up expenses over any time period.

Weekly Expense Report Template

Download a Weekly Expense Report Template for Excel | Google Sheets |  Smartsheet

Some businesses require employees to submit a weekly expense report so that expenses are tracked and reimbursed at consistent intervals. This printable template provides a detailed record of expenses for each day of the week. You can edit the expense categories to match your needs, whether it’s travel costs, shipping charges, business meals, or other expenses. There is room for describing the business purpose, the payment type, and subtotals.

Travel Expense Report Template

Download a Travel Expense Report Template for Excel | Google Sheets  

Use this detailed , printable travel expense report template to keep track of business trip expenditures. The template includes mileage tracking, other transportation costs, lodging, meals, and more. There is also space to list miscellaneous expenses that may not fit in the other categories. You can include contact information for employer and employee, as well as info on the travel destination and purpose for the trip.

Expense Report With Mileage Tracking Template

Download an Expense Report With Mileage Tracking Template for Excel | Google Sheets  

Many businesses and organizations reimburse employees for mileage costs. This printable mileage expense sheet can be used to record and calculate any miles accrued for business purposes. Enter the rate per mile and number of miles to calculate the total reimbursement amount. You can include odometer readings and any pertinent notes about the travel purpose or outcome.

Business Expense Reimbursement Form

Download a Business Expense Reimbursement Form for

Excel | Google Sheets  

Employees can use this expenses template to request reimbursement for business costs, and employers can use it to document that remuneration has been paid. This is a basic, printable expense report template for describing costs, listing amounts, and recording the dates of each transaction. It can also easily be modified to include more columns or additional information.

Explore these small business budget templates to find effective tools for managing the financial health of your company.

Printable Template to Fill Out Manually for Business Expenses

 Download a Printable Template for Business Expenses Microsoft Word | Adobe PDF | Google Docs  

If you need a printable business expenses template, this template provides an itemized outline in table format and is perfect for manually filling in your expenses. Use this easy-to-fill template to document various expenses, the dates they were accrued, total costs, and employee information. This is a simple form that can be modified to suit your business. 

Download one of these free small business expense report templates to help ensure your small business’ expenditures and reimbursements are accurate.

Credit Card Expense Report Template

Download a Credit Card Expense Report Template for Microsoft Word | Adobe PDF | Google Docs 

This template summarizes credit card expenses to track business purpose and amount spent. This printable expense report should be accompanied by receipts for each transaction listed. This can be used for tracking monthly credit card expenses and to support accounting practices.

Annual Expense Report Template

Download an Annual Expense Report Template for Microsoft Word | Adobe PDF | Google Docs  

Use this annual expense report to itemize monthly, quarterly, and yearly totals. This printable form provides a quick breakdown of costs for different business categories and creates a brief report. There is also room for notes if additional information needs to be included.

Startup Expenses Template

Download a Startup Expenses Template for Excel | Google Sheets

This comprehensive expenses-tracking template is designed for startups to monitor all the expenditures related to launching a new business. The printable template consists of pre-built sections for specific expense categories, such as building and real estate, leasehold improvements, location and administrative expenses, opening inventory, capital equipment, advertising and promotional expenses, and miscellaneous expenses. It offers a ready-made report that can be shared with key stakeholders and investors to review your startup's expenses.

Daily Expense Report Template

Download a Daily Expense Report Template for Excel | Adobe PDF | Google Sheets

This printable daily expense report template is a versatile solution for various industries such as nonprofit, fundraising, construction, events, trucking, and more. It empowers you to track and monitor daily expenditures efficiently, ensuring timely and accurate reimbursements.

Petty Cash Expense Report Template

Download a Petty Cash Expense Report Template for Excel | Google Sheets

For organizations that keep petty cash on hand to pay for incidental expenses (e.g., paying for employees’ lunches, reimbursements, office supplies, etc.), this printable template is the perfect solution to track minor, one-off expenditures. The template provides Currency on Hand, Quantity, and Balance columns for each petty-cash expense. The template then allows you to reconcile these expenses with Total Reconciled Petty Cash and Total Approved Petty Cash cells, and the over-under difference between the two.

What Is an Expense Report? 

An expense report is a document used to track business-related expenses, such as transportation, food, lodging, and conference fees. This report includes details about each expense and acts as an organized record for reimbursement or accounting purposes.

An expense report can be used in various scenarios, such as tracking mileage and gas expenses during work-related travel, documenting client meetings that involve meals or entertainment, or recording office supply purchases made by employees. Maintaining these reports is crucial for budgeting and tax purposes.

Requiring receipts for all listed expenses on a report is essential to minimize errors and facilitate tax filing and audits for businesses. Regularly collecting expense reports from employees, whether on a weekly or monthly basis, serves as a safeguard against budgeting inaccuracies and helps ensure responsible use of funds.

An expense report can vary in length and complexity depending on your business requirements. It can range from a simple form to a more detailed document. Typically, an expense report includes a comprehensive list of expenses, with each item accompanied by a corresponding description. Expenses are often categorized, such as mileage, meals, hotel costs, or employee training. In the case of a travel-specific report, additional details about the destination and purpose of travel may also be included.

