travel expenses format in excel

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Travel Expense Report

Streamline your financial tracking with our credit card expense report template for 2024. Download your free copy now.

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

Section 1: Why You Need a Travel Expense Report

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

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

Section 2: How to Use Our Travel Expense Report Template

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

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

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

Free Expense Report Templates

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

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

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

Simple Expense Report Template

Download a Simple Expense Report Template for

Excel |  Google Sheets  |  Smartsheet

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

Monthly Expense Report Template

Download a Monthly Expense Report Template for Excel | Google Sheets 

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

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

Personal Expense Template by Month

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

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

Expense Sheet Template

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

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

Weekly Expense Report Template

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

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

Travel Expense Report Template

Download a Travel Expense Report Template for Excel | Google Sheets  

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

Expense Report With Mileage Tracking Template

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

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

Business Expense Reimbursement Form

Download a Business Expense Reimbursement Form for

Excel | Google Sheets  

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

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

Printable Template to Fill Out Manually for Business Expenses

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

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

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

Credit Card Expense Report Template

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

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

Annual Expense Report Template

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

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

Startup Expenses Template

Download a Startup Expenses Template for Excel | Google Sheets

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

Daily Expense Report Template

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

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

Petty Cash Expense Report Template

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

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

What Is an Expense Report? 

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

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

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

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

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

What Is an Expense Report Template? 

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

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

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

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

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Employee Travel Expense Report Template in Excel

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

Employees going on a business trip are expected to submit a travel expense report to their employers after returning from the trip. This is primarily done for the employees to get travel expenses reimbursement from their employers. At the same time, this is also a way for the employers to track and keep records of such expenses. With that, this template would be a great help to you. You can use this travel expense report form as originally designed or as reference for creating your own expense report.

This excel travel expense template is the perfect version for those who want an auto-calculated expense report . Use this template so you can save time while tracking your expenses. It’s designed with formulas; therefore, you don’t need to do the calculations yourself. All sections needing computations should autogenerate calculations upon entry of figures under any of the expense areas provided.

Complete this travel and expense tracker by filling out details in each blank section. Sections featured include the purpose of your travel, reimbursement address, employee name, department, pay period, date of travel, description, daily total, total expenses, employee signature, authorizer signature, and date. Various expense areas are also provided which include transportation, lodging, meals, and miscellaneous expenses. To use this template, refer to the following instructions:

Instructions in using the Expense Report:

Enter purpose of travel along with your reimbursement address.

Enter employee name, department, and pay period.

Enter date of travel.

Enter description of each expense, e.g., specific name of hotel, restaurant, vehicle mileage, etc.

Indicate specific amount of expenses spent under columns of expense areas applicable to you, e.g., transportation, lodging, meals, or miscellaneous expenses.

Just enter amounts on expense areas applicable to you and you may leave the other fields/columns blank. Once these figures are entered, sections for daily total and total expenses should autogenerate calculations.

Attach signatures of both the employee and the manager/supervisor at the lowermost section of the template for validation purposes.

Review, email, or print the completed expense report.

Receipts of all expenses should also be attached along with this travel expense sheet before sending it to the designated company department who would handle the reimbursements. Feel free to also change any of the labels/headings featured in this expense tracker based on your needs.

Edit, print, or download this template for free. It’s the perfect tool for tracking your travel expenses. It’s also designed with light colors and can be customized easily. You can download and edit it in your phone, laptop, or tablet.

This template is also available in...

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Daily Expense Tracker in Word (Blue)

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Editable Per Diem Expense Report in Word

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

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

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

More About Travel Expense Reports:

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

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

Download Travel Expense Report Templates MS WORD:

Business travel expense report template.

Fillable Travel Expense Report Form Template

Free Editable Travel Expense Report Template

Employee Travel Expense Report Template WORD

Simple Travel Expense Report Example

Travel Expense Report Template in DOC Format

Blank Travel Expense Report Layout

Official Travel Expense Report Template

Basic Travel Expense Report Sample

Officer Travel Expense Report Template MS WORD

Professional Travel Expense Report Word Template

Practical Travel Expense Report Template

Download Travel Expense Report Templates MS EXCEL:

Travel expense report sheet template.

