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TRAVEL ACCOUNTING SYSTEM - ALL IN ONE

Travel CEO built with a simple & Powerful travel accounting software module where you can manage your complete accounting and books in a single place.

Want to take your business to the NEXT BIG Level ?

Travel accounting system features, multiple currency.

Create invoices in any currency and manage all your accounting system in your own currency. Try Travel CEO Now

Unlimited Invoices

Create unlimited invoices in 100+ stunning invoice designs with all travel related information. Try Travel CEO Now

Customer Payments

Record and track all customer payments in each booking for easy reference and accounting. Try Travel CEO Now

Credit / Debit Card Payments

Receive payments by credit card or debit card from your clients with our pre-built payment gateway. Try Travel CEO Now

Multiple Payment Gateway

We have already integrated Paypal, Authorize.net and Stripe to start receiving payments from your clients. Try Travel CEO Now

Scheduled Payments

Our travel accounting software offers a scheduled / installment payments to your clients and record each payment. Try Travel CEO Now

Send Cash Receipt

Send cash receipt by email to your customers whenever you receive payments from them. Try Travel CEO Now

Excel Format Report

Our Excel export in accounting reports will help you to export the report for any period in excel format. Try Travel CEO Now

Generate Booking Voucher

Generate booking voucher with Hotel confirmation, flight ticket, transport and tour confirmation in pdf format. Try Travel CEO Now

Refund Management

You can manage all the refund initiate and refund completion process in a booking section for every booking. Try Travel CEO Now

Supplier Payments

You can easily create multiple supplier payments for a single booking and record everything in a single place. Try Travel CEO Now

Payments Receivable

Generate a Payments receivable report for next 7 days, 30 days, 2 months, 6 months, 1 year in a click. Try Travel CEO Now

Graphical Report

We offer an advanced graphical accounting reports which helps you to see your travel accounting system visually. Try Travel CEO Now

Payable to Supplier

Generate payable statement to your supplier for next 7 days, 30 days, 3 months, 6 months, 1 year easily. Try Travel CEO Now

Payable Vs Receivable Report

You may need to see payable and receivable for a particular period, Our travel accounting system has this feature. Try Travel CEO Now

Expense Management

Record all your expenses in this tour accounting system to generate a complete Profit and loss statement in future. Try Travel CEO Now

Booking Profit Management

Record profit for each booking / trip to analyze which sectors / types of booking generate more profit. Try Travel CEO Now

Profit Vs Loss Statement

Generate profit and loss statement for Monthly, Quarterly, Semi-annually or annually in couple of clicks. Try Travel CEO Now

Accounting System

Most of the travel accounting software are customised from generic accounting system which does not help travel and tour companies to manage their account efficiently. Travel CEO is an exclusive travel agency software which has in-built travel account software module to take your travel business to next level. Try Travel CEO Now to how travel accounting system works and fit into your business

Profit & Loss Report

Almost 99% of the travel accounting software are designed to give a large picture for the Charted Accountants or Account specialists. They always miss to offer a BIG picture at the business perspective. Yes. They fail to understand what the business owner or management need to know about their accounts. Keeping that in mind, We Designed Travel CEO Accounting System from an entrepreneur or business owner or Management perspective. Interested to see Your accounting system in action ? just Try Travel CEO Now

Yes. We created a simple but robust travel account software which gives you detailed insights about your accounting elements such as Receivable from your customer, Payable to your supplier, Payable Vs Receivable and Profit & Loss Report.

Below report is just an example of Profit & Loss statement of your business for the particular period

Manage all your expenses in a single place. Not just your travel booking expenses. Travel CEO can record each and every expenses in your business such as utilities, office rent, employee salary & etc. Our recurring expense system helps you to create your recurring expenses just at once and it will add automatically for the period you set it up. Interesting ? Try Travel CEO Now and see how Travel CEO can optimise your company expenses

Graphical Reports

Accounting reports in Travel CEO is one the important feature. You can generate reports in graphical and in excel files. Yes. Following are few of the reports which will help you to provide more details about your travel business account.

Travel Accounting Software Key Features

Customer Payments – You have an option to update any number of payments to each booking until the full amount is paid by the customer
Supplier Payments – You can record supplier payments for each booking along with amount payable and due date. This helps you to make the payment to your supplier on-time without any delay

For Example : If you have a customer confirmed a booking with your company for Europe Holiday Package. Let’s say he is travelling to France, Germany, Switzerland and Italy If you are working with different supplier in each country then You can update all the 4 different supplier along with their payment amount and due date in the booking Travel CEO Software will remind you about the payment before the due date

Customer Payment Reminders – Travel CEO Software sends automated reminder email to customer before the balance due date
Payment Receivable Reports – You can generate a Payment receivable from your customers in a single click
Supplier Payment Reminders – Travel CEO Software sends automated reminder email to you and your team before the due date of your supplier payments for every booking
Payment Payable to Supplier Reports – This is an amazing feature at Travel CEO which helps you to generate upcoming payment reports payable to your suppliers in future
Report Variation -You can generate Payment Receivable & Payment Payable report for Today, Tomorrow, This Week, Next week, Next Month, Next 3 Months, Next 6 Months & Next 1 Year

5 Tips to choose best Travel Accounting Software in the Tourism industry

The tourism industry is dynamic industry-changing and adapting itself to the current changes at a breakneck pace. Adapting to the fast-changing industry is inevitable for the companies and agencies in the industry.

Companies in the industry have to intervene in new-age technology to provide their customers with the best services. Accounting is a very tedious and essential task for any business. Coming to travel companies, it is necessary to prepare invoices, trip packages, tracking clients and supplier payments, and many more.

Travel Accounting helps in boosting the company’s profits and reduces its expenses. Accounting software ensures that payments are received and paid on time and invoices are issued appropriately; apart from this, it also provides the company maintains brevity in their accounts.

Accounting software helps the company be more financially aware as it tracks all the expenses and payments made and received; it also gives timely updates for overdue or unpaid payments.

So, while choosing software to take care of the company’s accounts software, they have to keep in mind the following tips.

Tips for choosing the best Travel Accounting Software in Tourism Industry:

Get paid faster : Getting paid quicker and never missing a payment is a must in a business
Look professional : Customizing your invoices increases the company’s credibility among its customers and thereby impacts the business positively
Time Saver : Invoice generation is essential for a business, and automating this function boosts the business
Tracking expenses : Keeping track of a business’s expense will allow its owners to cut down on unnecessary costs, thereby decreasing their spending.
Profit & Loss tracking : A systematic accounting system helps the company arrange its resources accordingly to boost profits.

Reports Get complete insights about your travel business with the help of reporting systems in Travel CEO. Following are few of the important reports.

Travel CEO is a complete Travel agency software which manage your travel business online and it is 100% cloud based. You can manage your business anywhere from the world.

Travel Software for Customized trips

Ezus is the most powerful travel agency software for customized trips (fit, groups, mice). start today and increase your conversion by 25%., join +400 travel agencies powered by ezus.

Simplify your travel planning process

Ezus is an all-in-one software that helps travel organizers sell more efficiently by allowing them to quickly build tailor-made trips..

Customize your travels

Simple and interactive construction of your programs and itineraries, by automating your customization. Centralize all your products and tours in a collaborative catalog.

Automate your own budget builder

Streamline your quotations thanks to a customizable interface and automatic margin configurations. ‍ Your interactive budgets can be modified directly, like in an excel (only simpler).

Generate personalized travel docs

Through your library of highly customizable templates, you get automated documents like Proposals, Quotes, Travel Books, Contracts, Vouchers and many more in 7 languages. ‍ In a click, send them on a dedicated travel website

Handle directly your suppliers

Manage of your suppliers's reservations, availability and disbursements as well as your customers's payments. Through enhanced financial tables as well as task management get an easy overview of what is needed.

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It's your turn to take off, save time in your team and increase your request conversions by more than 25%, program and budget builder.

Streamline your calculations without forgetting any details. Quickly duplicate from your catalog or customize directly.

Digital Travel Documents

Automatically generate customized travel documents to impress your customers. Create also dedicated travel websites.

Supplier Management

Handle your relationships, payments, commissions, reservations, all in a single platform with financial reportings.

An overview and history of your projects designed to give you more autonomy

Role Management

Four degrees of monitoring your employees' rights & roles

CRM Integrated

A centralization of your customers from history to upcoming opportunities

Template's Library

A variety of fast & reliable default or homemade models for your document

Automated Workflows

A catalog connected to calculate budgets & margins and save directly.

Projects Pipeline

A pipeline view with status to easily manage your projects with your team

Tasks Management

Reminders and to-dos so as not to miss anymore any follow-ups

We're here to boost your Travel Business!

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Safety, a key point

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TripMatrix Product Features

Manage the entire travel agency back office from start to finish. TripMatrix allows you to add your products and services, build trips, create and promote offers, payment processing, and much more.

Product Features

Contacts and Accounts

A simple way to add and manage contacts and accounts

Offers and Bookings

Create, send, receive, track predefined and tailor-made offers

Build dynamic itineraries by utilizing advanced route planner

Products and Services

Add and manage all your products and services

Web Booking Engine

Use WBE to promote your offerings worldwide

Travel Tech Insights, Events & Trends

Discover the latest trends and events in the travel tech industry.

TripMatrix Blog

TripMatrix Events

Video Tutorials

Elevating Your Travel Agency with Smart Marketing and SaaS Solutions in 2024

Effective Strategies for Managing Travel Agency Contacts and Accounts with TripMatrix

All about TripMatrix

Learn more about Tripmatrix and find open positions, company culture, current team, etc.

The Best Travel Agency Software

What is Travel Agency Software?

Travel agency software is a set of solutions built for travel agencies, tour operators, and DMCs to simplify complex processes and to help manage their day-to-day business. The software’s primary functions are contacts and products management , packages builder , offer and itinerary creation , integrated payment processing, connected web booking engine , and more.

Travel agency software should be easy to use, learn, and teach. It should also save time and resources on administration tasks, simplify the itinerary creation process, improve direct communication with prospects, and manage payment processing.

Many travel agents still use various software, excel spreadsheets, and documents to manage their travel business, which can be time-consuming and inefficient. Therefore, agencies are exploring a complete, cloud-based software to help them manage the entire customer journey from inquiry to payment processing.

TripMatrix platform available across all devices

Key Functionalities of Travel Agency and Tour Operator Software

Efficiently automates daily tasks and responsibilities.

Travel agents who fully utilize software can speed up and optimize their existing processes. With the right software, daily tasks are made much easier, considering the system has the right “tools”. These tools, or features, ensure that the day-to-day travel agency back office processes are taken care of.

Travel agency software must streamline and simplify standard operating procedures (SOPs) such as adding profiles, managing products, building itineraries, creating and sending offers, payment processing, etc.

These functions are essential for every travel agency. Ideally, the entire back office will take place directly inside the software, allowing agents to invest more time into building fantastic travel experiences for their guests.

TripMatrix eliminates documents, tools and software

Wide range of products Included in the Product Marketplace

Another crucial element that needs to be included in travel agency software is the product marketplace, which allows seamless integration between third-party vendors and independent sellers.

The product marketplace collates all accommodation and transportation options, making it easy for travel agents to build a trip and add products or services to the itinerary. Also, local and independent experience providers can utilize external products and services and add them to the platform.

The product marketplace is a must-have for ensuring efficient agency operations and maximum guest satisfaction.

TripMatrix product marketplace

Accessible Everywhere and Across all Devices

While most users access the software through a desktop, computer, or laptop, an increasing number of travel agents now access the software through other devices, such as tablets or mobile phones.

Of course, you don’t need to do this if you are more comfortable with a desktop or laptop, but once you have experienced the freedom and peace of mind that mobile travel agency software offers, your life as a travel agent will be a lot less stressful.

Mobile access is especially beneficial when trying to manage the multiple sales channels of your travel business. Nowadays, to stand out from competitors, you need to be able to respond to requests in real-time, which means you need to have access to the software anytime, anywhere.