When listing expenses for reimbursement, it is essential to include any advance payments, which should be deducted from the total reimbursement amount. Additionally, the expense report should feature a signature line for approval and provide contact information for the individual requesting reimbursement. To maintain accurate records, it is advisable to indicate the specific time period during which the expenses were incurred.

What Is an Expense Report Template? 

An expense report template is a tool that allows businesses or individuals to track and manage their expenses. An expense report template helps you record and organize your expenses, making it easier to get reimbursed and keep accurate financial records.

Expense report templates are not only helpful for tracking business expenses but can also be useful in creating a personal budget. Whether you're managing your monthly income and household expenses, undertaking a remodeling project, or planning a special event like a wedding, a personal budget can help you keep track of your primary expenses. It enables you to identify areas where you can reduce costs and increase your savings.

While expense reports may vary, they typically include the following sections, which you can customize to suit your expense-tracking needs: 

• Name: Enter the name of the individual to be reimbursed upon submission of the expense report.
• Department: Specify the department where the employee or individual works or the department responsible for reimbursement.
• Manager: Provide the name of the manager overseeing the individual who can authorize expense reimbursement.
• Date: Indicate the date(s) when the expenses were incurred.
• Description: Provide a brief description for each expense.
• Expense Category: Categorize expenses into specific categories such as transportation, lodging, food, or mileage.
• Subtotal: Calculate the total of all expenses.
• Advances: Record any advances given to the individual being reimbursed.
• Total Reimbursement: Calculate the final reimbursement amount by subtracting any advances from the subtotal.
• Authorized By: Enter the name of the person authorized to approve the expense reimbursement.
• Receipts: Attach all relevant receipts to the expense report for accurate and timely payment processing.

Discover a Better Way to Manage Expense Reporting and Finance Operations

Empower your people to go above and beyond with a flexible platform designed to match the needs of your team — and adapt as those needs change. 

The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed. 

When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time.  Try Smartsheet for free, today.

Additional Resources

Budget & accounting

Free Excel Invoice Templates

Need to submit and track invoices? Here are 12 free invoice templates to get you started.

Mar 25, 2024 6 min read

Top Excel Financial Templates

Discover all the top financial templates that your business needs to succeed.

Sep 23, 2022

Discover why over 90% of Fortune 100 companies trust Smartsheet to get work done.

18+ Useful Travel Expense Report Templates [in WORD & EXCEL]

Nearly all business organizations and companies need an organized way of reporting travel expenses. Therefore, here we are presenting a collection of some useful travel expense report templates for this purpose. These templates are completely free to download and can be edited as per needs. A travel expense report is a document used to communicate details and information about travel expenses. The actual purpose of this report is to make the company or business known about overall travel expenses for reimbursement.

In the business field, sales personnel often travel within the country or internationally to boost up sales volume by creating new customers and clients. The company requires a travel expense report to be filed right after the traveling so they can get the money back that they had spent on traveling. Making a travel expense report is an excellent way to track travel expenses with the best. You should utilize a professional-looking format for writing a travel expense report.

More About Travel Expense Reports:

Travel expense reports may include details about travel expenses like accommodation, fuel, transport tickets, parking fees, food, phone calls, etc. Travel expense reports are essential for all kinds of businesses in which employees will be able to make reimbursement requests professionally. Not only in the business field but travel expense reports can also be prepared in personal life so one can enjoy traveling without going out of budget.

If you want to make a flawless travel expense report yourself, then you can download the free travel expense report templates given below. All these templates are easily customizable so as to suit your personal needs and requirements. Simply add your personal details and company information to any of the suitable templates and start preparing a spotless travel expense report within a few minutes. This travel expense report template is formatted by our team of professionals and is suitable for all types of businesses and companies as well as for personal use.

Download Travel Expense Report Templates MS WORD:

Business travel expense report template.

Fillable Travel Expense Report Form Template

Free Editable Travel Expense Report Template

Employee Travel Expense Report Template WORD

Simple Travel Expense Report Example

Travel Expense Report Template in DOC Format

Blank Travel Expense Report Layout

Official Travel Expense Report Template

Basic Travel Expense Report Sample

Officer Travel Expense Report Template MS WORD

Professional Travel Expense Report Word Template

Practical Travel Expense Report Template

Download Travel Expense Report Templates MS EXCEL:

Travel expense report sheet template.