Latest Travel Expense Report Template

Company’s Travel Expense Report Excel Template

Sample Travel Expense Report Excel Format

Online Employee Travel Expense Report Template

Standard Travel Expense Report Template Excel

Printable Travel Expense Report Template

Travel Expense Report Template in XLSX Format

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Travel Budget Worksheet

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

License : Private Use (not for distribution or resale)

Authors: Jon Wittwer and Jim Wittwer

Description

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

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

Additional Resources

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

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Travel Expense Report

It is not easy to travel from one place to another because lots of preparations and expenses are involved in it. You have to plan everything in advance to avoid additional expenses.

In every business organization, the employees and the employers have to travel from one place to another, and for this purpose, they have to manage a separate travel account. Now there is no need to design separate software to record all travel expenses because you can download a travel expense report template.

What is a travel expense report?

A travel expense report is a professionally used document which is used to document all the expenses that an employee faces when he travels for business purpose. This report is usually prepared in MS Excel format.

The purpose of preparing this report is to let the company know the amount of money an employee has spent during traveling. Basically, the employer performs the reimbursement of the expenses on the basis of the travel expense report provided by the employee.

Submit your business travel expenses in the official looking report as it has space for all details, including information of employees, a list of expense details and approvals.

It is important to keep the record of traveling expenses because it will help you in many ways. It enables you to plan your travel in the future.

It is a key factor to reduce the expenses of next travel because, in the first experience, you will be able to learn many things.

It enables you to reduce lots of expenses after analyzing them. The report enables you to write everything, including travel expenses, the name of the destination, your stay, and other important details.

It is important for the expense management purpose to design a travel expense report . It supports you in your budget planning for your travel.

There are lots of persons having a strong habit of reviewing travel expenses. The sample template will help you to present the amount to your boss or to the accounts department.

Preview and details of the template

License: ENERGY  (Personal use only) (Distribution) by Kate Elizabeth (CEO)

What are the benefits of preparing travel expense report?

An expense report is considered to be a great tool which is equally beneficial for the employer as well as the employee. Although the benefits of this report are countless, we are discussing here some common benefits:

• This report is very useful when it comes to documenting all the travel expenses such as transportation, food expenses, conference fees, fuel consumption etc.
• A travel expense report is prepared to provide an accurate cost incurred by the employee while traveling. The employee needs a written statement providing information regarding all the expenses in order to perform the reimbursement. The use of the expense report, in this case, is highly recommended.
• Sometimes, the business needs to conduct the auditing of all the expenses. The process of auditing requires tangible evidence. When it comes to performing the auditing of the expenses, the business invoices are required to be attached which will support the expenses.
• If a company manages to get its employees to prepare the travel expenses regularly, it will save itself from the errors that may arise during budgeting.
• A travel expense report is a great tool for a company when it wants to ensure that the money given to the employee was well-spent.

Almost every company asks its employees to prepare the travel expense report. As a matter of fact, not everyone knows how to prepare the expense report. Anyone who wants to create the expense report without putting many efforts can download the template free of cost. The employee can send this template to relevant person after little modifications.

Excel Made Easy

Free simple expense report template for recording travel expenses.

If you own a company and look for a simple expense report form for yourself and all your employees, then use our specifically dedicated form. It is a nice and professional Expense Report template for recording travel expenses. This is a very useful form that looks good and that you can modify to your wishes. You can add your company Logo in it.

It allows you to enter Cost Center and Account numbers in order to track perfectly what the expense is and to which account it has to be credited.  You can enter any cash advance that was given before the travel.

It also has an dedicated sheet for international or local travel expenses.

Look at the screenshot. Download is at the bottom of the page.

Here the Inland template.

or here from near...you can see how to select the account or the cost center.

Here the international template. Look at the bottom the color coding for the cost center and accounts.

You can add your own Accounts and Cost Centers.

Using this purchase order free template, you can then modify it at will. It is totally free to use.

You can download the purchase order form here .

For older Excel Versions take this template for this purchase order sample template.

We hope that this template will help you.

Please look at our other templates in our 1000 examples page.

Two of our successful templates are the purchase order and the invoice.

The 7 Best Expense Report Templates for Microsoft Excel

The godfather of the spreadsheet, Microsoft Excel is a staple of nearly every workplace and a daily tool for many accounting and finance professionals. Although accounting professionals are increasingly adopting automation tools to do their jobs, sometimes it is still necessary to use Excel to sort out your expense reports. Here are some of the best expense report templates for manual data entry:

Basic Expense Report Template

A Basic Expense Report Template is a great place to start, as it is very simple and easily customizable. It records the date, payment method, vendor, expense description, and payment amount. Finance teams can add more columns to capture other details as needed. Basic reports are especially valuable to smaller organizations and startup companies as they tend to give you only what you need and can be modified to fit your exact needs.