TripMatrix platform available everywhere across all devices

Integrated Payment with the Flexible Cancellation Policy

Even though payment is the latest step in the selling cycle, it can be complex and time-consuming to process and track payments, distribute commissions, and deal with cancellations.

Once your client is satisfied with the offer, closing the deal as soon as possible is essential. Modern travel agency solutions have embedded payment inside the software, making it easy and convenient for agents and their customers.

TripMatrix platform integrated payment

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Key travel agency system features.

When looking at travel agency software, it is important to understand the difference between features and functionality. Features are all the cool bells and whistles that salespeople like to rattle off while trying to sell you their product, while functionality is what the product can do to solve your unique business problems.

Some features will make your life easier but won’t add value to your travel business.

Finding a technology partner that can work with you to understand your unique operational issues and then provide you with the technology to solve those issues is the real reason technology companies exist. Below, we look at the most common features and important functionalities of a world-class, modern travel agency system.

Profiles and Contact Management

TripMatrix’s Profiles module allows you to add and manage your contacts. You can add contacts by importing a spreadsheet or manually creating a new contact.

The smart search feature on the top helps you search your contacts and edit them with a few simple clicks, which saves a lot of time.

The account section of the module is where all accounts and partners are saved. You can customize your contacts list based on your needs and include the information most relevant to your business. You can also view all the details about each contact and account, including contact information and trip information, notes, and more.

TripMatrix platform profiles and contacts

Add your Products and Services

TripMatrix Contacts and Account module is where agents can add all products, services, and experiences. You will have the option to pick a category and add basic information such as product type, name, and location, along with images and descriptions.

If you don’t have images and descriptions saved on your desktop, the TripMatrix platform can pull images and descriptions directly from Google.

Also, you will have the option to add your price per product and profit margins, which are automatically calculated and can be added to the itinerary with a single click.

Elastic search makes it simple to search for your offering on the map and pinpoint the exact location together with the address – just like Google. This feature will be a game changer, making it easier for your customers to find the exact location of their destination.

TripMatrix platform products and services

Trip Builder

After adding products and services to TripMatrix, you are ready to create a package using Trip Builder. You will have an option to select products and services from other providers and add them to your itinerary.

Agents typically start within a route planner map because they probably know which countries or cities they want to build trips for. TripMatrix has an option to use an interactive map and pinpoint the locations of the trip.

The next step is to add some basic information such as travel dates, the number of people traveling, time spent in each city, etc.

Once you have entered the basic information, you can search for the best accommodation and transportation options. TripMatrix pulls all available hotels in the area, so you don’t have to go through multiple sources to find the best deal.

Based on your customers’ wishes, you can add many exciting experiences in the area which can fill up their itinerary and provide a local experience.

TripMatrix platform trip builder

Create and Send Offer

After building a trip, you can simply create an offer. Inside the offer, you will have an option to add your profit margins for each item inside the itinerary. The total price will automatically be calculated and adjusted based on your input.

The next step is to send a notification and share the entire itinerary with your client. The client can review the offer, request edits, and proceed to payment.

TripMatrix allows you to track all offers and bookings in one place, and also gives you the ability to track the status of each offer and booking.

Lastly, direct communication via embedded chat can help you communicate with your client directly inside the platform, improve customer experience, and speed up the sales cycle.

TripMatrix platform create offer

Payment, Commission Distribution and Cancelations

The TripMatrix Payment module allows you to manage and complete the entire payment process directly inside the platform.

The system will automatically generate and send an invoice to the client for each payment, process payment through the embedded gateway, distribute commissions and take care of cancellations.

You will no longer need to manually check if the payment arrives, pay suppliers and deal with cancellations. The system will send notifications about each transaction.

TripMatrix platform comission based payment

A Web Booking Engine (WBE) is an online website that you can use to add custom trips and promote worldwide. You can choose a subdomain and customize the look and fill of the website.

Think about it as your main selling point page. You create and promote all your predefined packages and promote them across all social channels, and share links through your email list.

You will receive a Web widget that you can use to add trips to your website allowing prospects to view the entire itinerary and either send an inquiry or book and complete payment directly from your own website.

TripMatrix platform web booking engine

Cloud vs On-Premises Software

Many companies worldwide are moving away from on-premise over to Cloud-based software. There are several reasons for this.

Automatic and Free Upgrades Cloud-based software updates for free every few months. With every upgrade, software becomes more and more functional, whereas on-prem versions can quickly become outdated.

Modern and Intuitive Design

Cloud-based solutions look modern and have far better user experience. It is much easier to get used to the software and learn its features and functionalities.

Security Security is another important factor for every company when choosing between cloud and on-premises solutions. If you choose the right partner, cloud options are as secure as on-premises solutions. On top of that, you don’t have to keep hardware inside your office or hire expensive IT staff to keep the software running.

Key Benefits of Using Travel Agency Software

Travel agency software provides many benefits for travel agencies, tour operators, and DMCs. In this section, we will explore the key benefits of using travel agency software.

Time-saving

One of the most significant benefits of using travel agency software is time-saving. Manual processes such as creating itineraries, managing customer data, and processing payments can be time-consuming and prone to human errors. However, with travel agency software, agents can automate many of these processes, which frees up time to focus on other areas of the business.

Increased efficiency

Using travel agency software can increase efficiency in a number of ways. For example, agents can quickly search for and add products to an itinerary, manage customer data, and communicate with customers all from a single platform. This reduces the need for multiple software and tools, saving time and effort.

Improved customer service

Travel agency software can help improve customer service by providing agents with a 360-degree view of their customers. This includes their preferences, past bookings, and any other relevant information. By having this information at their fingertips, agents can provide personalized recommendations and create custom itineraries that meet their customer’s needs and preferences.

Increased profitability

By automating many of the back-office tasks and streamlining the booking process, travel agency software can help increase profitability. Agents can quickly and easily create and send quotes, process payments, and manage bookings all from a single platform, which saves time and reduces the chance of errors.

Access to a many products and services

Travel agency software often includes a product marketplace that provides agents with access to a wide range of products and services. This includes flights, hotels, tours, and activities, all of which can be added to an itinerary with just a few clicks. This not only saves time but also provides agents with a broader range of options to offer their customers.

Improved collaboration

Travel agency software can help improve collaboration between team members and partners. Agents can quickly share information and collaborate on bookings, itineraries, and other tasks, which improves communication and reduces the chance of errors.

Accessible from anywhere

Travel agency software is often cloud-based, which means it can be accessed from anywhere across all devices. This provides agents with the flexibility to work from anywhere, whether it’s in the office, at home, or on the go.

Real-time data and analytics

Travel agency software often includes real-time data and analytics, which provides agents with insights into their business performance. This includes information such as booking trends, customer preferences, and revenue. By having access to this data, agents can make informed decisions and adjust their strategy to maximize profitability.

Increased security

Travel agency software often includes security features such as data encryption, access controls, and backups. This helps to protect sensitive customer information and reduce the risk of data breaches.

In conclusion, travel agency software provides many benefits for travel agencies, tour operators, and DMCs. By automating many of the back-office tasks and streamlining the booking process, travel agency software can save time, increase efficiency, improve customer service, and increase profitability. It also provides agents with access to a wide range of products and services, improves collaboration, and provides real-time data and analytics. Furthermore, travel agency software is often customizable and includes security features to protect sensitive customer information. Overall, travel agency software is a valuable investment for any travel business looking to improve its operations and stay competitive in the industry.

Travel Agency software Cost, Implementation, Onboarding and Support

TripMatrix is a commission-based software that allows you to save upfront cost or monthly subscription fees. With the TripMatrix platform, you only pay a 2% commission once you sell the trip and once the client completes the booking process.

Implementation

TripMatrix is easy and free to implement. You will have the option to create an account and start adding your products and create your trips immediately.

Our onboarding specialists will walk you through the entire setup process and show you all the cool features and functionalities you can utilize to simplify processes and run your travel business more efficiently. Find out more about digital customer onboarding.

TripMatrix support team is available 24-7-365 days to help you solve any issue.

What is TripMatrix?

TripMatrix is a commission-based travel agency software for selling and managing travel products and services. Built in the Cloud, and available across all devices, theTripMatrix platform is an easy-to-use, all-in-one software solution.

Whether an independent agent or a large travel agency, you can utilize TripMatrix to manage your day-to-day business. The platform will save you significant time on administration tasks, simplify the entire trip-building process, improve communication with your clients, and process payments.

The pricing model allows everyone to start immediately without spending money on installation fees or implementation costs. Simply create a log-in and start using the tool. We will charge a 2% commission per transaction. Click here to find out more about our pricing model.

How much does Travel Agency Software costs?

How to manage travel products and services.

With TripMatix travel agency software you will have an option to add your offerings directly inside the platform, manage prices, get a wider reach, and improve bookings of your products and services.

How to use Trip Builder to build an Itinerary?

TripMatrix allows you to use an interactive map which helps find all nearby accommodation, transportation options, activities, and more. You will no longer need to use multiple sources to build your trips since you can find everything directly inside the TripMatrix platform.

Finance Microsoft Excel

11 minute read

How to Use Excel to Manage Your Travel Budget

Eliza Medley

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

How to create the ultimate travel spreadsheet

Here is a simple guide to creating a travel spreadsheet.

Set up your Excel spreadsheet

Follow these steps to create a new spreadsheet:

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

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

Track expenses

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

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

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

Budgeting for your trip

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

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

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

Tips and tricks for managing your travel budget in Excel

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

Tip 1: Use conditional formatting

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

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

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

Tip 2: Regularly update your spreadsheet

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

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

Tip 3: Include contingency in your budget

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

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

Tip 4: Leverage Excel's graphs and charts

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

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

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

Make use of Excel templates

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

⭐ Organize a meal plan

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

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

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

⭐ Check your car costs

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

Download this template

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

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

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

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

⭐ Calculate your travel budget

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

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

Take charge of your journey

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

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5+ Best Accounting Software for Travel Agencies and Tour Operators

Running a successful travel agency or tour operator business involves keeping track of a variety of data, from customer information to finances. With the right accounting software, you can take the stress out of managing your business and automate the tedious tasks associated with tracking your finances. The following list of five accounting software packages is designed specifically for travel agencies and tour operators and provides the best in financial management tools.

Who is the best Accounting Software For Travel Agency?

The Best Accounting Software For Travel Agency of 2023:

Here’s our shortlist of the best accounting software for travel agency I'm ranking through our extensive research and use:

Microsoft Dynamics GP

Our review of the best accounting software for travel agency:.

Here is our list of the best accounting software for travel agency:

Why we picked it

Product images, integrations.

KashFlow is a cloud-based accounting software aimed at small businesses. It includes features such as invoicing, expense tracking, and financial reporting.

Expense tracking
Financial reporting
Streamlined invoicing and payment processing
Efficient expense tracking and reporting
Automated VAT filing and compliance
Limited integration options with other software
Limited customization options for invoices and reports
Higher pricing for additional users and advanced features

Microsoft Dynamics GP is desktop accounting software aimed at small to medium-sized businesses. It includes features such as payroll and inventory management, along with various other accounting features.

Financial management
Inventory management
Project management
HR and payroll
Robust accounting and financial management
Efficient inventory management and order processing
Advanced HR and payroll management
Steep learning curve for some users
Higher pricing for advanced features and customization
Limited mobile app capabilities

image of Microsoft Dynamics GP product feature

FreeAgent is a cloud-based accounting software aimed at freelancers and small businesses. It includes features such as invoicing and expense tracking.

User-friendly platform for freelancers and small business owners
Simplified project and time management
Easy tax filing and compliance
Limited customization options for certain features
Higher pricing for advanced features and multi-user support

Google Drive

FreshBooks is an accounting software that includes invoicing, time tracking, and project management features, primarily aimed at freelancers and small businesses. It is cloud-based and offers mobile apps for iOS and Android.