Latest Travel Expense Report Template

Company’s Travel Expense Report Excel Template

Sample Travel Expense Report Excel Format

Online Employee Travel Expense Report Template

Standard Travel Expense Report Template Excel

Printable Travel Expense Report Template

Travel Expense Report Template in XLSX Format

Related posts:

• 16+ Sample Expense Report Templates [in EXCEL & WORD] Jot down all your expenses at a place with help of these expense report templates. We are sure these templates will help you a lot in easy expense tracking either for personal or professional use. Expense tracking is not hard to do nor is it time-consuming if you really want...
• 18+ Monthly Report Templates – in Excel, Word & PDF Formats Below are monthly report templates which are available in Microsoft Word, Excel, and PDF formats and you can download them free of cost.  These monthly report templates are very much useful for everyone. Report writing is the safest and most effective way to communicate business-related details and information with other...
• 15 FREE Service Report Templates [EXCEL, WORD, PDF] You can get free service report templates here without paying a single penny. After downloading any template available in Excel or Word formats, you can also make changes to compose an error-free service report for your business or company. A service report is an important business document that keeps your...
• 15+ Important Financial Report Templates [WORD, EXCEL, PDF] Here we have an endless collection of templates and the financial report templates are also added for your reference. You can simply download any of the given templates into the computer by hitting the below appeared download button. A vital business document that discloses an organization’s financial status to management,...

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.

Immediate Download

MAC & PC Compatible

Free Email Support

Related aticles

The Benefits of Excel Dashboards for Data Analysts

Unlock the Power of Real-Time Data Visualization with Excel Dashboards

Unlocking the Potential of Excel's Data Dashboard

Unleashing the Benefits of a Dashboard with Maximum Impact in Excel

Exploring Data Easily and Securely: Essential Features for Excel Dashboards

Unlock the Benefits of Real-Time Dashboard Updates in Excel

Unleashing the Power of Excel Dashboards

Understanding the Benefits and Challenges of Excel Dashboard Design and Development

Leverage Your Data with Excel Dashboards

Crafting the Perfect Dashboard for Excel

An Introduction to Excel Dashboards

How to Create an Effective Excel Dashboard

• Choosing a selection results in a full page refresh.

Travel Expense Report Templates & Vacation Budget Planners

When you intend to travel to another nation or even locally, you have to look sensibly at your costs. Regarding your budget, it is a lot simpler when you utilize the travel expense report template. Without an arrangement, you might spend more than you anticipate. The  budget trip planner  encourages you to gauge the majority of your travel costs so you can get ready without surpassing what you can.

Table of Contents

• Accounting Templates
• Art & Media
• Budget Templates
• Business Templates
• Calendar Templates
• Certificates
• Education Templates
• Inventory Templates
• Invoice Templates
• Letter Templates
• Medical Templates
• Personal Templates
• Project Plan Templates
• Timesheet Templates

When you set aside the effort to design your budget utilizing the travel expense report template, you better see the amount you require for your trip. You will likewise check whether you have the cash to spend on shopping for things. Making a budget plan for these special seasons a while before your trip gives you a thought of ​​how long you have to spare.

Download Free Travel Expense Report Templates & Vacation Budget Planners

Why Do You Need A Travel Budget Template?

The budget trip planner encourages you to decide whether you can bear the cost of the trip you need to travel on your preferred date. If not, you can begin booking flights to understand that you cannot manage the cost of whatever else to the story. When you make a budget while arranging your trip, it keeps you from spending more than you anticipated. The best activity is to plan everything to get ready for upcoming circumstances that are included in your vacation budget template.

How Would You Make A Travel Budget Template?

So, if you intend to make  budget estimations , begin with straightforward travel expense report templates in Excel format. With MS Excel, you can utilize a travel expense spreadsheet for your budget. For MS Word, make a table with enough lines and sections for various parts of your trip and some other data you need to incorporate into the cost data with the help of a travel budget worksheet.

Traveling expenses format in Excel allows you to compile the data of all types of expenses during your journey. When planning your budget trip, here are a few hints to support you:

Begin with your vehicle

There are various sorts of transportation costs that you can acquire when traveling. From air travel to open transportation, vehicle rental, and so on. Explore what sorts of transportation you may need to do while traveling. From beginning to end, attempt to arrange for how to walk.

In attempting to decide the sorts of transportation you need, additionally, get some information about the expenses. At that point, enter the data you find in your vacation budget template to give you a decent mode of transportation required.

Consider the Tour packages that you will take.

When traveling, you need to see however much time as could reasonably be expected during a short destination. You need to choose if you need to exploit the travel bundles or investigate the spots yourself.

If you are traveling just because of another nation or alone, choose a bundle. If you travel frequently, maintain a strategic distance from the traveler bundle and set aside a great deal of cash. However, you visit your goal and discover the amount you need to spend on the whole procedure mentioned in the vacation budget template.

Remember your accommodation

There are various kinds of accommodation that you can book on a trip, depending upon your budget. There are lodgings in hotels with various evaluations, and passing houses, and you can even surf on a lounge chair. Numerous variables must be considered when picking your settlement.

Consider your budget, comfort level, area, and other significant highlights, for example, free Wi-Fi, pool, complimentary breakfast, transport administration, and so on. There are such huge numbers of web-based booking locales where you can analyze convenience rates and see which ones address every one of your issues and inclinations. At that point, enter the expense of the settlement you have picked in your vacation organizer with the help of these travel budget templates.

The following thing you have to do is search for the food and beverages that you will expend during your trip. Of the considerable number of things you should anticipate, this is something you ought not to pay attention to. To make it part of your budget, look into the kinds of fast food, bars, and cafés you anticipate from your goal.

