travel expense excel spreadsheet

Free Excel Travel Expense Templates

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

Blank Per Diem Expense Report Template in Excel (Plain)

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

Blank Per Diem Expense Report Template in Excel (Green)

Per Diem Expense Report Template in Excel (Blue)

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

Simple Per Diem Expense Report in Excel

Per Diem Expense Report Template in Excel (Striped)

Employee Travel Expense Report Template in Excel

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

Editable Per Diem Expense Report in Excel

Printable Per Diem Expense Report in Excel

Blank Per Diem Expense Report Template in Excel (Simple)

Blank Per Diem Expense Report Template in Excel (Printable)

Per Diem Expense Report Template in Excel (Printable)

Travel Budget Templates in Google Sheets and Excel

Get the most out of your trip using our travel budget templates in google docs, sheets, word, and excel formats. plan all your expenses, including plane tickets, apartment or hotel booking, visas, car rental and others. choose from dozens of editable and printable designs in different colors.

Cute Travel Budget

Simple Travelling Budget

Bright Travel Budget

Yellow Travel Budget

Travel Budget

Travel Budget With Clouds

Year Travel Budget for Family

Pastel Travel Budget

Paris Trip Budget

Sea Travel Budget

Minimal Travel Budget

Orange Business Travel Budget

Traveling is always fun and interesting. However, travel is always associated with various kinds of expenses, which are best foreseen in advance. If you want to always be sure that you have chosen the right budget for your trip, then we recommend using any travel budgeting template from TheGoodocs . Our amazing Google Sheets templates are always the best option to save time and money.

Just imagine that you won't need to understand spreadsheet functionalities and built-in instruments, but you'll still get a professional, well-structured, and well-designed budget plan. We have a traveling budget template for any personal or business need. It does not matter if you work in a travel agency or just going on vacation and want to calculate its cost in advance. You will definitely find the right option only with us.

How do you like our offer? We advise you to study the list of advantages because of which our clients and visitors prefer our platform!

The Travel Quandary

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

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

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

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

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

FREE TRIP PLANNER TEMPLATE! MICROSOFT EXCEL & GOOGLE DOCS

Why use a spreadsheet to plan your trip.

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

Download your free trip planner template here

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

Using this spreadsheet

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

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

2. Planning

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

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

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

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

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

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

4. Itinerary

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

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

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

5. Packing List

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

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

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

6. Checklist

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

Bon voyage!

WHERE WILL YOU TRAVEL NEXT?

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• Far North Queensland Itinerary | Palm Cove, Daintree Rainforest, Fitzroy Island & More

Give us your feedback of the Trip Planner Template below!

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CONTINUE PLANNING YOUR TRAVELS

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

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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 Make a Travel Budget in 2023 [Free Template]

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Table of Contents

Can you afford to travel, the 2 approaches to travel budgets, travel budget template worksheet, travel budget considerations, websites to help research travel costs, the best apps for travel budgets and expense tracking, saving for your vacation, final thoughts.

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

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

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

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

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

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

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

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

Plan Your Adventure Well in Advance

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

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

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

Travel Based on Your Bank Balance

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

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

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

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

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

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

📋  Click to Download Our Travel Budget Template >  📋

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

Passport and Visas

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

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

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

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

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

Travel Insurance

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

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

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

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

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

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

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

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

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

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

Vaccinations

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

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

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

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

Clothes, Gear, and Toiletries

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

Compile a Capsule Wardrobe

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

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

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

Here are some destination-specific packing lists:

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

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

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

Keeping Clean

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

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

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

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

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

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

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

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

Accommodation

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

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

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

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

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

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

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

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

Rent a Recreational Vehicle

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

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

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

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

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

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

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

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

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

Local Transportation

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

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

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

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

Attractions and Activities

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

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

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

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

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

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

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

Walk-Around Money

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

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

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

In order to keep your money safe, you should:

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

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

Gifts and Souvenirs

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

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

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

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

Budget Your Trip

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

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

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

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

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

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

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

Trail Wallet

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

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

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

Trabee Pocket

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

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

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

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

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

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

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

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

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

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

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

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

Set a Savings Timeline

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

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

Multiple Savings Accounts

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

Visualization

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

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

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

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

Frequently Asked Questions

Where can i travel with a low budget.