Time tracking
Estimates and proposals
Time-saving automation of invoicing and payment processing
Easy time tracking and project management
Simplified tax preparation

OneUp is a cloud-based accounting software aimed at small to medium-sized businesses. It includes features such as invoicing, inventory management, and financial reporting, along with various other accounting features.

Payment processing
Comprehensive financial, inventory, and payment management
Advanced CRM and project management
Automated invoicing and payment processing
Limited customer support options

Important Features to Look For in Accounting Software For Travel Agency:

Accounting software for travel agency pricing comparison table:, accounting software for travel agency rating comparison table:, is accounting software necessary for travel agencies and tour operators, can travel agencies and tour operators benefit from using quickbooks, how can travel agencies benefit from using accounting software for their finances, can you provide information on the cost of accounting software designed for country clubs, and what features does it offer for managing memberships, events, or tracking expenses related to golf course maintenance, factors we use to rank accounting software for travel agency:, similar accounting software for travel agency:.

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Top 15 best free travel management software in 2024

Top 15 free travel management software tools, best free travel management apps for managing business travel booking, 1. travelperk.

Travelperk 10 Best Corporate Event Management Companies In The Usa 1024x410

Other key TravelPerk features include:

A user-friendly, intuitive online booking tool
A freemium model, simple pricing, and no minimum contract
Comprehensive and up-to-date travel alerts for peace of mind
Automated travel policies and in-app approval system
Extensive reporting capabilities and expense dashboards
A risk management solution
A simplified travel expense process
24/7 business travel assistance

TravelPerk pricing

TravelPerk offers a free Starter plan, with access to the following crucial tools: Industry-leading travel inventory of flights, hotels, trains, and cars
24/7 customer support
Travel data reports
Consolidated invoicing
Travel agent service
Access to TravelPerk’s negotiated rates
5 free bookings per month

TravelPerk ratings

G2 rating : 4.6 / 5, based on 1533 ratings
Capterra rating : 4.8 / 5, based on 403 ratings

Start saving money on business travel for your company today!

2. booking.com for business.

Booking.com’s key features include:

Advanced search filters
Multilingual customer support
Low-cost guarantee feature

Booking.com pricing

Booking.com for business ratings.

G2 rating : 4.1/5 ( 13 reviews )

3. Kayak for Business

Other key Kayak for Business features include:

Discounted corporate rates
Points reward program
Price alert function
Reporting and tracking functionality
Expense integration
Price predictions

Kayak for Business pricing

Kayak for business ratings.

G2 rating : none

4. Enterprise for Business

Key features of Enterprise for Business:

5% business discount on rental cars booked through Enterprise
Dedicated account manager for your business
Employees can bypass check-in counter for better experiences
Ability to ensure travelers comply with internal travel policies
Spend forecasting based on current rates

Enterprise for Business pricing

Enterprise for business ratings.

G2 ratings : none

5. Hotel Engine

Key features of Hotel Engine:

Up to 60% off corporate hotel accommodations
Expenses dashboard makes streamlined billing and expense reports more manageable
Customizable dashboards and analytics makes travel spend easier to track and control
24/7 support for your team
Group travel bookings let you keep your whole team on the same page

Hotel Engine pricing

Hotel engine ratings.

G2 ratings : 4 / 5, based on 13 reviews
Capterra ratings : 4.8 / 5, based on 5 reviews

6. Airbnb for Work

Key features of Airbnb for Work:

Ability to book a variety of spaces for long trips, offsites, and more
Trips dashboard to see all of your team’s upcoming and past trips
Invoices and reporting tools make it easy to sync with your expense management platforms
Price alerts and payment groups help ensure compliance
Add employees to your team to let them make their own booking with the company card, simplifying booking and reducing micro-management while eliminating reimbursements

Airbnb for Work pricing

Airbnb for work ratings, best free travel management apps for managing travel expenses.

Soldo pricing

Pro 5: From £30/month for up to 5 users (up to 2 admins/accountants).
Pro 10: From £60/month for up to 10 users (up to 3 admins/accountants)
Premium: From £90/month for up to 10 users (up to 3 admins/managers).

Soldo ratings

G2 rating : 4.5 / 5, based on 140 reviews
Capterra rating : 4.7 / 5, based on 91 reviews

Pleo pricing

Essential Plan: £12/user/month. Users can be reimbursed with or without cards, with free ATM withdrawals and spend limits available.
Advanced Plan: £14/user/month, offering 1% cashback, unlimited entity management, a Customer Success Manager, free external bookkeeper access and open API access.

Pleo ratings

G2 rating : 4.7 / 5, based on 1,041 reviews
Capterra rating : 4.9 /5, based on 190 reviews

Ramp pricing

Ramp ratings.

G2 rating : 4.8 / 5, based on 1,902 ratings
Capterra rating : 4.9 / 5, based on 178 ratings

10. BILL Spend & Expense (previously Divvy)

BILL Spend & Expense pricing

Bill spend & expense ratings.

G2 rating : 4.5 / 5, based on 1,257 ratings
Capterra rating : 4.7 / 5, based on 412 ratings

Other Tools and add-ons

11. app in the air.

App in the Air pricing

App in the air ratings.

Key features of MileIQ:

Automatic mileage tracking
IRS compliant mileage logs
Easy reporting dashboards to see where your employees travel
Single dashboard to track compliance and policies for as many employees as you need
Integrated payment and billing options make mileage payments easier than ever

MileIQ pricing

Mileiq ratings.

G2 ratings : 4.2 / 5, based on 66 reviews
Capterra rating : 5 / 5, based on 2 reviews

13. Tripkicks

Tripkicks key features include:

Highlighting preferred suppliers to ensure travel program compliance
Health and safety alerts
Up-to-date COVID-19 information
Highlighting less-expensive alternatives
Monitoring of travel spend against budget to optimize cost savings

Tripkicks pricing

Tripkicks ratings, 14. packpoint.

PackPoint pricing

Packpoint ratings.

That said, there’s many helpful features of TripIT:

Mobile itinerary and notifications, automatically generated from your travel documents
Carbon footprint shows you offset options for your travel plans
Document storage lets you add PDFs, QR codes and more to your itinerary
Calendar sync updates your calendar with your travel plans

TripIt pricing

Tripit ratings.

G2 ratings : 4.7 / 5, based on 43 reviews

Does my company need to use travel management software?

Here are a few ways travel management software can save you time and money:.

Booking processes can be completed in a few minutes and a couple of clicks
You can make significant cost savings by accessing discounted corporate rates , larger travel inventories, and VAT refundable invoices
You can reduce travel and expense costs by integrating your travel policy into the software
Employees can self-book their travel, reducing the micro-management involved in traditional booking processes
You can relieve your admin of handling all travel arrangements, booking requests, itinerary changes, and cancellations

What to look for in travel management software

Here are the key features to look out for when browsing travel management software:.

The ability to integrate travel policies and approval workflows
Access to real-time travel spend data and reporting functionality
A wide range of business integrations (e.g. Slack, Ramp, PayHawk) that fit with your company’s tech stack
A simple and intuitive user experience that supports self-booking
Access to 24/7 customer support
Extensive inventories and flexible booking options
Consolidated invoice management

Find the best travel and expense management software

Sit back and save on business travel today

Make business travel simpler. Forever.

See our platform in action . Trusted by thousands of companies worldwide, TravelPerk makes business travel simpler to manage with more flexibility, full control of spending with easy reporting, and options to offset your carbon footprint.
Find hundreds of resources on all things business travel, from tips on traveling more sustainably, to advice on setting up a business travel policy, and managing your expenses. Our latest e-books and blog posts have you covered.
Never miss another update. Stay in touch with us on social for the latest product releases, upcoming events, and articles fresh off the press.

8 best business travel management companies in New York

8 best business travel management companies in Singapore

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Business Travel Management
Offset Carbon Footprint
Flexible travel
Travelperk Sustainability Policy
Corporate Travel Resources
Corporate Travel Glossary
For Travel Managers
For Finance Teams
For Travelers
Thoughts from TravelPerk
Careers Hiring
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Integrations
Privacy Center
Help Center
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Modern Slavery Act | Statement
Supplier Code of Conduct

Travel Technology / TravelCarma Features
What’s the Best Back Office Software for Travel Agencies?

by TravelCarma · Published · Updated

As face-to-face interactions reduce and remote working becomes a norm, travel agencies need to have the right tools to manage their business remotely. To this end, agencies across the globe are increasingly turning to online solutions to get their business ready for this new reality.

One of the biggest challenges with this new reality, if you are an agency owner, is streamlining your back-office operations and running your business as efficiently as possible.

How do you manage reservations, cancellations, customers, sub-agents, accounting reconciliation, and other aspects of your agency as cost-effectively as possible?

Spreadsheets? You might be relying on them to save money, but do you realize how inefficient they are? All that manual data entry takes up so much time and leaves a lot of room for errors that can cost you big time.

Using different software tools for different purposes? That’s a slightly better option, but then, do you really want to waste precious time switching between different systems all the time?

Not to mention that your data is scattered across all these systems, and you can’t get a consolidated view of your business unless you export and organize everything into a single spreadsheet – which means you’re back to square one!

So, what’s the best option?

A purpose-built travel back-office solution .

A travel back-office software is specifically designed for travel agencies, allowing you to automate routine admin tasks and manage your travel operations on a single platform.

It gives you a consolidated view of your business, saving you the hassle of switching tabs and manually entering/updating data all the time.

But with several back-office systems out there, how do you decide which one to invest in? We have the answer.

Why TravelCarma is the ideal back-office solution for your agency

It takes care of multiple areas of your business.

With TravelCarma’s back-office system, you can say goodbye to hopping between multiple screens. It brings all the functionalities you need, from pricing to quotations to booking to accounting in one place.

Moreover, it provides a single interface for web and mobile transactions. This saves you a ton of time that you can spend on things that you do best and generating more revenue for your agency. Speaking of revenue…

Allows you to maximize your revenue

As a travel agency owner, you need to maximize your revenue by manipulating supplier pricing. Doing this manually for your entire inventory is extremely time-consuming and prone to errors. You need a solution that can automatically adjust the pricing in real-time, based on certain pre-defined conditions.

That’s exactly what TravelCarma’s back-office solution helps you do. It provides you the flexibility to manipulate your pricing for various channels to maximize your revenue potential.

You need to define the markups once, either as a fixed amount or as a percentage, and the system would automatically apply them on every search and reservation. You get the flexibility to define individual markups for different services – flights, hotels, activities, car rentals, etc. For example, you can choose to apply a 5% markup on flights, and a 10% markup on hotels. What’s more, you can configure specific markups for each supplier, eg. 10% for HotelBeds, 12% for DOTW, 7% for Amadeus, etc.

Markups can be applied to both your direct contracts, as well as your third-party feeds coming in from XML suppliers. A unique feature of TravelCarma’s admin system is the ability to configure separate markups for B2C and B2B, as well as individual portals.

Additionally, you can classify your B2B agents and assign unique markups to each class to reward agents that are performing well.

Makes it easier to run advertisements and promotions

There may be times when you want to offer your customers certain discounts or promote specific flights/hotels, to boost sales. TravelCarma makes this super easy. All you need to do is configure marketing rules based on specific criteria, and they will be automatically applied every time your clients search and book through the system. Your booking agents can also apply them when making reservations on behalf of your clients.

Eg. Let’s say you want to run a promotion wherein clients who book an international flight between Dec 20th – 15th Jan get a 10% discount up to $200 on a minimum booking amount of $1000.

For this, you can create a new marketing rule in the system, say ‘International Flight Offer’ . Then you configure a promo code, say INTFLY. After that you select the promotion dates, select flight from the drop-down menu, enter the discount amount, enter maximum discount and minimum booking value, and save the rule.

When a customer meets that criteria and enters that promo code during checkout, the discount will be automatically applied to their booking. This way you can promote specific products/services and boost your sales. Promotions can be highlighted in the search results for maximum visibility.

Helps you manage all your bookings at one place

One of the biggest headaches for a travel agency is managing bookings, especially when you book in different systems. When you use multiple systems for bookings, your booking data is scattered and you need to cut and paste details from different sources into spreadsheets every day.