When you have done your exploration, you will have a decent range of the amount you will spend for supper in the spots that intrigue you the most. At that point, incorporate this amount in your travel budget planner sheet.

If you appreciate shopping and know it, set a gauge that you feel good with. The one that, as you would see it, enables you to spend what you need in recollections and blessings, and the sky is the limit from there. No matter what, if the shopping is not good, you can set a lower level and compose it on the structure. In the two cases, it is essential to distribute a budget for shopping if you find what you need.

At last, you need a sum in your budget for some other costs you may bring about. Never go on a trip without additional cash in sudden circumstances. You don’t need to put aside an enormous whole; however, ensure it is adequate for most kinds of crises.

In short, these travel expense report templates allow you to make your budget in a well-planned manner and make your journey simple and comfortable.

How useful was this post?

Click on a star to rate it!

Average rating / 5. Vote count:

No votes so far! Be the first to rate this post.

Similar Posts

32+ free medical travel form templates (pdf, ms word).

A medical travel form template can help simplify requesting permission to travel with a medical condition. This handy tool helps doctors, nurses, and other medical professionals quickly communicate with airlines…

30+ Painting Estimate Template & Sample Forms

The painting estimate template is one of the best tools to estimate the painting cost. It is crucial to bid on a painting job for those new in this business….

25+ Free Sample Private School Budget Templates – Printable PDF

A private school budget template is helpful for any institution looking to keep track of its spending. This document usually includes columns for estimating revenue, assigning cost centers, budgeting for…

15+ Free Independent Artist Budget Templates – MS Word, PDF

An independent artist budget template can be valuable for artists who want to manage their finances effectively. In the music industry, artists who work independently are responsible for their expenses,…

18+ Free Printable Uncertainty Budget Templates – MS Excel, PDF

An uncertainty budget template is a vital tool for organizations that deal with measurements and testing. This template provides a framework that helps to identify and quantify factors that can…

16+ Free Family Budget Templates – Printable PDF, Word

Creating a family budget template can be an invaluable tool for managing finances. It provides a macro view of your financial picture and a detailed breakdown of spending in all…

Your email address is the only way we can be in touch. We usually send premium quality templates.

Finance Microsoft Excel

11 minute read

How to Use Excel to Manage Your Travel Budget

Eliza Medley

Facebook Twitter LinkedIn WhatsApp Email

Join the Excel conversation on Slack

Ask a question or join the conversation for all things Excel on our Slack channel.

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.

Looking for  free Excel templates for business ? We have templates for project management, finance, invoicing, and more. Get skilled-up with our  Excel courses  no matter where you are on your Excel journey.

Ready to become a certified Excel ninja?

Start learning for free with GoSkills courses

Loved this? Subscribe, and join 450,164 others.

Get our latest content before everyone else. Unsubscribe whenever.

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].

Recommended

Sort Functions in Excel — How to Use SORT and SORTBY

Excel sort functions are superior to manual sorting methods because they will automatically update the sort order without user intervention.

Excel Challenge 39: Generate Unique Random Values

What is the best way to generate random values in Excel? Better yet, can you make them unique? Put your skills to the test with this Excel challenge.

Excel Challenge 38: Data Lookup From Multiple Sources

Take this Excel challenge by showing us what to do when XLOOKUP or VLOOKUP alone isn't enough to extract the values you want.

© 2024 GoSkills Ltd. Skills for career advancement

Popular Keywords

Total Results

No Record Found

Home » Budget » Travel Budget

Download Travel Budget Template In Excel

• Budget , Event Budget , Excel Planners , Excel Templates

Download the Travel Budget Excel Template to Plan for Your Next Adventure

If you’re looking for an efficient way to plan for your upcoming travels and manage your expenses, our Travel Budget Template in Excel Sheet is the perfect tool for you. This template is designed to help you keep track of your travel expenses, categorize them in broad categories, and present them in a graphical format. With this template, you can easily monitor your expenses and ensure that you stay within your budget.

Efficient Expense Management

The Travel Budget Template is an efficient way to manage your travel expenses. The template is easy to use and allows you to track your expenses in a user-friendly way. By categorizing your expenses into broad categories, you can quickly see where you are spending the most money and make adjustments to your budget if necessary. With this template, you can save time and avoid the hassle of manually tracking your expenses.

Graphical Presentation

The Travel Budget Template gives you a graphical presentation of your expenses, which makes it easier to visualize your spending. The template uses graphs and charts to display your expenses by category, so you can easily see where your money is going. The graphical presentation makes it easy to identify areas where you can cut back on spending or adjust your budget.

Categorize Your Expenses

The Travel Budget Template allows you to categorize your expenses into broad categories such as transportation, accommodation, food, and entertainment. This categorization makes it easy to see where you are spending the most money and identify areas where you can reduce your spending. By keeping your expenses organized and categorized, you can make better-informed decisions about your spending.

In conclusion, our Travel Budget Template in Excel Sheet is an essential tool for anyone planning a trip. It is easy to use, provides a graphical presentation of your expenses, and categorizes your expenses into broad categories. With this template, you can efficiently manage your expenses and stay within your budget. Download the template today and start planning your next adventure with confidence.