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

• South Africa

How much should I budget for a trip?

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

How do I stick to a budget while traveling?

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

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About Amar Hussain

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

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Finance Microsoft Excel

11 minute read

How to Use Excel to Manage Your Travel Budget

Eliza Medley

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

How to create the ultimate travel spreadsheet

Here is a simple guide to creating a travel spreadsheet.

Set up your Excel spreadsheet

Follow these steps to create a new spreadsheet:

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

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

Track expenses

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

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

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

Budgeting for your trip

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

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

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

Tips and tricks for managing your travel budget in Excel

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

Tip 1: Use conditional formatting

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

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

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

Tip 2: Regularly update your spreadsheet

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

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

Tip 3: Include contingency in your budget

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

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

Tip 4: Leverage Excel's graphs and charts

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

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

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

Make use of Excel templates

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

⭐ Organize a meal plan

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

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

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

⭐ Check your car costs

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

Download this template

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

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

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

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

⭐ Calculate your travel budget

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

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

Take charge of your journey

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

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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Travel Expense Calculator

If you’re driving and staying somewhere for any length of time, it is essential to know how much money is being spent. If you’re paying for the trip yourself, this calculator will warn and maybe prevent you from going over-budget. If you’re getting reimbursed from a client or employer, this calculator will be sure everything is accounted for. In short, this travel expense calculator will help you save money.

The travel expense calculator calculator is a free template for Microsoft Excel and can be customized to suit your needs. By default the template has room for up to seventeen trips, but this can easily be expanded with a few button clicks. The template can be downloaded quickly and is very easy-to-use… you’ll simply enter in the requested information and the template will present you with a basic report, in real-time, outlining the total travel costs associated with your trip.

How to Use the Travel Expense Calculator

• Download the free, easy-to-use travel expense calculator from this website and open it in Microsoft Excel.
• Determine and enter an appropriate estimated cost per mile. Consider things like the price of gas along your route and the estimated “wear and tear” on your vehicle.
• Enter a travel date in the first column, the locations traveled to and from in the second and third columns, and the distance (in miles) between the two in the fourth column.
• In the remaining columns, enter your stay duration, the dollar amount of your accommodations, and any other miscellaneous costs. Your “total travel cost” will be calculated taking everything into account and will be reflected in the table located in the upper right.
• Save or print the completed template for future use.

General Tips for Using the Travel Expense Calculator

• For reference, it may be helpful to review the “Standard Mileage Rates” on the IRS website, which represent the deductible costs of operating an automobile for business, medical or moving purposes. This can help you determine an appropriate “estimated cost per mile.”
• Do NOT edit the “Total travel cost” table, located in the upper right corner. These are your results and will fill in automatically as you enter data into the rest of the spreadsheet.
• Distance is measured in miles.
• This comes in handy when keeping track of your own expenses to balance your checkbook, for tax purposes, or requesting reimbursement.

Download the Travel Expense Calculator from Microsoft Office:  Travel Expense Calculator

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Expense Report for Word, Excel, PDF, Google Sheets

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Template Highlights

• This expense report template is available as an Excel workbook, a Word document, or a PDF.
• Begin by completing the information in the upper left corner of the report. You will need to include the pay period, as well as your name, position, department, manager, and employee ID number. You should also indicate the reason for the expenditures.
• Now, enter your expenses in the spreadsheet. Include the date of purchase and a brief description. Place the amount in the appropriate column (designated by category).
• The expenses will be summed automatically at the bottom of the table.
• Add any relevant notes before submitting to your supervisor.
• When the expense report is authorized, your manager will add their name and signature.

What is an expense report?

An expense report tracks the items and services that you purchase for work. Expense reports are often used for business travel so employees can be reimbursed at a later time, but they can be used to record everyday expenses, too. Common examples of expenses to record during business travel are transportation, meals, parking, and hotels.

What does an expense report include?