This process is extremely time-consuming and it can lead to delays in invoicing and voucher generation. It leaves a lot of room for mistakes too.

TravelCarma’s back-office system makes this easier, allowing you to consolidate and manage all your bookings from a single interface. It gives you the option to import bookings from third-party systems (if they provide an API) or enter the booking data in the system manually.

In both cases, all your data will be stored centrally, making it easier to track bookings and send invoices and vouchers to your clients. If you’re using TravelCarma’s booking engine , invoices and vouchers will be generated automatically when your clients or employees book through the system, saving you a lot of time.

All the travel documents and emails will carry your own branding and contact details, which can be configured from the back-office. Email content can also be configured from the back-office and we provide ready templates for various purposes so you don’t have to manually type emails every time.

You can also modify and cancel bookings through the system, assuming your XML supplier(s) support online cancellation.

Another advantage you get with TravelCarma’s back-office system is that it works for both online and offline(manual) bookings.

Saves time building and managing itineraries & proposals

This is another area that takes up a lot of time and effort because most travel professionals still create quotes and itineraries using spreadsheets and word documents. If this applies to you, TravelCarma’s back-office will be a huge boon for you. It can help you build customized proposals quickly, with your own branding.

If you have supplier APIs, you will be able to create proposals with live content, so when the client approves it, you can directly book the same in the system. Even if you don’t have live inventory, you can still create proposals by entering your own rates and then book through your preferred mode.

The biggest advantage of this against spreadsheets is that all your proposals are stored in one place, and you can easily track them for making bookings and sending out invoices. You can also get reports that tell you the number of inquiries received, proposals sent, proposals accepted & booked, invoices generated, payments received, etc. This helps you track the progress of your inquiries from start to finish.

Takes care of your reconciliation with suppliers and customers

The problem with most accounting systems is that they are not tailored for the travel industry. As a travel agency, you need a system that is built keeping in mind your specific workflows and needs.

TravelCarma’s back-office solution offers accounting reconciliation out of the box. It helps you accurately track your accounts receivable and payable, telling you exactly how much you owe suppliers and what your B2C customers and B2B agents owe you.

These reports are automatically generated based on the data captured by the system through bookings. In the case of offline bookings, you just need to enter certain booking details in the system to get reconciliation reports for a specified time period. It doesn’t matter where the booking was made or what the mode of payment was.

Manually tracking payments, commissions and revenue can be extremely time-consuming and prone to errors. TravelCarma’s back-office solution automates this area of your business to save you a phenomenal amount of time, while producing error-free reports so that your accounts are always balanced with every penny accounted for.

Provides a 360° view of your business

As an agency owner, you need to know how your business is performing to be able to make smarter decisions and steer your company in the right direction. TravelCarma’s back-office system helps you achieve this through in-depth BI reports.

You can access a wide range of reports through the system that will help you track your inquiries, quotes, bookings, revenue, and profitability. Booking reports are available by supplier and business type(flight, hotel, activity etc).

The system provides all the reports in a graphical interface, in addition to the standard tabular form for easy understanding.

Enables you to run your business from anywhere in the world

If you thought you need to download a huge file and install the software to do all this, don’t worry. Our back-office software is web-based, which means that once you sign-up with us, we’ll provide you the credentials that will allow you to access the system from anywhere in the world, on any device.

Another huge advantage of our solution is that it provides role-based access, so you can assign logins and roles to each of your employees which will decide the parts of the system they will be able to access. For eg., you won’t want a booking employee to be able to change the pricing. You can easily configure this in our back-office.

Plus, because the system is web-based, your employees can access it remotely, on their laptop, smartphone or tablet.

Integrates with your existing systems

While our solution can help you manage most aspects of your agency, we also understand that there may be some things for which you would still want to use your existing tools. This isn’t a problem.

Our back-office can integrate with your existing booking tool, CRM or accounting system and pull/push data through APIs. Larger agencies that have their own databases/legacy systems can also leverage this.

This flexibility helps you augment your technology capabilities while preserving your existing IT investments.

As you can see, TravelCarma’s back-office solution provides tons of features that make it easier to manage your business remotely, cut down unnecessary effort and cost, all while improving staff productivity and efficiency. Click on the link below to schedule a demo:

Tags: back office system itinerary management travel accounting travel agency management Travel Agency software travel back office software travel crm travel technology

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Culinary Tourism : A Huge Opportunity for Travel Agents

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How to Create a Trip Planning Spreadsheet [5 Free Templates]

Last updated April 25, 2023

Travel planning can get exhausting, especially when you have no clear starting point. You can make this (at least) tolerable by creating a trip planning spreadsheet. Here, you can keep your itinerary, transportation details, budget allocation, and similar aspects.

In this article, we’ll discuss how you can create a trip planning spreadsheet using Google Sheets and why it’s so useful. We’ll also provide five different templates you can readily use for your travel planning.

Table of Contents

How to Create a Trip Planning Spreadsheet on Google Sheets

Step 1: make multiple tabs on your spreadsheet.

To keep your travel planner tidy, you should first create several tabs inside your spreadsheet. This allows you to categorize the kinds of information you’re going to deal with. For example, you can separate your flight details from your budget planning.

Follow the instructions below to do this.

Launch your browser, then go to https://sheets.google.com/ .
Click “ Blank ” under the “ Start a new spreadsheet ” section.

Creating a blank spreadsheet on Google Sheets

Hover over the name of the current worksheet (usually named “ Sheet1 ”), click on the drop-down arrow, then select “Rename.”

Type your preferred worksheet name, then press “Enter” or “Return” on your keyboard.
To add another worksheet, click on the “Add Sheet” icon (plus + symbol) at the bottom-left corner of your screen.

Adding another worksheet in Google Sheets

Repeat steps 1 to 4 to rename the worksheet.

Common Tabs to Add

You can create many kinds of worksheets depending on your specific requirements. Here are some common tabs you’d typically see in a trip planning spreadsheet:

Itinerary: Include the basic details of the places you plan to be in, like dinner reservations, conferences you need to attend, tourist attractions, etc.
Transportation: Keep your flight schedule, the routes you plan to take, your commute options (car rental, bus, etc.), and similar information.
Accommodation: List the names and locations of your lodgings. You can also include whether or not you’ve made a reservation already, the room prices, and more.
Food: Plan where you can get your meals, the restaurants you want to visit, and the average costs of eating out.
Budget: Track your day-to-day expenses and see how much money you’re left with.
Packing List: Don’t leave anything essential at home before embarking on your trip — passports, IDs, cash, and similar things.
Activities: List the things that you can do at your destination, like bar hopping, nightlife activities, concerts, and so on.

Step 2: Add Column Headers

After creating multiple tabs, you can further categorize your details using column headers. These are found at the top of your worksheet, describing what kind of values are present in a column’s cells.

To add column headers, simply follow these steps.

Click on the first cell (cell A1) in the upper-left corner of your worksheet.
Enter your preferred column header, such as “Location” (as used in our example).
Repeat the previous step for other cells in the same row. (We used the headers “Date,” “Time,” “Transportation,” “Costs,” and “Status” in our example below).

Once done, select all the column headers you’ve added, then click “Bold” in the toolbar.

Alternatively, you can make them bold by pressing “Ctrl” + “B” (or “Cmd” + “B” for Mac) on your keyboard.

Common Column Headers

The column headers we’ve used in the demonstration above are applicable to the Itinerary tab. Keep in mind that you can virtually use any word or phrase for your column headers, though. Below are some options you can consider.

For the Accommodation tab

Nearby shops and attractions
Room prices

For the Transportation tab

Travel date and times
Flight details, such as flight schedule and flight number
Car rental company, including name, address, and contact number

For the Budget tab

Daily budget
Total budget
Total amount spent
Amount remaining
Expense description

After adding your column headers, you can start filling out the fields with your information.

Step 3: Personalize Your Travel Planning Spreadsheet

All that’s left for you to do is add a touch of creativity to your vacation spreadsheet. Here are some ways you can do this.

Use Conditional Formatting

The term “conditional formatting” simply refers to a change in a cell’s appearance when certain requirements are met. Below is an example where we change a cell’s color to green when it contains the word “Done.”

Right-click on a cell, then select “View more cell actions” > “Conditional formatting.”

Accessing Google Sheets conditional formatting

On the side panel that appears, click the drop-down list under the “Format cells if…” menu.

Select “Text is exactly” from the options.

Changing conditional formatting rules in Google Sheets

Type “Done” in the “Value or formula” field.
Click on the “Done” button to save your changes.

Adding conditional formatting rules in Google Sheets

Drag the cell’s contents to copy the conditional formatting rules to other cells.

Use Alternating Colors

If you’re dealing with a lot of details, you can also use alternating colors, making it easier for you to read. Here’s how to enable different cell colors on your spreadsheet.

Select the cells you want to display in alternating colors.
On the menu bar, select “Format” > “Alternating colors.”

How to add alternating colors in Google Sheets

Choose your preferred color, then click the “Done” button to save your changes.

Selecting alternating color styles in Google Sheets

When to Use a Trip Planner Template

You can use spreadsheets every time you’re planning a trip — there’s no reason you shouldn’t! They are handy regardless of whether you’re traveling to a nearby town or going on an overseas vacation.

How about trip planner templates? Well, if you don’t have the time to create a spreadsheet from scratch, using a template would be excellent. These are some helpful pre-made planners that are ready for you to fill out.

Free Google Sheets Trip Planner Templates

1. daily itinerary planner spreadsheet.

Daily Itinerary Planner Spreadsheet screenshot

Especially when traveling to faraway places, going into detail about the activities you plan to do daily is a good practice. You can share this daily itinerary with the people you went on a trip with, letting them know where to find you in case of grave situations.

Template Features

Categorize your itinerary into multiple days (which are color-coded for organization)
Describe your activities in a separate section and indicate the time and location where you’ll do them
List the diners or restaurants where you can eat near the location of your activity
Schedule your day properly by indicating the end time for each activity

Access Template

2. Travel Budget Template

Allocating your travel budget ahead of time lets you set boundaries when it comes to spending. This lets you know what costs you need to put first, too. Such money allocation is rarely followed, though (with impulsive purchases and unplanned expenses), making it important to have an expense planner and tracker throughout your trip.

Categorize your expenses per location according to the transportation you used, your accommodation, food you ate, and activities you did
Pick from a drop-down list of common transportation methods (e.g., bus, car rental, ferry, etc.)
Enter your total and daily budget allocation, as well as their converted counterparts in your destination’s local currency
Automatically calculate your daily expenses, including the total amount spent and your remaining budget for the day
Calculate your total expenses throughout the trip, as well as the amount remaining from your budget

3. Travel Checklist Template

Successful and non-stressful trips can’t go without good preparation. For example, you’d want to ensure that your passport hasn’t expired yet before strutting over to your flight. A travel checklist spreadsheet would be handy in this case.

Set a completion status for each of your to-dos
Categorize your to-do list into “Travel prep,” “Home prep,” “Transportation,” and “Money/documents”
Add notes to each item on the list
Set a due date for your to-dos
Determine the number of days remaining for you to accomplish the things listed with an automatic counter included
Automatically count the number of tasks that are not yet done and those already finished

4. Destination Planner Spreadsheet

Destination Planner Spreadsheet screenshot

Researching your destination should always be part of your planning. For example, you want to know the available hotels and accommodations that you can opt for in your target location. This lets you find the ones with the lowest prices, the most convenient in terms of route, and more.

Knowing the current climate and the community there would be essential too. This allows you to anticipate what things to bring, what activities you can possibly do, and similar aspects.

Enter your destination’s information, such as its current season, whether it’s rural or urban, and more
List the tourist spots that you can visit in your destination, including their name, specific location, and transportation route
Detail the activities that you want to do, together with their category, description, duration, and estimated expenses
Find and compile a list of all available accommodations in your target location, as well as their name, address, price range, and pros/cons

5. Packing List Template

Before your trip, it is helpful to make a packing list of everything you’ll need — bathing essentials, clothing, money, documents, and more. Then, right before leaving your home, you can do a quick check to see if you’ve already placed every item on your list inside your luggage. You can do both with a packing list spreadsheet.