Travel Expense Report Template

Travel expenses are one of the most common expense report types, so it’s no wonder they head the list regarding top templates. From the developer of Microsoft Excel comes this Travel Expense Report Template . This template organizes charges for hotel, meals, and transportation (including mileage if using your own car).

Business Mileage Log Template

Sometimes employees will use their own vehicle for business purposes. While this can save your company the money that you may have spent on a car service or other transportation, you will likely need to compensate employees for their driving time. A Business Mileage Log Template can help you do just that.

Event Budget & Expense Template

This Event Budget & Expense Report Template tracks estimated vs. actual costs for every aspect of your event. In this way, it acts as both a budget and an expense report, providing you an extra layer of data to make sure your event stays on track and inform future cost projections. Larger company events will frequently incur costs beyond just rental and insurance fees, at times requiring additional spending on things like public relations, vendor costs, and programming expenses.

Project Expense Report Template

‍ Project Expense Reports track and report all directly attributable expenses incurred during specific company projects. Generally, the expenses and expense types are pre-approved by management to fall in line with budgets and simplify later reconciliations. Often these costs are associated with general travel or lodging but might also include certain incidentals such as flight changes or venue costs at certain events your company is sponsoring.  

Timed Expense Template

Typically, expense reports are filed on a weekly , monthly , quarterly, or annual basis. Depending on the payment structure and accounting practices of your organization, you may need to utilize one, or even more than one of these models.

Expense templates should be kept as separate sheets to ease collective reimbursements later on. Some companies will utilize both weekly and monthly expense reports to ensure that errors in reporting or payment processing don’t become large-scale detriments when it comes time to file quarterly or year-end documents.

Contractor Expense Report Template

With so many projects varying in both size and scope, companies will often flex open positions to either temporarily or permanently expand the labor force. Keeping employee expenses separate from contractor expenses can help compartmentalize who is working on what and how it is contributing to the overall budget. The importance of this this approach is that it can be applied to full-time, part-time, or contracted workers, as many organizations are now comprised of mixed work forces. ContractorCalculator created this basic contractor expense report .

Automate your expense reporting

By using distributed spend management software, your finance team can take charge of automating and eliminating tedious manual tasks like expense reporting. Learn how you can manage all company purchases, whether paid via virtual cards , physical cards, purchase orders , or expense reimbursements.

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Home » Business management » Travel Expense Report

Download Travel Expense Report Template In Excel

Business management.

Following my travel request form for requesting advance needed for business travel. This Travel expense report spreadsheet is the complement of that request form where you can put your daily expenses here and the formula in report worksheet will automate the sum calculation for you. So, If you want a more detailed daily expenses spreadsheet you can see my travel expenses daily tracker that I used for my business travel daily log.

Expense Report

Thus, It is a basic form with advance taken/realization columns with automatic calculation functions. So, Other blank cells are available for you to type additional information related with your business travel.

Concur Expense Reporting

Since this is just a simple spreadsheet where there is no complex formula inside, I think you can use it easily. Just type in your daily expenses summary in the daily expenses summary worksheet. Also, You will get the total summary in expenses report worksheet. Moreover, Complete the report worksheet with your identity, departure and return date, description, advance taken (based on travel request form) and number of units.

Personalize this spreadsheet to meet your company official form. You can remove notes box, or remove employee signature boxes, etc. You may also change categories to other titles.

Expense Report Form

• Department.
• Personnel number.
• Start and end of trip with exact time of day.
• Destination of the trip.
• Travel purpose.
• Means of transport used.
• Signatures of claimant (employee) and supervisor.

What does an expense report include?

Download this travel expense report template in excel format.

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

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

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

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

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

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

Click Download Button To Get Travel Expense Report Excel Template

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

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Travel Expense Report Template

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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:

• 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.
• Take a moment to familiarize yourself with the Excel interface . You'll see a grid of cells arranged in rows and columns.
• Create sections for clarity. Label the first few rows for specific sections. For example, use the first row for titles like "Date," "Expense Category," "Description," "Amount," and "Balance."
• Format for readability. Adjust the column widths to accommodate your labels and make the spreadsheet visually appealing. Consider using bold fonts or shading for headers to distinguish different sections.
• Reserve space for totals. Dedicate a section at the bottom for total expenses, income, and the remaining budget. Excel will do the math for you later.