Download this Travel Budget template in Excel Format

Our easy to use editable Excel templates and save your significant amount of time and effort. Here’s how to download and use one of our templates:

Download this free Excel Template : Once you’ve browsed through our collection of templates and find the one that best fits your needs. Once you’ve found the template you want, click on the download button.

Replace sample data with your actual data: Once the template is downloaded, open it in Excel. You’ll see that it is already set up with sample data. To start analyzing your own data, simply replace the sample data with your actual data.

Customize the template: Our templates are completely editable, which means you can customize them to fit your specific needs. For example, you can change the formatting, add or remove columns, or create new charts and graphs.

Use the Excel template: Once you’ve fed in your data and customized the template, you’re ready to start using it for data analysis. Use the various tools and features of Excel to analyze and visualize your data, and make informed business decisions.

Save and share: Once you’ve finished working on the template, save it to your computer and share it with other members of your team or stakeholders as needed.

Click Download Button To Get Travel Budget Excel Template

Instruction :

All Excel templates and tools are sole property of xlsxtemplates.com. User can only download and use the excel templates for their Personal use only. All templates provided by XLSX templates are free and no payment is asked. However, you are not allowed to distribute or share in any other website for sole purpose of generating revenue from it.

 You can also download and use our 1000 Best PowerPoint Presentation Templates and  500 Resume Samples  from  PPTXTemplates.com   Completely Free. All our templates are designed by Professionals

Travel Budget Template

Excel Template Category

Business management, data analysis, decision matrix, educational, event budget, excel addins, excel chart, excel planners, excel templates, federal income tax, financial calculator, financial management, financial statement, gantt chart, gst templates, health and fitness, home & personal, human resource, inventory management, invoice templates, list & checklist, personal finance, project management, sales & marketing, social media, timesheet & payroll, download free editable excel templates | popular templates.

Insurance Quote

Introduction: Streamlining Insurance Quotations An insurance quote is a vital document in the insurance industry, serving as a preliminary estimate of premiums for potential clients.

Freelance Quotation

Introduction: Mastering Freelance Quotations In the world of freelancing, creating an effective quotation is crucial for outlining the scope and cost of your services to

Fencing Quotation

Introduction: Navigating Fencing Service Quotations A fencing service quotation is an essential tool for businesses in the fencing industry. It provides potential clients with a

Event Planning Quotations

Introduction: Excelling with Event Planning Quotations An event planning quote is a critical document for event planners, detailing proposed services and costs for organizing an

Construction Quote

Introduction: Optimizing Construction Quotations A construction quote is a fundamental document in the construction industry, serving as a formal proposal of costs for construction services

Cleaning Quote

Introduction: Perfecting Cleaning Service Quotations Creating an effective cleaning service quotation is crucial in the cleaning business. It serves as a formal proposal outlining the

Free editable professional Excel templates can be a useful tool for businesses , organizations, and individuals looking to streamline their data management and reporting processes. These templates can provide a pre-designed and pre-formatted framework for storing and organizing data, as well as for creating charts, graphs, and other visualizations to help communicate that data more effectively.

One advantage of using professional Excel templates is that they are often designed by experienced professionals who understand best practices for data management and visualization. This means that the templates are likely to be well-organized, easy to understand, and aesthetically pleasing, which can make working with them more efficient and enjoyable.

Another advantage is that these templates are often fully editable, allowing users to customize them to meet the specific needs of their organization or project. This can include adding or deleting rows and columns, changing the formatting and layout, and adding custom formulas and functions .

Some examples of professional Excel templates that may be available for free include budgeting templates for personal or business use , project management templates for tracking tasks and deadlines, and sales tracking templates for analyzing and forecasting sales data. There are also a wide variety of templates available for specific industries, such as real estate, marketing , human resource , Payroll management and among others.

Overall, free editable professional Excel templates can be a valuable resource for anyone looking to improve their data management and analysis skills. By providing a pre-designed and customizable framework for storing, organizing, and visualizing data, these templates can help users save time and make more informed decisions.

Free Excel Templates

Welcome to Excel Templates – your ultimate destination for all things related to Excel! We pride ourselves on being a comprehensive, 100% free platform dedicated to providing top-notch, easily editable Excel templates, step-by-step tutorials, and useful macro codes. With fresh templates uploaded daily, we aim to meet every conceivable Excel need you may have. Whether you’re a student, a business professional, or someone looking to make sense of their data, our range of templates has you covered. Dive into the world of Excel Templates today and transform your number-crunching experience into an effortless journey of discovery and efficiency. Join our growing community and elevate your Excel game now.

• Basic Excel Tutorials
• Excel Formulas
• Excel Shortcuts
• Advance Excel Tips
• Finance Tips
• Excel Macros Codes
• Pivot Table Tips

DMCA Policy

Privacy Policy

 © 2023 xlsxtemplates all rights reserved

All Formats

Report Templates

16+ travel expense report templates – free word, excel, pdf.