Enter the details of your target destination, such as its usual weather, temperature, clothing restrictions, and more
Add notes about your packing list
Categorize your items by location, like the beach, conference, office, and other places
Classify your things by type, such as clothing, money, documents, electronics, etc.
Mark the items “Ready” once you have prepared them inside your luggage

Why Use Our Templates?

Below are some reasons you’d want to use the travel spreadsheet templates we have here at Spreadsheet Point :

Formulas and Drop-down Lists

We added several drop-down lists for common topics to make things easier for you. For instance, we included a drop-down where you can select common transportation types like buses, ferries, airplanes, car rentals, and more.

Easy Sharing and Collaboration

All of our templates are built on Google Sheets — you can easily collaborate with your friends in planning your trip with the “Share” button.

Color-Coded Categories

We displayed each category in unique colors and shades to keep them tidy.

Other Trips on Planning Your Travel

In addition to the travel planning templates we’ve discussed, here are a few bonus tips you can apply to prepare for your trip:

Pick a location that your current finances can accommodate.
Don’t bring things that won’t fit inside your backpack to avoid paying for extra luggage costs.
When selecting a hotel or apartment, choose one that’s near major transportation lines.
Weigh whether taking a bus would be more cost-effective than taking a flight.
Always get travel insurance before embarking on your trip — it won’t shield you from accidents, but it will keep you from having an empty bank account.

Enjoy Your Trip with Everything Prepared

A lot of unknowns await you at your destination — unexpected expenses, spontaneous activities, booking problems, and more. With a trip planning spreadsheet, you can minimize these by anticipating the things on your journey. Feel free to use the templates we’ve included here to plan a successful trip today.

You can also access more of these useful templates on our Gumroad profile. Don’t forget to use the code “ SSP ” to get 50% off all templates!

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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!

The Ultimate Trip Planner Template - Easy To Use Excel Format! | trip planner template 1

FREE TRIP PLANNER TEMPLATE! MICROSOFT EXCEL & GOOGLE DOCS

Why use a spreadsheet to plan your trip.

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

Download your free trip planner template here

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

Using this spreadsheet

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

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

2. Planning

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

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

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

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

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

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

4. Itinerary

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

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

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

5. Packing List

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

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

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

6. Checklist

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

Bon voyage!

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Give us your feedback of the Trip Planner Template below!

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Pin to Pinterest | Trip Planner Template for Microsoft Excel or Google Sheets

CONTINUE PLANNING YOUR TRAVELS

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

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

SO HELPFUL ! THANK YOU SO MUCH !

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

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

NICE!! MUCHAS GRACIAS VERY COOL!!! Alina

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

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

Amazing template! Exactly what I needed. Thank you!

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

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

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

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

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

something about “delimited” something or another.

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

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

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

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

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

Thanks Nga! Happy travel planning!

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

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

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

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

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

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

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

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

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

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10 Free Travel Itinerary Templates for Your Next Trip in Google Docs, Excel, & Word

Content Partnership Specialist

March 25, 2024

There are a lot of things that go into planning a trip.

From scheduling flights, booking hotels and car rentals, planning activities, and ensuring all of them fit within your timeline and budget too!

Whether you’re a seasoned traveler or simply someone looking to create an organized travel schedule for your upcoming trip, then you should consider using an itinerary template.

Itinerary templates help you organize your activities, manage your time , calculate your expenses, give you a breakdown of all your important travel information before a trip, and help you make the most out of your business trip or vacation.

Head over to the sections below to find out what makes a good itinerary template, and discover 10 free templates you can use to help you plan your next trip! 🏝️

What is an Itinerary Template?

What makes a good travel itinerary template, 1. clickup business travel itinerary template, 2. clickup vacation planning travel itinerary template, 3. clickup event planning itinerary template, 4. clickup 24 hour itinerary template, 5. clickup basic agenda template, 6. clickup conference itinerary template, 7. clickup board meeting agenda template, 8. excel vacation itinerary template, 9. google docs travel itinerary template, 10. microsoft word business trip itinerary template.

An itinerary is a document that outlines all of the details of your trip, from your flight and hotel reservations to your planned activities and budget, to ensure that everything runs smoothly.

That said, trip planners should turn to itinerary templates to give you ready-to-use and organized fill-in-the-blank pages that you can use for every type of trip.

Itinerary templates can help business and leisure travelers:

Save time, plan more effectively, and provide an organized format for all the important details of their trip
Have a digital planner to keep track of all the details they need to consider when planning their travel, such as dates and locations, transportation and accommodations, and activities
Get quick access to all of the necessary details in one place
Help manage last-minute changes more effectively

Think of these free itinerary templates as your personal travel agent assistant. They’re there to assist you with planning the most important parts of your trip, so you spend more time enjoying the moment than worrying about what’s next and how you’re getting there.

Moreover, creating a detailed travel itinerary is beneficial if you’re visiting a new city or country you’ve never been to before.

So what should a travel itinerary look like? Let’s take a look!

There are several types of itinerary templates for different occasions. The most commonly used and sought templates are for business trips, vacations, event planning, and global and domestic travels.

And while there are many types of itinerary templates out there, the best ones offer the following basic elements:

Have clear and concise language
Organized and easy-to-read format
Customizable and easy to edit
Easily accessible and sharable

And if you need to shift your plans around due to unexpected changes, a solid travel itinerary template should offer the flexibility to let you make changes without compromising the flow of your trip. It also shouldn’t require you to start your travel itinerary from scratch.

Ultimately, these templates should help you create a personalized travel itinerary, save time, and stay organized to help you become a better planner.

Speaking of which—here are 10 hand-picked travel itinerary templates that can help you with that! Each one offers a unique format and features. Check them one by one to see which templates suit your needs the best.

10 Travel Itinerary Templates

Ensure that business trips are effectively planned to save time and lower costs using this template

Traveling for work?

This Business Travel Itinerary Template by ClickUp can help you get all your important travel details and work schedules, all in one place.

Easily notate your travel dates, hotel information, flight number, and other important information in an organized and easy-to-follow format in ClickUp Docs . If you have multiple travel plans or want to keep your past and future travel itinerary docs in one place, then simply add nested pages under one Doc to keep everything neatly organized and accessible.

And because ClickUp Docs allow you to have full control of sharing permissions and privacy, you can keep your pages private to protect your personal information or securely share them with selected people via a link.

Best of all, ClickUp is available on the mobile app , so you can take your itinerary template wherever you go and access it any time of the day.

Use this free travel itinerary template to streamline your business travel planning process and establish a consistent standard itinerary that you can use again and again.

Streamline your travel planning process using this template

Planning a road trip or exploring a new city?

Whatever type of vacation you’re planning for, this Vacation Planning Travel Itinerary Template by ClickUp can help you create a visual roadmap of your planned activities.

With this free travel itinerary template, you’ll be able to plan your destinations, use ClickUp Custom Fields to add important details such as hotel addresses, type of activity, hours of operation, travel time, accommodations, reservations, and so on to ensure you’re on the right track to hit all the spots you have planned to visit on your trip!

Additionally, this template allows you to visualize your road trip itinerary in Map view, as shown above, and other views in ClickUp, such as List, Embed Board, and Doc view. Each custom view offers a unique look at your travel itinerary to help you visualize and organize your plans in the best way that works for you.

Use these vacation planning templates to give you the structure and organization you need to plan your next trip and have a stress-free getaway!

ClickUp Event Planning Template allows you to align your team and resources for smooth collaboration to get the job done

Whether you’re born with natural event planning skills or perhaps someone who’s looking to get better at it, this Event Planning Itinerary Template by ClickUp can help you plan your next events with ease!

This event planning itinerary template includes three highly visual ClickUp Views that can be customized for any need, from organizing and scheduling event dates on a List and Board to drag-and-drop planning on a Calendar.

Each view provides pre-built Custom Fields, which allow you and your team to add important details, such as progress percentage bars, payment status, due dates, budget status, and more. You can also create Custom Task Statuses to help identify the stage each task is, keeping everyone in the loop on where each task stands at all times.

You can download the app on your mobile device to access your tasks regardless of your event’s location, and use this itinerary template to help you become a pro at planning events and start managing all of your business operations, teams, and event planning —all in one place.

This Template helps you stay focused and organized with a clear daily schedule

Sometimes, it’s best to take things day by day, especially when your workload and to-do lists are getting out of hand.

Seize the day and stay productive (and motivated) by turning to the 24 Hours Itinerary Template in ClickUp to guide you when creating your daily schedule!

This free itinerary template includes pre-built Custom Fields and Custom Task Statuses to help you easily plan and visualize your daily tasks. And because those features are fully customizable, you can edit and add whatever fields and statuses work best for your workflow.

Use this template to assist you with daily planning , so you easily view all of your to-dos, stay focused on what’s on your plate each day, and make the most of every day!

Use this template to create an organized agenda for your travel

Meetings are a great way to sync with people in real time.

However, without a proper agenda, you might forget to discuss important matters, lose control of the meeting flow, and veer off track, leaving the attendees with more questions than answers or thinking, “this could’ve been an email.” 😅

Don’t let that happen to you!

Whether you’re hosting a face-to-face or virtual meeting, having a prepared agenda beforehand keeps your meetings productive and helps make the most of your attendee’s time— the free Agenda Template by ClickUp can help you prep for your next meeting.

This template provides you with sections for your meeting details, participants, and so much more. And because this template is available ClickUp Docs, you can easily format the page to support any type of meeting , embed links to add more details to your agenda, and easily share it with your team before the meeting so they can come prepared with insights or questions.

Use this itinerary template to help you plan and keep your next meetings productive!

Event planners can use this Conference Agenda Template to help everyone stay on the same page when it comes to planning and organizing events.

Planning a conference and need a conference agenda template ?

This Conference Itinerary Template by ClickUp can help you create, visualize, and manage your events all in one centralized place.

This template offers pre-built views, such as Box, Calendar, and List view, and Custom Fields and Custom Task Statuses to allow you to create your ideal itinerary for your event. Moreover, you can add custom tags to your tasks to add another layer of organization to your itinerary and add new Custom Fields to keep your tasks as detailed as possible as you plan your live or virtual conference events .

And if you need help getting started, no problem. It comes with a Getting Started Guide to help you get familiarized with the template and serve as a guide to help you plan your next event !

ClickUp's Board Meeting Agenda Template serves as an outline to focus on and quickly address the key issues and ensure everyone is on the same page about what needs to be done

A meeting agenda is a must, especially for board meetings.

The Board Meeting Agenda Template in ClickUp offers pre-built Custom Fields to help board members and leadership create a high-level and organized meeting agenda, and run productive meetings. You may also add single or multiple assignees to each task and subtask to clearly note who’s responsible for completing the task or presenting the topics and check them off the list as each task or topic has been discussed to easily track and note what is yet to be completed.

Use this itinerary template to help you create an organized meeting agenda , keep everyone in the loop ahead of the meeting, and promote open discussion among all participants, which can lead to stronger decisions and better outcomes.

If you’re an Excel user, then this template is for you.

Microsoft Excel offers a handy Vacation Itinerary template that you can use to organize all of your trip details. Whether you want to start a road trip itinerary with friends or a personalized itinerary of your full trip, this trip itinerary template includes entries for flight information, lodging, emergency contacts, activities, and so on.

Once you’ve filled out the template with the details of your trip, simply save it on your computer or print it to take a physical copy of your itinerary with you or leave a copy for your friends and family while you’re away on your vacation.

If you like keeping things simple when planning your trips, then this travel itinerary template will work for what you need.

This template allows you to add and edit your travel details, such as destinations, transportation, lodging, and what you need to pack for your trip, in organized tables in Google Docs (where you can also connect to Google Sheets).

This is one of the many customizable templates that’s free to download. Save it on your computer or print a copy to take with you!