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

Track expenses

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

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

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

Budgeting for your trip

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

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

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

Tips and tricks for managing your travel budget in Excel

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

Tip 1: Use conditional formatting

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

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

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

Tip 2: Regularly update your spreadsheet

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

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

Tip 3: Include contingency in your budget

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

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

Tip 4: Leverage Excel's graphs and charts

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

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

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

Make use of Excel templates

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

⭐ Organize a meal plan

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

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

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

⭐ Check your car costs

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

Download this template

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

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

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

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

⭐ Calculate your travel budget

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

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

Take charge of your journey

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

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

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

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How to Create an Expense Report in Excel (Easy Steps)

What Is an Expense Report?

An expense report is a document that records all expenses incurred by an organization. The common elements included in an expense report are as follows:

• Date of Expense
• Expense Type  (such as Hotel, Transport, Meal, Miscellaneous, etc.)
• Amount of Expense
• Subtotal  for each expense type
• Amount of Due and Advance Payment
• Purpose of Expense
• Responsible Department

It’s important to note that the format of an expense report may vary across different organizations. Each organization can customize the report by adding or modifying elements according to their specific needs.

Advantages of Using Expense Reports

Using an expense report offers several advantages:

• Expense Tracking:  It helps you keep track of expenses, making cost control more efficient.
• Budget Information:  Provides valuable data for creating and managing budgets.
• Tax Compliance:  Simplifies tax payments and deductions.

Step 1 – Turning Off Gridlines in Excel

• Open an Excel file.
• Go to the  View  tab.
• Uncheck the  Gridlines  checkbox in the  Show  group.

Step 2 – Adding Basic Information

• Add a  Title  for the report (e.g., “Expense Report”).
• Include fields for  Purpose ,  Employee Name ,  Employee ID , and  Time Period .

Step 3 – Adding Columns for Date, Description, and Expenses 

• Create data columns for various expense types (e.g., Hotel, Transportation, Meals, Phone bills, Others).

Step 4 – Converting Data into an Excel Table

• Select the range of cells containing your data (e.g., B9:I19 ).
• Go to the  Insert  tab.
• Choose  Table  from the  Tables  group.

• In the  Create Table window, ensure the My table has headers  checkbox is marked.
• Click  OK .

Step 5 – Introducing Subtotal Row and Turning Off Filter Button

• Go to the  Table Design  tab.
• Uncheck the  Filter Button  and check the  Total Row  option.

• A subtotal row will appear at the bottom of the table.

Step 6 – Formatting Cells

• Format date cells (from the  Time Period  and  Date  columns) as desired (e.g., choose a date format).
• Format other cells (Hotel, Transport, Meal, Phone, Others, and Total) as  Accounting  format.

Step 7 – Applying the Excel SUM Function

• In the  Total column, enter the following formula in the first cell:

This formula calculates the total cost for each date.

• Press  Enter , and the formula will automatically fill down the column.

Step 8 – Inserting Expenses and Other Data 

• Enter your expense data into the data columns.
• The row-wise totals will appear in the  Total  column.

Step 9 – Generating Subtotal for Each Expense Type

• Go to the  Subtotal  row of the  Hotel  column.
• Click the down arrow to reveal a list of operations.
• Choose the  Sum  operation.
• Drag the Fill Handle icon to the right to calculate subtotals for all expense types.

Step 10 – Adding Rows for Final Calculation

In this section, we’ll add two more rows for the final bill calculation. Before any reimbursement, employees may receive an advance payment. Let’s address this:

• Add  Advances  and  Reimbursement  rows below the subtotal row.

• Enter the advance amount in cell  I21 .
• In cell  I22 , enter the following formula:

• Press Enter to get the result.

Final Step – Keeping a Space for Authorization in the Expense Report

You can add a space for authorization , indicating that this expense report will be accepted after approval by a responsible person.

Also need to remember that you have to attach all expense documents while submitting this report to the authority.

Download Free Template

You can download the following free template.

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"Shoeboxed makes it stupid simple to scan receipts...”

Excel expense spreadsheet: 5 free templates.