Whenever a company sends its employees on a business tour, the employees are needed to submit a travel expense report after they return from the tour. The very report template shows the areas where the employee had to spend while on a tour and it also helps to identify whether the employee has been misusing the company treasury for his personal expenses or not. Are you just back from an official tour and need to prepare a travel expense report? If you don’t know how to start it, you can seek help from trip report template .

• 327+ Word Report Templates
• 327+ Simple Report Templates

Report Template Bundle

• Google Docs

Travel Expense Report Template

• Apple Pages

Simple Travel Expense Report Template

Trip Expense Report Template

Employee Travel Expense Report Template

Auto Expense Travel Report Template

Auto Expense Travel Report

Simple Expense Report Template in iPages

Business Expense Report Template

Employee Expense Report Template

Monthly Expense Report Template in MS Word Format

Annual Expense Report Template

• Apple Numbers

Free Expense Report Template

Free Travel Expense Report Template

Free Download Travel Expense Report Template in Word

Sample Travel Expence Report Template

More in Report Templates

Monthly business expense report template, expense workbook template, check register for travel expenses template, transport and logistics travel expense reimbursement form template, travel expense receipt template, travel expense template, sample travel expense report template.

• How to Create a Financial Audit Report [10+ Templates to Download]
• 40+ Monthly Management Report Templates in PDF | Google Docs | Excel | Apple Pages
• 25+ Non Conformance Report Templates – PDF, Docs, Word, Pages
• 19+ Event Report Templates – Word, PDF, Docs, Pages
• 34+ Report Card Templates- Word, Docs, PDF, Pages
• 23+ Sample Inspection Report Templates- Docs, Word, Pages
• 36+ Weekly Activity Report Templates – PDF, Docs
• 10+ Free Audit Findings Report Templates in PDF | MS Word
• 10+ Audit Exception Report Templates in PDF | MS Word
• 11+ Audit Committee Report Templates in PDF | MS Word
• 6+ Logistics Audit Report Templates in PDF | MS Word
• 11+ Logistic Report Templates in PDF
• 8+ Logistics Monthly Report Templates in PDF | MS Word
• 17+ Internship Student Report Templates
• 64+ Monthly Report Samples

File Formats

Word templates, google docs templates, excel templates, powerpoint templates, google sheets templates, google slides templates, pdf templates, publisher templates, psd templates, indesign templates, illustrator templates, pages templates, keynote templates, numbers templates, outlook templates.

Word & Excel Templates

Printable Word and Excel Templates

• Travel Expense Report Template

The global business travel industry tends to be a prosperous one. It does not matter where your business is, travel may be one of the expenses that it faces. It is important to track where money is getting spent and also why. This is if a business wants to operate successfully.

A travel expense report can help here. This is because it includes details about the travel and the expenses related to it. This can be shown to the company that needs to incur the costs of the travel.

What is a Travel Expense Report?

These can be physical or even digital documents which include all the important details related to a travel-connected expense. This includes stuff like the total amount of the purchase, the date, as well as the expense category. Often original receipts are included in this report.

What does a Travel Expense Report do?

A business needs to understand travel costs so that it can know where money is being spent and why. This expense report can help here. It will be possible to figure out projects or teams which are overspending when it comes to travel. Travel reimbursements can be subject to employee fraud. When the correct procedures are present, it is possible to limit the company’s risk of fraud. This is because proof will be present of the expenses incurred due to travel and where these happened.

Travel Expense Report File 83 KB

How to create a Travel Expense Report?

If you want to create a proper and professional travel expense report, you can consider the following points:

Choose the right application

You need to choose an application that will help you create the expense report effectively. Microsoft Excel can be used here. You can use a spreadsheet to enter the details and make the expense report.

Details to add

You will need to add some details in the expense report that will help let the reader know about the expenses that happened due to travel for the company. This can include the date of purchase of the travel ticket, the vendor it was bought from, etc. There will be expense categories like the client, project, account, and department.

You can state the name of the employee who bought the item. If there are any additional notes related to the purchase, you should tell them. These will let the reader know where the expenses happened and how much they were. You should state the amount next to the items that you state. If there is any tax or VAT connected with the purchase, these should be stated.

Total expense

There needs to be a row on the table that will state the subtotal of the purchase. There can be a place for the total that will include the tax as well.

Receipt or invoice

To make the travel expense report valid, it is necessary to include the receipts or invoices related to the expenses that have been stated in the report. These will let the reader know that what expenses you are stating are valid. The receipts can behave like proof of this as they clearly state where the expenses happened and how much they were.

This is why you must include these with the travel expense report. You may want to attach photocopies of them so that you can keep the original with you in case needed at any time. If you are sending the expense report electronically, you can attach the reports.

Importance of a Travel Expense Report

This expense report is important for a business as it is a professional way for employees to let the business know about travel expenses related to work. The expense report will let businesses have proof of where expenses connected to travel have occurred.

They can see if there is fraud occurring in any place. The business can even know where more money is being spent and whether it can reduce expenses to function more effectively. This report can be kept in the records of the company if it needs to be consulted at any time. This may be when the company is handling its taxes for instance.