Microsoft Word Business Trip Itinerary Template

Keep your business trips as stress-free as possible by creating a detailed flight itinerary, meeting schedule, and more all on one page. Use Microsoft Word’s Business Trip Itinerary template to keep track of important dates, departure and arrival times, destination addresses, phone numbers, travel time, and other notes about each item on your itinerary.

Start Planning Your Next Trip with Travel Itinerary Templates

When it comes to planning trips, having an itinerary is key.

But we get it. Making a detailed itinerary can be quite time-consuming. That’s why using an itinerary template can be such a great tool! Stay organized and use the templates we provided above as a starting point for creating your own customized itinerary for your upcoming trips and events.

And if you’re a fan of customizations, then you’ll click well with ClickUp.

It offers a fully customizable platform with hundreds of features and templates to give you the power to create a personalized experience, connect all your notes and work together, and build a workflow and itineraries that work for you.

Get access to ClickUp’s customizable templates for free today, and start getting excited about planning your next event!

Bon voyage! 👋

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10 Best Accounting Software for Travel Agencies

Do you ever feel like you’re drowning in a sea of financial data? Are you tired of spending countless hours tracking down transaction records, trying to reconcile accounts, and manually generating financial reports?

If you’re a travel agency, you know that managing finances can be an overwhelming task. But fear not, intrepid travel agency, because we’re here to help you navigate the choppy waters of accounting software.

Let’s face it, money is the lifeblood of any business, and travel agencies are no exception. Without proper financial management, your business could easily go off course. That’s why it’s essential to have top-of-the-line accounting software to keep your finances organized and running smoothly.

In this article, we’ve compiled a list of the best accounting software options for travel agencies to help you make an informed decision.

So, get ready to say “bon voyage” to financial stress! With the right software, you’ll be able to navigate the financial waters with ease, so you can focus on what you do best: creating unforgettable travel experiences for your clients.

The List of Best Accounting Software for Travel Agencies:

1. quickbooks online.

Some may argue that QuickBooks Online is the best accounting software for travel agencies. QuickBooks online is the equivalent of a Swiss Army Knife. It’s packed with features to help you manage your finances, from invoicing and payment processing to expense tracking and tax preparation. Plus, it’s cloud-based, so you can access your financial information from anywhere, at any time. With QuickBooks Online, you’ll have everything you need to keep your travel business running smoothly.

Xero is another cloud-based accounting software for travel agencies. It offers similar features to QuickBooks Online but with a more user-friendly interface. Xero also integrates with a wide range of other business applications, such as travel booking platforms and payment gateways, so you can streamline your entire financial process.

3. FreshBooks

FreshBooks is a great choice for travel agencies that want easy-to-use accounting software that’s packed with features. With FreshBooks, you can send professional invoices, track expenses, and accept payments – all from one platform. Plus, its mobile app makes it easy to manage your finances on the go, whether you’re at the airport or lounging on a beach somewhere.

Wave is a free accounting software that’s perfect for small travel agencies. It’s ideal if you’re just starting out and don’t want to invest a lot of money in accounting software. Despite being free, Wave still offers a range of features, including invoicing, payment processing, and expense tracking. Plus, it integrates with a range of other business applications, so you can customize your financial process to suit your needs.

5. Zoho Books

Zoho Books is a cloud-based accounting software that’s perfect for travel agencies looking for a comprehensive solution. It offers invoicing, expense tracking, and payment processing capabilities, along with a mobile app that lets you manage your finances on the go. Plus, it integrates with other popular business applications like Zoho CRM, so you can streamline your entire financial process.

6. Sage Business Cloud Accounting

Sage Business Cloud Accounting is a powerful accounting software designed for small to medium-sized businesses. It offers a range of features including invoicing, payment processing, and expense tracking, along with inventory management and project management capabilities. With Sage Business Cloud Accounting, you’ll have all the tools you need to manage your finances and grow your travel business.

7. NetSuite

NetSuite is a cloud-based accounting software that offers a range of features to help travel agencies manage their finances. It provides invoicing, payment processing, and expense tracking capabilities, along with robust reporting and analytics to help you gain valuable insights into your finances. With NetSuite, you’ll have a comprehensive solution that seamlessly integrates with your other business applications.

8. Zoho Invoice

Zoho Invoice is a user-friendly accounting software that offers a range of features to help travel agencies manage their finances. It provides invoicing, payment processing, and expense tracking capabilities, along with time tracking and project management features. Zoho Invoice is also an online accounting software for travel agencies, so you can create professional invoices and accept payments online, making it easy to get paid for your travel services.

9. MYOB Essentials

MYOB Essentials is a cloud-based accounting software that offers a range of features for small to medium-sized travel agencies. It provides invoicing, payment processing, and expense tracking capabilities, along with inventory management and payroll features. MYOB Essentials also integrates with other popular business applications, such as payment gateways and customer relationship management (CRM) software.

Choosing the Right Accounting Software for Your Travel Agency

Now that you know some of the best accounting software options for travel agencies, how do you choose the right one for your business? Here are some factors to consider:

Your budget: Some accounting software options, like Wave and Zoho Invoice, are free or low-cost, while others, like NetSuite, can be quite expensive.

Your business size: If you’re a small travel agency, you may not need all the features of a larger accounting software solution like NetSuite. Look for software that fits your business size and needs.

Your industry-specific needs: If you need features like commission tracking or trip costing, consider accounting software options like TravelWorks that are specifically designed for the travel industry.

Integration with other business applications: Look for accounting software that integrates with other applications you use, such as payment gateways or CRM software, to streamline your financial process.

The level of support and customer service is another important factor to consider. It’s crucial to have access to knowledgeable support staff who can help you troubleshoot any issues that may arise and answer any questions you have about using the software.

The ease of use and user interface of the accounting software you’re considering. The software should be intuitive and user-friendly, allowing you to navigate through the system and perform tasks with ease.

Your long-term goals for your travel agency . As your business grows and evolves, your accounting software needs may change as well. Look for software that can scale your business and offer advanced features as you need them.

Don’t Let Finances Hold You Down: Accounting Software Can Help You Soar!

Managing your travel agency’s finances can be a daunting task, but with the right accounting software, you can make it a breeze. From the free and easy-to-use options like Wave and Zoho Invoice to more comprehensive solutions like NetSuite and TravelWorks, there’s a software option to suit every travel agency’s needs.

It’s not just about choosing the right accounting software, it’s also about seamlessly integrating it with your other business applications. That’s why Travel Booster’s comprehensive ERP comes with endless integrations, making it seamless to integrate your accounting software. This results in an even more efficient financial process, freeing up your time to focus on other aspects of your business.

And we know that every travel agency has unique financial needs, which is why our software supports all types of accounting transaction methods, whether it’s domestic/outgoing, agents vs. sales and purchases, or anything in between.

Our unique TBAPI allows us to export all accounting data into a generic Excel format that can be easily transmitted onto any accounting software. This means that you have the freedom to choose the best accounting software for your travel agency’s needs, without worrying about compatibility issues. We believe that financial management should be stress-free and seamless, and our accounting software is designed to make that a reality.

So if you want to take your travel agency’s financial management to the next level, look no further than Travel Booster. Our comprehensive ERP enables endless integrations, providing you with the tools you need to succeed in today’s competitive travel industry.

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Plan a trip or a vacation

From international trips with friends to a weekend getaway with family, different trips require different plans. With so many moving parts, it’s easy to get lost in the details. This is where we come in. Use the Microsoft apps and services you know and love to get you organized, so you can spend less time planning and more time having fun.

Brainstorm ideas for a group travel vacation

Roll call! Planning a trip with others is a group effort. From brainstorming together to narrowing down availability, wrangling people to make a decision can feel like herding cats. Instead of dealing with long email chains or disorganized text message threads, rely on the apps, products and travel templates from Microsoft to help.

A digital binder to store everything

With OneNote, you can easily keep everything you need for your trip, organized and with you. Create sections for different needs such as brainstorming, travel notes, itineraries, and more.

You can access it from anywhere you've got an internet connection... and it's free!

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"I just love having EVERYTHING in one place."

Tip: Consider seasonality and special needs Popular events might mean higher prices and crowds. Consider these factors for people who may have special needs in your group. For example, an elderly person may have difficulty with mobility where a large event is taking place.

When traveling in a group, it's important to be aware of everyone's needs. From emergency contact info to allergies, each person should fill out an emergency info and make them accessible to the group, just in case. You can use one of these list templates on Microsoft Create.

Tip: Get to know the culture Traveling internationally? Be mindful of the customs, traditions, and common laws of the country you're visiting. Researching these can go a long way to make sure you’re being respectful and safe.

Budget for the group vacation or trip

Budgeting for the group vacation or trip

Dealing with money can be a fickle thing… especially among friends and family you’re traveling with. Whether you’re planning a short trip or a long excursion, planning a budget and keeping track of expenses is important to ensure you don’t overspend while having fun. With these budgeting and budget tracking tools , you can skip the bickering and focus on enjoying your time instead.

How much do you want to spend on your trip? Depending on the needs of the trip and your personal preference, where you want to invest your money matters.

Tip: Check your own finances first This may feel like common sense, but it's easy to be swayed by a group. Take a look at your own finances first and make a decision on what your limits are and consider what is important to you. For example, if you're a foodie, you might want to take a cheaper airline in order to splurge on food.

Tip: Make agreements before the trip It may be an uncomfortable conversation to have, but agreeing as a group ahead of time can save a lot of potential arguments later. For example, does everyone pay an equal %? Does one person pay for transportation and another pay for lodging?

"I'm just glad there's no more bickering about who spent how much more..."

Create the perfect travel itinerary.

This is the fun part—well, at least the fun part of planning. Creating an itinerary is all about discovery and seeing the potential of what your vacation can be. A hotel in a great neighborhood, top-rated restaurants nearby, iconic destinations, and more. There’s so much to find (and organize)... if only there was a single place to do it. Oh wait, there is.

Tip: Different vacations require different needs International trips may require a visitor’s/tourist Visa. You’ll need to research this in advance and make sure you request one in time for your trip.

"I never thought that all I would need to plan my roadtrip would be Bing!"

Tip: Schedule time for nothing It may seem counter-intuitive… but pick an interesting area and give yourself time to wander. You never know what hidden gems you might find when you slow down and take in the sights around you.

Tips before you leave on a group vacation

Flights and lodging booked, restaurants reserved, tickets purchased… You’ve got everything ready. Or do you? If you’ve ever felt that nagging sensation of “I think I forgot something” you know just what we’re talking about. Get a second opinion to help make sure you’re totally prepared for your trip with these handy tools.

Break the language barrier

If you're going to a destination where you don't speak the language, it can no doubt be a little daunting. With a little help from Microsoft, you can turn your phone into a live translator to help you navigate unfamiliar places. The Microsoft Translator app can translate text, speech, and images such as menus and signs. It can also help you speak like a local by hearing your translated phrases to help you with pronunciation.

Tip: Traveling with pets Different airlines have different pet policies. Research in advance what pet policy your airline has, as they might have breed restrictions or health policies. Most of all, make sure your furry companions are comfy for the flight, with plenty of food and water.

Tip: Traveling with the elderly or children Make sure to bring proper identification, weather-appropriate clothes, any medication, and brief them on how to contact someone in case of emergencies. Depending on the type of trip, you might also want to consider travel insurance or other safety precautions.

Create and share vacation memories

When you get back from your adventure, the first thing you want to do is share the amazing memories you've made... but before you do that, you'll want to make sure you have all the photos that were taken on the trip available to you.

One place to store it all

You can create a folder that's shared only to those in your travel group. You can add all your pictures there and they can upload theirs as well. It's a super simple way of making sure everyone can share photos with each other.

With tons of photos you can now dive into creating a story to share with friends and family!

Tip: Make your shared OneDrive folder before you leave This makes it easy for everyone to upload photos during the trip, so you don't need to wait for them all at once!

"Sway is so pretty... I can't get over it. I made one for my honeymoon and my parents will STILL look at it!"