Tomoko Matsuoka

Published on

February 27th, 2024

Shoeboxed is an expense & receipt tracking app that helps you get reimbursed quickly, maximize tax deductions, and reduce the hassle of doing accounting.

Effective financial management is crucial for personal and business success. Excel has long been hailed as a powerful tool for tracking tax expenses , offering an array of customizable spreadsheets to log business expenses that users can tailor to their specific needs.

By establishing a solid expense tracker in Excel, individuals can gain immediate transparency over their financial habits, and businesses can monitor expenditures, aiding strategic decision-making.

With many expense tracking templates available online for free, using Excel for tracking monthly expenses is a solid option for business owners familiar with using the Excel program.

In today's article, we list our favorite free expense spreadsheets for Excel (plus a note-worthy alternative), and then we dive into how you can create one from scratch!

Table of Contents

5 Best Free Excel Expense Spreadsheets

1. excel expense report template by smartsheet.

Smartsheet's provides many different expense report templates for Excel , designed to accommodate various expense tracking needs. Users can fill out the simple expense report template and submit it to their employer for employee reimbursement and tax deduction tracking purposes.

The ease of use and customization options make it a strong choice for individual and corporate use.

👉 Direct download link

See also: Company Expenses Template: 4 Free Expense Templates + Bonus

2. Excel Travel Expense Tracker by SpreadsheetPoint

SpreadsheetPoint provides a variety of templates, including simple trackers and business or travel-specific versions. We're highlighting their travel expense tracker , but there are many more.

This business expenses spreadsheet for Excel includes categories for Hotel, Meal, or Other, and a mileage tracking column. To use this Excel spreadsheet, go to "File" then "Save as."

👉 Download link

3. Vertex42 Expense Templates

Vertex42 is known for its wide array of business expense templates and expense reports that are highly functional and easy to use right out of the box for tracking business expenses.

We chose this one because it has a budget section at the top of the expense report template, allowing you to see how much of your budget you've spent and how much remains.

4. Monthly Expense Tracker Excel template by Part Time Money

Part-Time Money has created a monthly business expense spreadsheet for Excel that allows you to log daily expenses. There's also an Income and a Balance tab so that you can keep an eye on your inflow and overall money health simultaneously.

If you're looking for a basic business expenses spreadsheet with a daily and monthly cadence, this is one way to do it.

5. Shoeboxed, a receipt scanning service

For small business owners who are always on the go, a notable alternative to spreadsheets and Excel templates would be to use Shoeboxed’s Magic Envelope service to outsource manual entry of receipts and expenses.

The Magic Envelope Service

Starting from $18 per month, you receive a postage-prepaid Magic Envelope that you can keep on your car’s dashboard. Simply stuff receipts into the envelope as you pay for gas, meet clients for lunch out, and purchase supplies.

At the end of the month, send the Magic Envelope to us, and we’ll get all your data scanned and categorized into 15 common tax categories. Easy peasy.

Shoeboxed is the only receipt scanner app that will handle both your paper receipts and your digital receipts—saving customers up to 9.2 hours per week from manual data entry!

Stop doing manual data entry 🛑

Outsource receipt scanning to Shoeboxed’s scanning service and free up your time for good. Try free for 30 days! ✨

What else can Shoeboxed do?

Shoeboxed has been voted as the best receipt scanner app for tax season by Hubspot and given the Trusted Vendor and Quality Choice awards by Crozdesk.

A quick overview of Shoeboxed's award-winning features:

a. Mobile app and web dashboard

Shoeboxed’s mobile app  lets you snap photos of  paper receipts  and upload them to your account right from your phone.

Shoeboxed  also has a user-friendly web dashboard to upload receipts, warranties, contracts, invoices, and other documents from your desktop.

b. Gmail receipt sync feature

Importing e-receipts to your Shoeboxed account is as easy as syncing your Gmail with Shoeboxed, using Shoeboxed's special Gmail Receipt Sync feature.

Shoeboxed’s Gmail Receipt Sync grabs all receipt emails and sends them to your account for automatic processing! These receipts are then marked as Sent to Shoeboxed in your Gmail inbox.

In short, Shoeboxed pulls the receipt data from your email, including the vendor, purchase date, currency, total, and payment type, and organizes it in your account.

Your purchases will even come with images of the receipts attached!

c. Expense reports

Expense reports let you view all of your expenses in one cohesive document. They also make it simple to share your purchases with your accountant.