An expense report typically includes an itemized list of each purchase an employee made that needs to be reimbursed. The report also usually includes: 

• Date : When the purchase was made.
• Vendor : Where the purchase was made.
• Amount : The transaction amount, including tax.
• Employee : Who made the purchase.
• Description : An explanation of the expense.
• Category : The type of expense, such as transportation or meals.
• Total : The total amount of expenses to be reimbursed.

You may also record:

• Client : The client associated with the expense.
• Project : The project associated with the expense.
• Notes : Additional details related to the expense you want to track.

Importance of expense reports

An expense report is a helpful tool business owners can use to reimburse employees and accurately report business expenses for tax purposes. This expense report template makes tracking business purchases easier and more accurate than relying solely on pen and paper. Additionally, this expense report template for Excel, Google Sheets, PDF, and Word can help you with:

Accurate reimbursements

As a business owner, you want to make sure that you reimburse your employees for the right amount. Having team members file an expense report is a simple way to verify their work expenditures.

Accountability

Creating an itemized expense report builds accountability into your employees’ business travel. This way, you know exactly what you’re reimbursing them for and make sure you only pay them back for business-related expenses.

Cost analysis

Recording expenses every time an employee travels can help you understand the categories and clients where you spend the most money. Insights from expense reports enable you to make data-driven decisions about your business’s finances. According to one report, 55% of companies use expense management data to inform financial activities, like annual budgeting and planning. 

Template Preview

Expense report.

EXPENSE REPORT

STATEMENT NUMBER: PAY PERIOD: FROM TO

EMPLOYEE INFORMATION

NAME: POSITION: PURPOSE:

DEPARTMENT: MANAGER: EMPLOYEE ID:

DESCRIPTION

ENTERTAINMENT

AUTHORIZED BY

SUBTOTAL $0.00

TOTAL REIMBURSEMENT $0.00

Frequently Asked Questions

How do you create an expense report in excel, is this template free, can i edit this template.

Yep. This one's on the house… just like all of our templates! Feel free to tailor this template to fit your specific expense reporting needs.

Once you’ve entered your contact information, you can instantly download this template (along with all the other templates in this collection!). That’s it.

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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.

Try Teampay today .

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The Best Expense Report Template for Excel [3 Options]

• Last updated October 11, 2023

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

Simple Expense Tracker

Business expense tracker, travel expense tracker.

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

Table of Contents

What Is an Expense Report Template for Excel?

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

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

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

Related: Get a Free Business Expenses Spreadsheet

Benefits of Using an Excel Expense Template

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

Easy Expense Tracking

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

Tailored Categories

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

Automatic Calculation

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

Effective Management

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

Creating Charts

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

Simplified Tax Preparation

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

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

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

Related: Free Trucking Expenses Spreadsheet Template

What Should I Include in a Good Expense Report Template?

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

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

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

Expense Categories

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

Budget Tracking

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

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

Related: How to Create a Budget Spreadsheet

Best Excel Expense Report Templates for 2024

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

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

Get Premium Templates

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

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

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

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

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

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

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

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

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

Related: Google Sheets Expense Tracker

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

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

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

Wrapping Up

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

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Microsoft 365 Life Hacks > Budgeting > Track your expenses the easy way with Excel

Track your expenses the easy way with Excel

Through customizable spreadsheets, Microsoft Excel makes it easy to create an expense tracker that fits all your needs. Whether you’re modifying a template or starting from scratch, here are some elements to consider in your expense tracking spreadsheet.

Use an Excel tracker template

Microsoft 365 offers thousands of premium and professional templates for Excel , including one for a personal monthly budget . Designed to be clear and concise, it covers all the basic expenses a household might pay for in an average month.

Effortlessly track expenses with Excel

Manage your finances with this free expense tracker template

The fundamental questions you want to be able to answer with a quick glimpse are, “What did I spend my money on, and how much did I spend?” Spreadsheet software like Excel is ideal for displaying this information in rows and columns. These can be ranked into categories.