Tip: Tell a story with more than pictures When creating a memorable photo book or story, it's important to remember the details. Share tidbits you learned during your experience to help your vacation story come alive!

With lots of templates and Design Ideas that intelligently help you create layouts that meet your needs, PowerPoint can be the ultimate digital photo album tool.

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xLWebPro Ver 6.0 has now completed nearly 2 years of successful operations in India, Afghanistan, Kuwait, Qatar & UAE. Nearly 145 travel agents are enjoying the benefits of this software.

" Excel " is now planning to appoint " Authorised Re-Sellers " for this product in Afghanistan, Bahrain, Kuwait, Oman, Qatar, Saudi Arabia & UAE. Your likely profit margins can start from a low of 35% (US$ 100/= giving you back US$ 135/=) in some cases up to a high of 525% (US$ 100/= giving you back US$ 625/=) in other cases. Sounds interesting? Immediately ask for details as this offer is strictly on a First-Come-First-Serve basis. And we shall appoint only one Authorised Reseller in one country.

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8 apps that will help track your travel expenses

Young female traveller using smartphone in hotel room while on vacation

Keeping track of travel expenses can be challenging. With paper receipts, email receipts and not being handed any receipt at times, it's important to be organized for both the business and leisure traveler.

Fortunately, for those who are not the best at having a good grasp on their expenses, there are many apps that can simplify your life. These apps help with expense reports, budgeting purposes, tax preparation and splitting expenses among friends.

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With something for everyone, here are the best apps to help you keep track of your expenses.

TrabeePocket

TrabeePocket is a straightforward app that allows you to keep track of your expenses for a given trip. Before you even start your trip you can add all prepaid expenses to the "preparing" tab. This allows you to account for your flights and any tours you might have booked in advance. Once your trip begins you can easily add all additional travel expenses. You can categorize your expenses into eight different categories, but with the paid version, you can add as many additional categories as you want if you have very specific expenses you want to track. The free version also only allows you to track one currency per trip, but the paid version allows you to track multiple currencies in one trip file.

Not only will TrabeePocket serve as a place to file your expenses, it also helps you on the budgeting front as well. You can set a monthly budget and have your expenses track against that overall number. If you are earning income during your travel, you can also enter income to a specific trip expense.

One neat feature of this app is that you can take pictures and tie it to a specific expense. This is great for the backpacker or family traveler who wants to remember exactly what the expense was used for, or to keep track of trip suggestions. Business travelers can also use this feature by taking a picture of a receipt if it is needed for a corporate expense report.

Cost: Free; Upgraded version is $1.99 and includes some additional options (i.e., multiple currencies, additional categories, view and export expense report)

Download: Google Play Store or iTunes App Store

Trail Wallet

Trail Wallet is very similar to TrabeePocket, but unfortunately is not available to Android users. With this app, you can add as many categories as you want to separate expenses and everything is color coded to make the app more visually appealing. (Unlike TrabeePocket, you do not need to pay for an upgraded version to add more categories).

When you enter your travel expenses, you'll tie it to both a trip and a date. This allows you to view your expenses at a Month View or Trip View. You can also spread expenses across multiple dates so you can see your daily expenses for a certain trip. This is handy if you are on a daily budget to ensure you're not exceeding the amount you can spend on a particular day.

One nice feature of this app is that you can add as many currencies as you'd like within a certain trip. This comes in handy if you are paying in multiple currencies — for example, flight and hotel costs in USD, but food expenses in euros.

This app caters more toward individual or family travel as you cannot invite friends to add expenses. You can, however, take pictures of receipts and tie them to a specific expense, and then export the images — perfect for keeping all receipts or for business travelers for expense purposes.

Cost: Free for the first 25 expense items added to a single trip; Upgraded version is $4.99 which allows you to enter an unlimited number of expenses per trip.

Download: iTunes App Store

Concur is one of the top expense programs for business travel. This app is definitely more involved then some of the others on the list, but it has all the bells and whistles for keeping your expenses fully organized. If you work for a large corporation, you might already find that this is the required app to use for your business expenses.

Expenses from corporate credit cards will automatically be uploaded and you can also manually add out-of-pocket expenses. For manually entered expenses, employees can take a picture of their receipt which will be included in their expense report. For the business traveler with many paper receipts during the week, this app helps ensure that all expenses are reimbursed properly.

If you run a small-business, this is a great platform for you and your employees to use as it allows you to manage expenses and prepare expense reports. When I worked for a large consulting company, I used this program on a weekly basis. Being able to keep track of my work expenses to ensure I was reimbursed with every amount paid out of pocket was huge. For solo and group travelers, this is not the app I suggest using as there is no need to pay the monthly fee as there are many other free apps available.

Cost: Fee depends on number of users and account type.

Related: 5 tips to turn business travel into family vacations

Tripcoin is a very simple app to use that will track all of your expenses against a particular trip. You can tie each expense to a specific category, enter a city location and a defined date and time. You can also include notes and a screen shot to keep better track of every purchase you make.

This app has an atheistically pleasing filter capability, where you can look at expenses between a given date, within a certain category, a type of payment method or within a particular country. There is also a real-time currency converter or you can set custom currency exchange rates if needed.

Best of all, you can automatically back up all of your data by enabling the Dropbox integration. With many of the other apps listed here, if you lose your phone or if your data gets wiped out, you will lose all of the expenses entered. If this does happen, with this specific app, all of your expenses are saved and can be re-imported.

Unfortunately, this app is only available for iPhone users.

SplitWise is one of my personal favorites and an app I've been using for years. If you are traveling in a group , this is the app for you. The best, and unique feature, is that you can have friends or family members join a group and everyone can enter all expenses incurred for the joint trip. The app will then itemize expenses and tell each individual how much they owe to make things equal. You can even designate which expenses should be split among certain individuals. Like most of the other apps, you can also take include a picture and notes for every expense entered.

I have used the app for friend and sibling trips, including bachelorette parties, group ski trips and even just day trips. Aside from travel expenses, you can even use it to split up expenses among roommates or just everyday purchases with friends.

Cost: Free; Upgraded version is $2.99/month ($29.99/year) which includes receipt scanning, currency conversion and more.

Tricount is a simple app, but a great choice for group travel . It works very similar to SplitWise where you can split expenses among multiple travelers in your group. Everyone can add their own expenses and designate the specific amount (or percentage) for each individual within the group. At the end of the trip, you'll then receive a breakdown of what everyone owes each other.

The app supports multiple currencies and allows you to take pictures of images or receipts to go along with every expense entered.

Cost: Free; Upgraded version is $0.99 and allows you to have an ad-free experience.

Related: 30 essential travel apps every traveler needs to know

If keeping track of receipts is high on your priority list, then the Foreceipt app will be perfect for your needs. You can attach a receipt with all expenses entered and all images will automatically be saved to your Google Drive account. Additionally, all email receipts can be tracked as well by forwarding them directly to Foreceipt email address and including your unique ID.

Other features include the capability to batch upload bank transactions and downloading excel reports for tax return purposes — perfect for those who need to write off travel expenses.

Within the app, Foreceipt allows you to enter your income, bills and travel expenses to track against your overall budget. You can also tie all travel expenses to one of many pre-populated categories.

With these more involved capabilities, business travelers and those who own small businesses will probably find this app more useful than solo or group travelers.

Cost: Free; Upgraded version is $3.99/month ($38.99/year) and includes more receipts scans per month, email receipts and expense reports.

Expensify caters toward both individual and group travelers traveling primarily for business. This app allows you to complete all the simple tasks such as documenting your expenses and taking a picture of your receipt, but goes one step further where you can submit your expenses to your manager or accountant (or really whomever you'd like).

For those who need to keep track of mileage driven, this app allows you to not only manually enter your information but also has a GPS calculator which you can turn on to track your distance. You can also enter your time worked, which helps those needing to track billable hours.

The app also features more than just a place to submit your expenses, as you can keep track of business operations and even set expense policies.

On the feel good front, Expensify will also donate $2 for every $1,000 in expenses to Expensify.org. These donations are given to a broad range of campaigns to help organizations around the world.

Cost: Free up to five scans a month; Upgraded version is $4.99/month per user giving you unlimited scans and additional automatic capabilities.

Bottom Line

With many apps to keep track of your expenses, it helps to find one that fits your needs. Whether you are traveling for business or pleasure, with a group or on your own, there are many apps out there that work well depending on your needs.

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Best 10 Travel Excel Template Free Download

Excel keeps us well organized in every field with its numerous features. It presents data in tabular form so that easy to understand for everyone. Excel also has numerous pre-defined functions like sum, and subtract for making basic calculations in no time. But the drawback is that it does not have any default templates. A lot of excel templates are available online.

In this article, I have explored some of the most comprehensive travel excel templates. You can download any of the travel templates and customize them for preparing your travel plan. All of the travel excel templates are available for free. Traveling needs a lot of planning such as budgeting, a list of things to do, and a suitable schedule. Following are some most frequently used travel excel templates:

1. Useful Travel Schedule Excel Template:

Looking for perfect travel scheduling? Download this blue-colored well-organized travel excel template as it allows you to plan your accommodation, transportation, budget, and many other things.

2. Travel Expense and Reimbursement Form Template:

Wants to calculate your travel expense? Edit this simple travel excel template with your data to calculate your total travel expense. Free download this life easier template. You can also customize it for your monthly travel excel template.

3. Travel Account Book Excel Template:

Make your travel fully managed with this simply beautiful travel excel template. It allows you to calculate all of the expenses you have while traveling. Grab this wonderful template for free.

4. Fresh Travel Bookkeeping Form Excel Template:

This professional travel excel template helps you to keep track of all expenses you spent on different travels. Such templates are used by the organization to accommodate their employees on their company-based travel.

5. Travel Carry-on List Excel Template:

Make simple travel excel template for your easiness. So you cannot miss anything to bring with you. Free download this professional travel excel template.

6. Travel Expense Report Excel Template:

Make your travel expenses report to find out what you have spent on your previous travel. Make sure to add up all the expenses for a more realistic travel expense report.

7. Travel Expense Report Excel Template:

Prepare your travel expense report by using this simple travel excel template. Free download this fully described expense template.

8. Business Trip Application Excel Template:

This is the minimalistic travel excel template for business trip applications. It can be used in a business organization as a request for expenses for a business trip. This is available for free download.

9. Business Trip Application Form Excel Template:

A well-described business trip application that you can use for requesting a business trip. This professional travel excel template includes the reason for the trip, days of the trip, and expense of tip. You can download this simple travel excel template for free.

10. Business Trip Form Excel Template:

The tabular form always presents data in a more sophisticated and arranged form. You can download free this minimalistic travel excel template.

Travel excel template designed to facilitate you. Don’t miss the travel template if you are planning any travel. These can also be customized for the monthly travel excel template. WPS office software has a huge variety of travel excel templates. Visit WPS office software for exploring more templates related to different formats.

1. Free Download 10 Travel Planner Template Excel
2. 10 Best Mileage Log Excel Template to Track Your Business Travel
3. Top 10 travel expense report template Excel download 2022
4. Ten Best Travel Budget Template Excel Free Spreadsheet
5. 9+ simple travel itinerary template Excel free download
6. The 10 best travel itinerary template Word: how to organize your trip

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5 travel apps every traveler should download.

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Downloading the best travel apps can be the key to a successful trip

Have apps, will travel. We rely on apps for pretty much every facet of life, and when you’re on the road, having a few travel apps queued up can help save stress, time and money, and make your trip so much better in very simple ways.

Beyond your standard airline, railroad, hotel chain and fast food apps, here are five travel-specific apps every traveler should download on their smartphone before heading out.

Top 5 Travel Apps

Google maps.

If you’re not using Google Maps to do more than navigate your trip, you’re not using it right. Google Maps is an essential part of any trip in 2024, for so many reasons. Firstly, you can download offline maps before you go, an extremely helpful resource if you don’t have service and need to find your way (you know, since no one has paper maps anymore). Google Maps can also help you plan a route with multiple stops, add starred and flagged places your network recommends and use AI to help with travel searches. Google Maps can help you find your parked car, find gas stations and so much more. Free to download in Apple App Store and Google Play.