• Patient Information Cover Sheet Templates
• Goal-oriented to-do List Template
• Individual Expense Report Template
• Corporate Credit Card Expense Report Template
• Bucket List Template
• Errands To-do-list Template
• Construction Project Timeline Template for Excel
• Marketing Campaign Timeline Template
• Product Launch Timeline Template for Excel
• Commercial Invoice Template for Excel
• Savings Goal Tracker Template
• Simple Project Timeline Template
• Project Schedule Templates
• Milestone Chart Template for Excel

Advertiser Disclosure

Many of the credit card offers that appear on this site are from credit card companies from which we receive financial compensation. This compensation may impact how and where products appear on this site (including, for example, the order in which they appear). However, the credit card information that we publish has been written and evaluated by experts who know these products inside out. We only recommend products we either use ourselves or endorse. This site does not include all credit card companies or all available credit card offers that are on the market. See our advertising policy here where we list advertisers that we work with, and how we make money. You can also review our credit card rating methodology .

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

Amar Hussain

Senior Content Contributor

777 Published Articles

Countries Visited: 63 U.S. States Visited: 9

Keri Stooksbury

Editor-in-Chief

32 Published Articles 3130 Edited Articles

Countries Visited: 47 U.S. States Visited: 28

Director of Operations & Compliance

1 Published Article 1171 Edited Articles

Countries Visited: 10 U.S. States Visited: 20

Can You Afford to Travel?

The 2 approaches to travel budgets, travel budget template worksheet, passport and visas, travel insurance, vaccinations, clothes, gear, and toiletries, accommodation, local transportation, attractions and activities, walk-around money, gifts and souvenirs, websites to help research travel costs, the best apps for travel budgets and expense tracking, saving for your vacation, final thoughts.

We may be compensated when you click on product links, such as credit cards, from one or more of our advertising partners. Terms apply to the offers below. See our Advertising Policy for more about our partners, how we make money, and our rating methodology. Opinions and recommendations are ours alone.

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.

Was this page helpful?

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.

INSIDERS ONLY: UP PULSE ™

Get the latest travel tips, crucial news, flight & hotel deal alerts...

Plus — expert strategies to maximize your points & miles by joining our (free) newsletter.

We respect your privacy . This site is protected by reCAPTCHA. Google's privacy policy and terms of service apply.

Related Posts

UP's Bonus Valuation

This bonus value is an estimated valuation calculated by UP after analyzing redemption options, transfer partners, award availability and how much UP would pay to buy these points.

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!

WHERE WILL YOU TRAVEL NEXT?

• Stockholm in 2 Days | An Informative Guide for the Swedish Capital
• A Fabulous Guide To One Day In Riga Latvia
• How To Spend 2 Days In Prague
• How To Spend 4 Days In Hong Kong: A Travel Guide To Central & Kowloon
• A Tasty Encounter at Jalan Alor Street Food Market, Kuala Lumpur
• A 3 Day Singapore Itinerary
• Beach Destinations Australia | 25 Sensational Places To Visit
• Tasmania Road Trip Itinerary | 17 days around Van Diemen’s Land
• Far North Queensland Itinerary | Palm Cove, Daintree Rainforest, Fitzroy Island & More

Give us your feedback of the Trip Planner Template below!

Like this post pin it and share it.

CONTINUE PLANNING YOUR TRAVELS

What To Do In Launceston Tasmania

Things To Do In Stanley Tasmania

10 Things To Know About Tasmania Before You Go

Tasmania Road Trip Itinerary | 17 days around Van Diemen’s Land

Hotel Review | The Ship Inn – Stanley, Tasmania

City Guide | How To Spend 3 Days in Hobart Tasmania

Accommodation Review | Into The Woods – Palmwoods, Queensland

Accommodation Review | The Keep – Goulds Country, Tasmania

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.

Leave a comment Cancel reply

Solve your quandary.

The best of our travel tips direct to your inbox. Receive our latest posts by dropping your email address below.

We promise to only send you the good stuff!

FOLLOW US ON INSTAGRAM

This website uses cookies to ensure you get the best experience on our website. By continuing to use this website, you consent to the use of cookies in accordance with our Privacy Policy .

Travel Expense Report Template For Excel

Travelling for work can be fun, but it also has its share of responsibilities, such as ensuring that all the costs are covered, especially because your company paid for your trip. All other expenses that you may incur may also be reimbursed by your company with the right documentation. So to help you keep an organized record of all your expenses.

The Travel Expense Report Template for Excel is one of the latest Excel templates that you can use to record, collate and classify your travel expenses . This is specially created for the purpose of taking the frustration of the travelling employees as well as the accounting personnel out of the equation each time the company sends someone out for a business trip .

Quickly Create a Complete Expense Report

This travel expense report template features a header that contains beautiful icons of a plane, train, and car. This ensures that you or your company knows at first glance that the document will be all about travel.

Under this header is a set of blank rectangles corresponding to the required information you have to fill out. This information includes; your Name, Department, Period, Authorized by, Date Submitted, Per Mile Reimbursement, Total Reimbursement Due.