Important categories in your personal budget

For the average household, expense trackers usually contain the following:

• Housing : mortgage payments, home repairs, homeowners’ insurance, and property taxes.
• Transportation: auto loans, public transit fare, car maintenance and repairs.
• Utilities: gas, water, heat, electricity, and Internet.
• Entertainment: streaming subscriptions, video games, live shows, upcoming vacations and weekend getaways.
• Emergency savings: Create an emergency savings fund and be prepared for anything.
• Goals: Something you might be saving for in the long term, whether it’s a new car, an appliance upgrade, or sending a child to college.

In an Excel template, you can create new sheets for each of these major categories, then break them down to specific expenses.

For example, create a new sheet , name it Housing, and then dedicate a column to the expenses that fall under this category (monthly mortgage payments, anticipated home repairs, etc.). Your rows can be tied to the months in this year where you’re anticipated to make monthly payments or save for major repairs.

You can estimate how much you’ll pay per month for utilities, or if you know that you have a fixed rate for mortgages and loans, you can fill in the blanks ahead of time.

Lastly, Excel makes it easy to tally up a total cost across columns. By using the AutoSum feature , you can see how much you’ll be spending per month, or year, and tweak your budget to match your goals.

Business expenses to consider for your monthly tracker

If you own a small business, you’ll have expenditures in different categories to record. Some of the most common categories for business expenses include:

• Supplier costs
• Work travel (broken down to lodging, meals, etc.)
• Office supplies
• Workplace rent
• Employee insurance and benefits
• Business loans

Business-focused templates are available for Excel, especially specific ones that keep track of your bill payments , general ledgers , or even expense reports for startups .

By tracking your expenses for your business in a spreadsheet, you can also identify potential sources for fraud, such as monetary discrepancies for yourself and others. And when tax season rolls around, you have a convenient document to draw from, instead of hunting down receipts to present to your tax preparer.

Of course, a properly calculated budget doesn’t just happen overnight. Check out more budgeting advice, tips and tricks so you can make the most out of your money.

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Excel Templates

Microsoft excel worksheets and templates, travel expense calculators.

You may need to track and measure your expenses while traveling or before traveling for many reasons. Whether you are traveling alone for business purposes or traveling with your family to enjoy your vacation, it will always be an intelligent move to use the travel expense calculator to keep an eye on all the expenses.

What is a travel expense calculator?

A travel expense calculator is an essential tool that effectively calculates the expenses of long and short trips. This calculator is a helpful tool that assists if one wants to stay within one’s budget constraints.

There are certain people who have a very limited budget to spend on traveling. For such people, it is very important to know if they can stay within their budget constraints while traveling or not.

When to use the travel expense calculator?

Some organizations also send their employees to different cities or countries. Such employees are asked to spend money from their own pockets. Their expenses are reimbursed later. However, they must calculate all their expenses before they apply for reimbursement. People wanting to save their time also use this calculator, which performs all the calculations on its own.

Benefits of using a travel expense calculator:

In most cases, people have found the travel expense calculator to be a useful tool. Some of the common benefits of using this calculator are:

• There are a lot of expenses that are required to be kept track of. Keeping track of these expenses can be very time-consuming. Moreover, the user can also forget about some important expenses to calculate. The use of this calculator includes all the fields to be filled, so do not let the user forget to take any important travel costs into consideration.
• Using the travel expense calculator enables the person to cut down on unnecessary expenses that cause the cost of travel to increase a lot. When all the expenses are considered while calculating, The user clearly gets the idea about the expenses, which are completely useless and nothing but a waste of money
• With the help of a travel expense calculator, the user can plan his journey with efficiency. The calculator lets the user plan which restaurant he should choose, how much fuel will be enough for him, and lots of other things that the user would not have considered if he did not use the travel expense calculator.
• There are different formulas that are incorporated into the travel expense calculator. These formulas are what the user is not required to remember. All the user needs to do is input the required details and wait for the result.

Travel expense calculator template:

The travel expense calculator template is available in MS Excel and has been designed by a team of professionals. These professionals have taken all the needs and requirements into consideration while creating this template. The user can use the template not only for the calculation of expenses but also for planning the expenses.