You can also choose certain  types of receipts  to include in your expense report. Just select the receipts you want to export and click “export selected.”

d. Search and filter

Call up any receipt or warranty in seconds with advanced search features.

Filter receipts based on vendors, date, price, currency, categories, payment type, and more.

e. Accounting software integrations

Export expenses to your  accounting software  in just a click.

Shoeboxed integrates with 12+ apps  to automate the tedious tasks of life, including QuickBooks, Xero, and Wave Accounting.

f. Unlimited number of free sub-users

Add an unlimited number of  free  sub-users to your account, such as family members, employees, accountants, and tax professionals.

g. Mileage tracker for logging business miles

After you sign up for Shoeboxed, you can start tracking miles in seconds:

Open the Shoeboxed app.

Tap the “Mileage” icon.

Click the “Start Mileage Tracking” button.

Whenever you start a trip, Shoeboxed tracks your location and miles and saves your route as you drive.

As you make stops at stores and customer locations, you can drop pins to make tracking more precise.

At the end of a drive, you’ll click the “End Mileage Tracking” button to create a summary of your trip. Each summary will include the date, editable mileage and trip name, and your tax deductible and rate info.

Click “Done” to generate a receipt for your drive and get a photo of your route on the map. Shoeboxed will automatically categorize your trip under the mileage category in your account.

h. The Magic Envelope for outsourcing receipt scanning

Outsource your receipt scanning with the Magic Envelope!

The  Magic Envelope  service is one of Shoeboxed's most popular features, particularly for businesses, as it lets users outsource receipt management.

When you  sign up for a plan that includes the Magic Envelope , Shoeboxed will mail you a pre-paid envelope for you to send your receipts in.

Once your receipts reach the Shoeboxed facility, they’ll be digitized, human-verified, and tax-categorized in your account.

Have your own filing system?

Shoeboxed  will even put your receipts under custom categories. Just separate your receipts with a paper clip and a note explaining how you want them organized!

Turn receipts into data for tax time ✨

Try Shoeboxed’s systematic award-winning approach to receipt tracking for tax season. Try free for 30 days!

Getting started with Excel

When launching Microsoft Excel, users are greeted with a grid of rows and columns, the building blocks of any spreadsheet. Each row and column intersection is called a "cell" and is where data is entered.

The top of the interface contains the Ribbon, which groups all the tools and functionalities of Excel into tabs such as Home , Insert , and Page Layout .

Entering data

To begin inputting data, simply select a cell and begin typing. Data can include numbers, text, or dates. They can follow a consistent structure using techniques like copy-pasting or dragging the fill handle—a small square at the bottom-right corner of the selected cell—to duplicate values across adjacent cells.

Users can organize their data by:

Labeling columns and rows appropriately.

Formatting cells to differentiate between types of data, such as currency or percentages.

Utilizing Table structures for better management and analysis of the information.

Basic formulas

One of Excel's powerful tools is its ability to calculate using formulas. Every formula starts with an equals sign (=) followed by numbers, cell references, and mathematical operators (such as +, -, *, /).

For instance, to sum two numbers, enter =A1+B1 where A1 and B1 are cells containing the numbers to be added. Some essential formulas include:

=SUM(range): Adds up all numbers within the specified range.

=AVERAGE(range): Calculates the mean of the numbers in the range.

=MIN(range) and =MAX(range): Find the smallest and largest numbers in the range, respectively.

By leveraging these basics, users can create a strong foundation for mastering Excel's more complex tools.

How to create your own expense spreadsheet in Excel

A well-designed expense spreadsheet helps users track their financial activities with precision. It should be intuitive and tailored to individual needs to support effective budget management.

1. Start with columns and rows

Columns and rows form the backbone of an expense spreadsheet. Each column typically represents a different category of information, such as the date , expense description , category of expense , amount spent , and payment method . Rows correspond to individual financial transactions or occurrences.

Users should ensure the columns are logically ordered to make data entry and analysis straightforward.

2. Categorize expenses

Proper categorization within an expense spreadsheet enables detailed financial analysis. Users can create specific expense categories such as housing, utilities, groceries, and entertainment. This allows for a segmented view of where money is going each month and aids in spotting trends over time.

Customizing expense categories can help you tailor your spreadsheet to specific industries. For example, here are some great template options for truckers , Airbnb hosts , lawn care service professionals , realtors , etc.