Below this is a table where you can list all your the items in your travel expense. You can fill it out following the guide and with the help of the column headers. Each column represents each information, such as Date, Description of Expense, Airfare, Lodging, Ground Transportation, Meals and Tips, Conferences and Seminars, Miles, Mileage Reimbursement, Miscellaneous, Currency Exchange Rate, Expense Currency, and Total. Such a format allows you and your manager or accounting personnel to see how much is spent in one day.

Get Reimbursed Fast

There is also a grand total at the very bottom of the table to show you the total of each expense category. You can also add more rows for the many days you are away on your business trip.

You can record all your expenses as the day passes, to ensure that you have a complete compilation of your expense report, which is important for the company, particularly its finance department, with each and every trip.

Go to Download Travel Expense Report Template for Excel

Leave a Comment Cancel reply

Your email address will not be published. Required fields are marked *

Save my name, email, and website in this browser for the next time I comment.

Sign up to our newsletter

We will send you our curated collections to your email weekly. No spam, promise!

Free Excel Templates, Dashboards, Calculators and Tutorials

Download Travel Expenses Reimbursement Free Excel Template

• Size : 9 KB
• Business Statements , Payroll & HR
• Business Statements
• Travel Expenses Reimbursement

• Download The Template File
• Extract The Zipped File
• Use the Template

Printable Hourly Day Planner

Landlord rental payment ledger, net rental income ledger, room rental ledger, simple rental ledger, simple monthly rental ledger.

Download travel expense reimbursement format in Excel and Spreadsheet . This template is useful for HR and Admin team to implement good governance and practice . This helps to improve process around reimbursements for travel and entertainment expenditure .

Try out other formats for reimbursement forms in Excel by Excel Downloads.

About Reimbursement Expense Report

Generally, there are various components in this free excel template that is directly relevant to travel expenses. You can download and customize this template as per your requirement. By default, it comes with all the fields essential for any tour report or tour expenses report. Let’s explore the list of components in this template –

• Purpose of travel, tour or expenses such as meeting clients, survey of the market, procurement of goods, purchase of machinery, etc.
• Secondly Employee details along with Employee ID, department, and reporting authority.
• Also, Period for tour or travel.
• Subsequently, Date of the actual occurrence of expenses.
• Description of expenses that is kept under different heads like air and transport, lodging, phone etc.
• Amount of expenses.
• Expense under Heads.
• Details of advances if any.

Important of Travel reimbursement form

Expense claim forms  help companies monitor and record business expenses incurred by staff . Such forms help to tally all the money an individual spends on meals, training, travel, entertainment, and any other incidentals that may have been purchased using their own money as opposed to a previously provided per diem.

Generally, businesses allow their employees to spend the money to enhance their business. The employer reimburses the expenses to respective employees.

So, Being a business owner, it is necessary to ensure that the expenses are made as per the company policy. For proper recording of expenses, an employee prepares expense report. Usually, companies keep it mandatory for the employees to attach the receipts of expenses.

• Reimbursement of expenses paid by an employee on behalf of company.
• Reporting and recording the business expenses.
• Tax purposes. Business expenses reduces the tax liability.
• Business use the report for the analytical purposes.
• It helps the management to curb unnecessary overheads.
• Expense reports help to save fraudulent use.

Download and use travel reimbursement form excel template

To use this free travel expenses reimbursement excel template , you should have Microsoft Office/ Microsoft Excel installed in your system.

After installing Excel or Spreadsheet , download the zip file of this template. Extract the template using WinRAR or 7Zip decompressing software.

Once extracted, you can open the file using Excel and start entering data or customizing the template.

By Downloading this Free Excel Template, it is implied that you comply with Download Instructions

Download Instructions

Related excel templates, office supply requisition, income statement (one year), strategic gantt chart plan, itemized deduction calculator, marketing insights, trucking company profit and loss statement, social medial editorial, agile release plan gantt chart, financial projection for startups, school attendance sheet, marketing project plan, business proposal & budgeting, simple balance sheet, daily calorie counter, simple budget calculator, help desk ticket.

SlidesGeek.com

Free presentation templates & slides.

Download thousands of free Presentation Templates, PowerPoint Presentation Ideas, Google Slides Layout and Designs.

Any Query ? Mail us at [email protected]

Excel downloads.

A comprehensive online platform for Excel Templates, Excel Dashboards, Excel Tutorials and Online Tools and Resources for Excel and Spreadsheet users. Enhance your productivity with our resources.

We update regularly so keep on visiting us for more templates, tutorials, tools and resources. 

• Business & Budget
• Gantt Charts
• Invoice & Bill
• Payroll and HR
• Sales & Marketing
• Maintenance
• Basic Excel Ideas
• Advanced Excel Ideas
• Excel Chart Tricks
• Excel Functions
• Keyboard Shortcuts
• Power Query Tricks
• SAP T Code List
• Weight Units Converter
• Length Units Converter
• Temperature Units Converter
• Area Units Converter
• Volume Units Converter
• Financial Ratios Calculator
• Body Mass Index Calculator
• All Calculators

Other Links

• Presentation Templates
• Pitch Deck Templates
• CV Resume Formats
• Hire Freelancers