Format: MS Excel [.xlsx] 2007/2010/+ File Size: 98 KB

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Word & Excel Templates

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• Travel Expense Report Template

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

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

What is a Travel Expense Report?

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

What does a Travel Expense Report do?

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

Travel Expense Report File 83 KB

How to create a Travel Expense Report?

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

Choose the right application

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

Details to add

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

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

Total expense

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

Receipt or invoice

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

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

Importance of a Travel Expense Report

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

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

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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

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.

7 Free Excel Spreadsheet Templates for Budgeting

Bookkeeping is crucial. Whether you are a housemaker or a business owner, keeping a budget is essential to meet your financial goals.

Some people create budgets in their minds, while others get them down on paper. Why not try another way?

Excel budget templates offer a quick way of budgeting. They provide the outline and you only need to fill in the cells.

You can choose any Excel template and use it to track expenses.

To help you make the right choice, we have listed the seven best free Excel budget templates for you. Let’s review them in detail below 😃

Table of Contents

Project Budget

Personal monthly budget, balance sheet, family budget planner, portfolio tracker, customizable 401k calculator, cash flow tracker.

A project manager is responsible for utilizing the funds of a project efficiently. In any business, funds make the backbone of the project.

If the manager is unable to manage the expenses properly, he may put the hard work of the entire team at stake 😕

To this effect, we suggest getting the Excel  Project Budget template . It has helped hundreds of people execute their dream projects successfully and can help you too.

This free budget template will get you through all small and mid-level projects. You can use it for contract work, home renovation, office remodeling, etc.

It shows the actual costs and planned budget. You can use it to see if your expenses are within the budget and, if not, how you can improve them.

All in all, this is great for small tasks that are not as detail-oriented. But if you have bigger projects, it is better you get the paid version of this spreadsheet template.

Having a personal budget that keeps you on track with your savings goals is essential. You need to know where all your money is going and if these expenses are necessary.

You can use the Excel  Personal budget template  for this purpose. It will help you manage your monthly expenses. And you can add multiple sources of income apart from monthly income if any.

It also allows you to set monthly goals and helps you save money accordingly. You can separate fixed costs and see your actual spending. It includes budget categories like housing costs, travel expenses, entertainment, taxes, and others.

All you need to do is add your income and expenses, and this free budget template will do all the calculations for you 😉

Its primary purpose is to compare your budget with your actual costs on a monthly basis. For that, it records your projected and actual expenses.

It will instantly show you the difference and if you were able to meet your set goal. You can always start again and do better.

Being a business owner, you need to be well aware of all your assets and liabilities. An active reminder of how much money you have and how much you need to pay off is important.

It helps keep your mind straight and know the financial health of your company in a better manner. Only then can you make informed decisions and investments.

It will also tell you where to cut down money so you can perform adequate money management and add more to your equity.

You can use the Excel Balance Sheet template for this purpose. It is very easy to use and contains simple terms that even a layman can understand. Moreover, the template is easily customizable, and you can change it in whichever way you want 🎨

You can use this template to summarize your finances. And identify areas that are causing a deficit in your budget.

This balance sheet can also help you determine your net worth at a point in time. It is automatically calculated for you under the owner’s equity portion.

At the bottom of the sheet, you can find the common financial ratios. These include debt ratio, working capital, and 0ther information.

Having a household budget template is very important when you have a family. Household expenses keep on increasing, especially with kids.

To maintain them, you need to have a Family Budget Planner. It will tell you exactly where all the money is going and what you can do to save it.

You can use the Vertex42 Family Budget template . It will help you keep track of your money based on income and expenses for each month 🗓️

It can also work as a yearly planner and allow you to see the bigger picture. The family budget template can be really helpful in planning major life events beforehand.

For example, if you want to buy a house after two years, you need to start saving for it today. You will have to set a goal, for instance, $10,000. Per your income and monthly expenses, you will know where to cut down and add more money to meet your goal.

The best part of this template is its easy-to-use interface. The design is clear, and you can easily understand where to make changes. The template will automatically calculate and update the remaining expenses.

It contains different expense categories like Home Expenses, Daily Living, Children, and others.