3. Incorporate budget goals

An expense spreadsheet might also include fields for users to input their budget goals.

By setting up columns for budgeted versus actual expenses, individuals can compare their financial targets against real-world expenditure, track their saving goals, and adjust their spending habits accordingly. This helps users stay on target for short- and long-term financial objectives.

Advanced Excel functions

In managing expenses on a spreadsheet, mastery of advanced Excel functions and features will elevate your spreadsheet's efficiency and analytical power. 

1. Use conditional formatting

Conditional Formatting is a potent tool that allows users to apply formatting to cells depending on the cell's value.

For example, expenses that exceed a certain threshold can be highlighted in red, providing a quick visual cue that can alert users to potential overspending. Additionally, it can be used to create color scales, helping to identify trends in spending over time.

2. Validate your data

Data Validation ensures that the data entered into an Excel spreadsheet meets specific criteria, thereby maintaining the integrity of the dataset.

For financial records, it is crucial as it can restrict entries to certain numeric ranges, limiting the possibility of entry errors. A common application might be to ensure that expense entries are categorized correctly, using a drop-down list to select expense types.

3. Use pivot tables and charts

Pivot Tables and Pivot Charts are sophisticated functions designed for summarizing, analyzing, exploring, and presenting data in various ways.

They become invaluable when dealing with extensive financial data, allowing users to quickly consolidate and compare expenses. They can reorganize data by categories and subcategories and produce summarized tables, which can then be visualized using Pivot Charts for more effective reporting on financial conditions.

4. Use macros

An effective business expenses template in Microsoft Excel can be significantly enhanced through automation. Automation streamlines repetitive tasks, ensuring both accuracy and efficiency.

Macros in Excel are a powerful tool to automate repetitive tasks.

Users can record a sequence of actions to create a macro, which can then be executed to perform the task automatically.

For instance, when managing expenses, users might create a macro to format cells, insert formulas, and categorize expenses. This helps maintain consistency across reporting and data management.

5. Create drop-down lists

Drop-down lists simplify data entry, reducing errors and standardizing entries.

To create a drop-down list in an expense spreadsheet:

Select the cell where the drop-down list is needed.

Go to the Data tab and click Data Validation.

In the Data Validation dialog box, choose List under Allow.

Input the desired list of items or reference a range of cells containing the options.

By using drop-down lists, businesses can classify expenses effortlessly, helping with sorting and analysis later on.

See also: Printable Expense Tracker: Top 5 Free Templates

The cornerstone of an effective expense spreadsheet is its up-to-dateness .

Users should establish a routine to update their spreadsheet with new expenses as they occur. For businesses, this could be daily or weekly; for personal use, weekly or immediately after incurring an expense might be sufficient.

Additionally, to safeguard against unexpected data loss or corruption, users should employ robust data backup strategies. One approach could be using Excel's built-in AutoRecover function, which periodically saves a copy of the spreadsheet.

For anyone who wants to move beyond a Microsoft excel spreadsheet or a Google expense tracker , consider using Shoeboxed to outsource receipt scanning and expense management!

Tomoko Matsuoka is the managing editor for Shoeboxed, MailMate, and other online resource libraries. She covers small business tips, organization hacks, and productivity tools and software.

Break free from manual data entry ✨

Use Shoeboxed’s Magic Envelope to ship off your receipts and get them back as scanned data in a private, secure cloud-based account. 📁 Try free for 30 days!

About Shoeboxed!

Shoeboxed is a receipt scanning service with receipt management software that supports multiple methods for receipt capture: send, scan, upload, forward, and more!

You can stuff your receipts into one of our Magic Envelopes (prepaid postage within the US). Use our receipt tracker + receipt scanner app ( iPhone , iPad and Android ) to snap a picture while on the go. Auto-import receipts from Gmail. Or forward a receipt to your designated Shoeboxed email address.

Turn your receipts into data and deductibles with our expense reports that include IRS-accepted receipt images.

Join over 1 million businesses scanning & organizing receipts, creating expense reports and more—with Shoeboxed.

Try Shoeboxed today!

Turn business receipts into data & deductibles

Join over 1 million businesses scanning receipts, creating expense reports, and reclaiming multiple hours every week—with Shoeboxed.