Hikers, this one’s for you. Hikers of all levels can find hiking routes, long walks and camping sites via AllTrails , which offers peer-rated reviews of each spot, rankings and a level of easy, moderate or hard. Depending on your activity preference, AllTrails can also recommend spots for mountain bikers, wheelchair users, runners, hikers with dogs and more. A free version is comprehensive, but avid hikers may want to sign up for a subscription to AllTrails+, which offers even more details about your outdoor activity, including air quality, satellite weather, pollen, light pollution and user heatmaps. Free to download in Apple App Store and Google Play.

A smartphone can be an essential hiking tool, especially when you're out of town.

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Spontaneous travelers should download Hotel Tonight for last-minute bookings, often at a discount. The hotel app offers flash deals, as well as the ability to book stays in advance or for multiple nights and it’s perfect for procrastinators who just need a place to crash. It’s also great for flight delays, unexpected stop overs or road trips with no specific route in mind. Planners can also favorite specific properties before they travel to check nightly deals. Regular users will earn perks and steeper discounts after multiple bookings. Free to download in Apple App Store and Google Play.

If you’re traveling with your dog in tow, the BringFido app is a must have. The user-sourced and ranked database offers listings of accomodations, restaurants, events, activities and more that are dog-friendly in towns and cities across the United States and beyond. The app is great for playing a dog-friendly itinerary or finding a dog-friendly brewery or fenced in park on the go. Users can also post their favorite spots and leave tips for other dog visitors and their owners. Free to download in Apple App Store and Google Play.

Travel is so much better with a dog, especially when you know where to take your four legged travel ... [+] buddy.

Itinerary lovers, this one’s for you. TripIt is perfect for those organizing a major getaway or organizing a bunch of small trips that you just can’t possibly remember all the details for (flights, hotels, car rental, etc.) The free app aggregates all the plans in your email, stores confirmation numbers and will send alerts to remind you to leave for the airport, check in to your next accomodation, head to your dinner reservation and more. It’s like a personal assistant in your pocket, that can also track your rewards points, help with flight compensation and more. A free version is sufficient, but $49 for a year of TripIt Pro earns you extra benefits like airport navigation, baggage claim info and potential reimbursement, and the ability to upload 25 documents. Free to download in Apple App Store and Google Play.

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Can an Excel spreadsheet with GPT-2 replace Copilot Pro? No, but it shows us how AI works.

What you need to know.

A software developer named Ishan Anand put the entire GPT-2 small model inside a 1.25GB Excel spreadsheet.
The model was placed inside the spreadsheet to illustrate how AI processes information.
Anand has a series of videos walking through how the spreadsheet works and explaining insights learned by placing GPT-2 inside Excel.

Microsoft wants to pack GPT technology into just about every service and app it owns these days, and other tech companies are eager to integrate GPT models into various services. But what happens when you put all of GPT-2 inside an Excel spreadsheet? Rather than a tool for performing tasks or coding, you end up with a teaching tool.

According to Ishan Anand, the software developer behind " spreadsheets are all you need ," "if you can understand a spreadsheet, then you can understand AI!" Those aren't just empty marketing words either. Anand placed the entirety of GPT-2 inside an Excel spreadsheet to illustrate how AI functions. Specifically, GPT-2 small has been packed inside of Excel to teach how AI works.

As you would expect from a sheet that holds an entire GPT model, you may run into issues when navigating the spreadsheet. "Unfortunately, it is not unusual for Excel to lock up (but only on a Mac) while using this spreadsheet," said Anand. "It is highly recommended to use the manual calculation mode in Excel and the Windows version of Excel (either on a Windows directory or via Parallels on a Mac)."

Anand has a series of lessons that use the spreadsheet to illustrate how AI works. The videos break things down in a way that makes it much easier to stand how a model receives information, categorizes it, and then acts. You can download the spreadsheet used by Anand through GitHub .

The first lesson is a 10-minute video called Demystifying GPT with Excel. The video illustrates how GPT-2 processes information, providing insight into how models function and process information. The second lesson goes deeper into detail, including explaining the tokenization phase and the Byte Pair Encoding algorithm that's used in models like ChatGPT.

Anand has an extra lesson that goes even deeper to explain how he used Excel throughout his lessons.

GPT-2 is a precursor to more powerful GPT tech, such as GPT-4 Turbo that now powers the free version of Microsoft Copilot . GPT-2 was around before "chat" was added to a GPT model.

Grounding AI

While there are genuine security concerns surrounding AI, a lot of fear about technology comes from a lack of information or misinformation. Talking with people about AI reminds me of when I spoke with a person afraid of using a car with an automatic transmission because "the car may just drive itself and get in a crash!" People hear tidbits about tech and then conflate things that sound similar with cursory knowledge but are actually quite different.

Videos like the ones Anand shared help illustrate how AI models work rather than focusing on what they can do. In addition to being interesting and educational, the videos show how far AI has to go before it starts looking like Skynet. Of course, if we ever do reach Skynet levels of AI, we should have an emergency brake in place , thanks to Microsoft President Brad Smith and regulations.

Can an Excel spreadsheet with GPT-2 replace Copilot Pro? No, but it shows us how AI works.

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‘A Lot of Chaos’: Bridge Collapse Creates Upheaval at Largest U.S. Port for Car Trade

A bridge collapse closed Baltimore’s port, an important trade hub that ranks first in the nation by the volume of automobiles and light trucks it handles.

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Shipping in the Port of Baltimore

Monthly cargo handled by the Port of Baltimore

By Peter Eavis and Jenny Gross

March 26, 2024

The Baltimore bridge disaster on Tuesday upended operations at one of the nation’s busiest ports, with disruptions likely to be felt for weeks by companies shipping goods in and out of the country — and possibly by consumers as well.

The upheaval will be especially notable for auto makers and coal producers for whom Baltimore has become one of the most vital shipping destinations in the United States.

As officials began to investigate why a nearly 1,000-foot cargo ship ran into the Francis Scott Key Bridge in the middle of the night, companies that transport goods to suppliers and stores scrambled to get trucks to the other East Coast ports receiving goods diverted from Baltimore. Ships sat idle elsewhere, unsure where and when to dock.

“It’s going to cause a lot of chaos,” said Paul Brashier, vice president for drayage and intermodal at ITS Logistics.

The closure of the Port of Baltimore is the latest hit to global supply chains, which have been strained by monthslong crises at the Panama Canal, which has had to slash traffic because of low water levels; and the Suez Canal, which shipping companies are avoiding because of attacks by the Houthis on vessels in the Red Sea.

The auto industry now faces new supply headaches.

Last year, 570,000 vehicles were imported through Baltimore, according to Sina Golara, an assistant professor of supply chain management at Georgia State University. “That’s a huge amount,” he said, equivalent to nearly a quarter of the current inventory of new cars in the United States.

The Baltimore port handled a record amount of foreign cargo last year, and it was the 17th biggest port in the nation overall in 2021, ranked by total tons, according to Bureau of Transportation Statistics.

Baltimore Ranks in the Top 20 U.S. Ports

Total trade in 2021 in millions of tons

Baltimore ranks first in the United States for the volume of automobiles and light trucks it handles, and for vessels that carry wheeled cargo, including farm and construction machinery, according to a statement by Gov. Wes Moore of Maryland last month.

The incident is another stark reminder of the vulnerability of the supply chains that transport consumer products and commodities around the world.

The extent of the disruption depends on how long it takes to reopen shipping channels into the port of Baltimore. Experts estimate it could take several weeks.

Baltimore is not a leading port for container ships, and other ports can likely absorb traffic that was headed to Baltimore, industry officials said.

Stephen Edwards, the chief executive of the Port of Virginia, said it was expecting a vessel on Tuesday that was previously bound for Baltimore, and that others would soon follow. “Between New York and Virginia, we have sufficient capacity to handle all this cargo,” Mr. Edwards said, referring to container ships.

“Shipping companies are very agile,” said Jean-Paul Rodrigue, a professor in the department of maritime business administration at Texas A&M University-Galveston. “In two to three days, it will be rerouted.”

But other types of cargo could remain snarled.

Alexis Ellender, a global analyst at Kpler, a commodities analytics firm, said he expected the port closure to cause significant disruption of U.S. exports of coal. Last year, about 23 million metric tons of coal exports were shipped from the port of Baltimore, about a quarter of all seaborne U.S. coal shipments. About 12 vessel had been expected to leave the port of Baltimore in the next week or so carrying coal, according to Kpler.

He noted that it would not make a huge dent on the global market, but he added that “the impact is significant for the U.S. in terms of loss of export capacity.”

“You may see coal cargoes coming from the mines being rerouted to other ports instead,” he said, with a port in Norfolk, Va., the most likely.

If auto imports are reduced by Baltimore’s closure, inventories could run low, particularly for models that are in high demand.

“We are initiating discussions with our various transportation providers on contingency plans to ensure an uninterrupted flow of vehicles to our customers and will continue to carefully monitor this situation,” Stellantis, which owns Chrysler, Dodge, Jeep and Ram, said in a statement.

Other ports have the capacity to import cars, but there may not be enough car transporters at those ports to handle the new traffic.

“You have to make sure the capacity exists all the way in the supply chain — all the way to the dealership,” said Mr. Golara, the Georgia State professor.

A looming battle is insurance payouts, once legal liability is determined. The size of the payout from the insurer is likely to be significant and will depend on factors including the value of the bridge, the scale of loss of life compensation owed to families of people who died, the damage to the vessel and disruption to the port.

The ship’s insurer, Britannia P&I Club, part of a global group of insurers, said in a statement that it was “working closely with the ship manager and relevant authorities to establish the facts and to help ensure that this situation is dealt with quickly and professionally.”

The port has also increasingly catered to large container ships like the Dali, the 948-foot-long cargo vessel carrying goods for the shipping giant Maersk that hit a pillar of the bridge around 1:30 a.m. on Tuesday. The Dali had spent two days in Baltimore’s port before setting off toward the 1.6-mile Francis Scott Key Bridge.

State-owned terminals, managed by the Maryland Port Administration, and privately owned terminals in Baltimore transported a record 52.3 million tons of foreign cargo in 2023, worth $80 billion.

Materials transported in large volumes through the city’s port include coal, coffee and sugar. It was the ninth-busiest port in the nation last year for receiving foreign cargo, in terms of volume and value.

The bridge’s collapse will also disrupt cruises traveling in and out of Baltimore. Norwegian Cruise Line last year began a new fall and winter schedule calling at the Port of Baltimore.

An earlier version of this article misstated the Port of Baltimore’s rank among U.S. ports. It was the nation’s 17th biggest port by total tons in 2021, not the 20th largest.

How we handle corrections

Peter Eavis reports on business, financial markets, the economy and companies across different sectors. More about Peter Eavis

Jenny Gross is a reporter for The Times in London covering breaking news and other topics. More about Jenny Gross

IMAGES

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Can an Excel spreadsheet with GPT-2 replace Copilot Pro? No, but it
What you need to know. A software developer named Ishan Anand put the entire GPT-2 small model inside a 1.25GB Excel spreadsheet. The model was placed inside the spreadsheet to illustrate how AI ...
Get Microsoft Office Professional for Windows for $56 right now
Thankfully, Microsoft offers a lifetime license to their well-loved app suite where you can do just that. Right now you can get this lifetime license for your Windows PC for $56 on Stack Social ...
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French software startup Pigment SAS is said to be the country's newest unicorn after raising $145 million in venture capital, 10 months after its last financing.. The round mostly comprised ...
Baltimore Bridge Collapse Creates Upheaval at Largest U.S. Port for Car
By Peter Eavis and Jenny Gross. March 26, 2024. The Baltimore bridge disaster on Tuesday upended operations at one of the nation's busiest ports, with disruptions likely to be felt for weeks by ...