If you are a shareholder, you need to have this budget template. It will help you actively keep track of your investments and shares. You can use it to see your transaction history, and your dividends or simply evaluate your equity 💲

The Portfolio Tracker can be of great help in this instance. Whether you are an active trader or prefer being a passive investor, bookkeeping is important to know your financial status.

You can use the Simple Investment Tracker for this purpose. It will readily give you an estimate of your total cost of accounts. It also shows the gain or loss per the market value and you can compare it with previous performance.

You can also check your Average Entry Price compared to the Current Costs and see if you are making enough profit. Moreover, it offers an easy way to compare investment value with market value and visualize the difference.

This budget template will offer comprehensive insights into your investment accounts. It is designed for people who want to quickly view their investments and their profit.

It only shows your investment, its details, and its current value. A disadvantage is that it doesn’t go into the details of everything. This can be difficult to understand as some sections require a description.

Other than that, it’s great for keeping track of your investments.

Having a strong financial status at the time of retirement is a dream of many. But only so many people are able to achieve it.

The key difference is planning and proper budgeting. You need to set a goal or a fixed amount of money that you need to save up before your retirement approaches.

Most people mindlessly put money in their 401k. To get your retirement plan on track, you need to invest money actively. It helps you make wise and informed decisions, and you can use your investments in a better way.

To help with that, you can use the free Customizable 401k Calculator Template . It is all you need to get your retirement plan on track. The interface of this template is simple, and it gives instant results on your entered values 🤓

Add your current annual income, your employer’s contribution, and your expected salary increment. Also, add your withheld salary, current age and the age you plan to retire at, interest rate, and other similar things.

The template budget excel will automatically calculate all other factors. It also displays all your data on a chart for better understanding.

As the name tells, a Cash Flow Tracker helps you track your cash flows. Cashflow simply means the money that comes in (inflow) and the money that goes out (outflow).

Having a cash flow tracker is crucial regardless of whether you are an individual or a business. It can help recognize expenses, operating cash, receivables of the business, and more.

It can also hugely impact your business decisions and planning. If your outflow is greater than your inflow, you need to cut down your expenses and improvise.

This will help you decide if your pace is well-suited for upcoming projects. And make timely decisions to improve it 🤗

The spreadsheet is easy to understand, and you can customize it however you like. All this contributes to making your money-tracking experience smoother. The goal is to help perform all operations smoothly and bring maximum inflows.

Frequently asked questions

Does excel have a budget template.

Yes, Excel has a variety of budget templates. From Personal Budgets to Project Budgets to Family Budget Planners, Excel has it all.

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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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Travel Expense Report Template

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

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Ten Best Travel Budget Template Excel Free Spreadsheet

A travel budget template excel sheet is a great way to keep track of your travel expenses. It helps you to know how much you have left in your budget and what you can do with that money. You can use this travel budget template excel spreadsheet to keep track of your travel expenses by adding each item and then totaling the amount at the bottom. It is also helpful to keep track of the different types of expenses you have so that you can figure out where your money is going.

1. Useful Travel Schedule Excel Template

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

Try this template in WPS and save in Word doc:

2. Travel Expense and Reimbursement Form Template

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

3. Travel Account Book Excel Template

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

4. Fresh Travel Bookkeeping Form Excel Template

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

5. Travel Carry-on List Excel Template

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

6. Travel Expense Report Excel Template

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

7. Travel Expense Report Excel Template

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

8. Business Trip Application Excel Template

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

9. Business Trip Application Form Excel Template

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

10. Business Trip Form Excel Template

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

To make travel plans easier, it is best to have a budget that you can stick to. This can be done by using a travel budget template excel spreadsheet. This will allow you to track your expenses and plan your trips accordingly. You can choose what type of activities you want to do, the amount of days you want to spend on each activity, and the total cost of each trip. This will allow you to plan out your trips and know exactly how much money you need for each trip. Budget template sheets are freely available in the WPS office. WPS office is a free office suite that is available for download from its website and the Google Play Store. The suite consists of word processing, spreadsheets, presentations, and graphics software for both Windows and Mac computers. You can download the whole software from their official website for free. WPS office is easy to install and comes with a variety of options that are perfect for any office or home use.