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Report Templates

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

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

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Free Download Travel Expense Report Template in Word

Sample Travel Expence Report Template

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Travel Expense Report Template For Excel

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

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

Quickly Create a Complete Expense Report

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

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

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

Get Reimbursed Fast

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

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

Go to Download Travel Expense Report Template for Excel

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Top 10 travel expense report template Excel download 2024

Excel, with its numerous functions, helps us well in all areas. The data is displayed in tabular form, which makes it easy to understand, and Excel has many predefined functions, such as addition and subtraction, which make basic calculations a breeze. The downside, however, is that there is no standard template. There are many Excel templates available online.

In this article, I have shared some of the most comprehensive travel expense report template Excel. You can download any of the travel templates and customize them for your travel plans. All travel excel templates are available for free. A trip requires a lot of planning, such as a budget, a to-do list, and a precise schedule. Below are the best free online top 10 travel expense report template Excel.

1. Travel Expenses Report

Looking for a perfect travel plan? Download this blue, clear travel Excel template that will help you plan accommodation, transportation, budget and much more.

Try this template in WPS and save in Word doc:

2. Travel Expenses Reimbursement Form

Want to calculate your travel expenses? Edit this simple travel Excel template with your data to calculate all your travel expenses. Download this free template to make your life easier. You can also customize it to fit your monthly travel Excel template.

3. Expense Claim Form

With this simple and beautiful travel excel template, you will have full control over your trips. You can use it to calculate all the expenses you have during your trip. Get this great template for free.

4. Income and Expense

This professional travel excel template will help you keep track of all the expenses you have incurred on different trips. Companies use this type of template to accommodate their employees on business trips.

5. Tables of Expense Management

Create a simple excel travel template to make it easy to use. So, you must not miss anything that you should bring with you. Download this professional travel excel template for free.

6. General Expense Reimbursement

Create your travel expense report to find out what you have spent on your previous trips. To get a realistic travel expense report, you should add up all your expenses.

7. Daily Expenses Report

Use this simple travel expense report template to create your travel expense report. Download this fully described expense template for free.

8. Staff Medical Expenses Table

This is a minimal travel excel template for business travel applications. It can be used as a business travel expense claim form. Free Download.

9. Expense Report Chart

This is a well-structured travel request form that can be used for business travel requests. This professional business travel excel template includes the reason for the business trip, the number of days of travel and the expenses for tips. This simple excel template for business travel is available for free download.

10. Tax Expense Statistics

The table format presents the data in a clearer and more organized way. You can download this minimalistic travel excel template for free.

The WPS travel expense report template Excel in WPS is a great alternative to creating a travel expense template spread sheet from scratch. The Internet is full of templates, and if none of them suits your needs.

You can also download WPS Office to edit the word documents, excel, spreadsheet, chart, sheets PowerPoint for free of cost. Download now! And get an easy and enjoyable working experience.

In the WPS Academy, you can learn how to make travel expense template to promote your expertise You can do this. With WPS PDF, you can make travel expense template very easily.

• 1. Top 10 Simple Expense Report Template Excel Download 2022
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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!

FREE TRIP PLANNER TEMPLATE! MICROSOFT EXCEL & GOOGLE DOCS

Why use a spreadsheet to plan your trip.

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

Download your free trip planner template here

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

Using this spreadsheet

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

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

2. Planning

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

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

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

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

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

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

4. Itinerary

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

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

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

5. Packing List

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

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

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

6. Checklist

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

Bon voyage!

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Give us your feedback of the Trip Planner Template below!

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CONTINUE PLANNING YOUR TRAVELS

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

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

SO HELPFUL ! THANK YOU SO MUCH !

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

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

NICE!! MUCHAS GRACIAS VERY COOL!!! Alina

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

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

Amazing template! Exactly what I needed. Thank you!

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

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

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

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

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

something about “delimited” something or another.

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

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

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

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

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

Thanks Nga! Happy travel planning!

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

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

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

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

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

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

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

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

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

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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.

• 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.

• 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.”

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

• Select  “Text is exactly”  from the options.

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

• 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.”

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

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.

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

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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Free Excel Templates, Dashboards, Calculators and Tutorials

Download Travel Expenses Reimbursement Free Excel Template

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

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

Printable Hourly Day Planner

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

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

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

About Reimbursement Expense Report

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

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

Important of Travel reimbursement form

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

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

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

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

Download and use travel reimbursement form excel template

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

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

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

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

Download Instructions

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