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Business Budget Template

Having a business budget is essential for any size business. A business budget helps you decide whether you can grow your business, give yourself a raise, purchase additional inventory and assets, and whether you may be able to avoid bankruptcy.

It's possible to modify a personal budget spreadsheet to apply to a business, but if you are using our Income Statement Template , you'll want to use the business budget spreadsheet so that you can create a budget that is parallel to your income statement.

For those who are just starting a business, or thinking of starting a business, you might be interested in the free Business Start Up Costs template. A startup cost analysis is an important part of a good business plan and can help you get things off the ground before you begin using a more detailed business budget.

License : Private Use (not for distribution or resale)

"No installation, no macros - just a simple spreadsheet" - by Jon Wittwer

Description

This spreadsheet contains two sample business budgets designed for companies providing services or selling products.

Service Providers : The Services worksheet is a simple business budget that separates income and business expenses into categories that closely match those used in an income statement. The categories are fairly comprehensive, but it is also easy to add, remove, and modify the categories.

Retailers, Manufacturers, Publishers : The Goods worksheet includes the categories in the Services worksheet, but also has a Cost of Goods Sold section for recording inventory and purchases and calculating Gross Profit.

12-Month Business Budget

This worksheet is a variant of the above business budget, with sales and business expenses broken down by month . This is helpful for budgeting quarterly expenses and other business expenses that occur at specific times of the year.

The Goods worksheet lets you record sales and cost of goods sold for multiple products .

Business Budget for Multiple Products

This version allows you to perform a detailed analysis of your business expenses and cost of goods sold (COGS) if you are selling multiple products. Columns are also included for calculating the Percentage of Total Sales for each product and the various expenses.

Using the Business Budget Spreadsheet

These business budget templates are pretty simple to modify and customize. However, here are some things you should know and keep in mind as you use these templates:

Double-Check the Formulas

If you add or move categories around, make sure to double-check the calculations, especially the SUM() formulas that calculate the totals and subtotals, to make sure that the right cells are summed.

Conditional Formatting for red Values

The Difference is calculated as Actual - Budget. Conditional formatting is used to highlight the Difference red if income is less than the budget amount or if business expenses are more than the budget. In other words, a red value means you ought to take a closer look at it.

Analyzing Cost of Goods Sold

The costs associated with producing and purchasing goods are variable costs that increase or decrease with the volume of production and sales, such as wages for direct labor required to produce the goods, packaging, inventory purchases, shipping, and commissions. These costs are usually compared to the total sales. A careful study of these costs can help you determine pricing for your products, which products are more profitable, etc.

Multiple Products

The Goods spreadsheet is set up initially to record total net sales for each quarter. If you want to perform a more detailed analysis for multiple products, you can insert additional rows and separate the sales and costs according to product, or you can use the bonus spreadsheet that is designed for performing a detailed analysis for multiple products.

Income Taxes

A separate section under business expenses calculates the Net Income Before Taxes by subtracting the Total Expenses from Total Income. This helps you make a simple estimate of the income taxes, assuming all the Expenses are tax deductible. If you have any taxable expenses make sure to subtract those values from the Net Income Before Taxes before estimating your income tax budget.

Budgeting Large Non-Recurring Expenses

One of the reasons for budgeting is of course to help you determine whether you will be able to afford upgrades, new construction, asset purchases, etc. However, this budget spreadsheet is mainly for comparing your operating income and expenses to make sure that in your normal business activities you are earning more than you are spending. You would typically look at your Net Income to determine whether you will be able to expand your business, make large asset purchases, etc.

More Business Budgeting Resources

• Small Business Budgeting Tips and Techniques at investopedia.com
• Drafting Your Budget at entrepreneur.com

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Financial Statements

Retirement expenses worksheet

Your retirement is on the horizon, but how far away? You can use this calculator to help you see where you stand in relation to your retirement goal and map out different paths to reach your target. You can print the results for future reference, and rest assured your data will not be saved online.

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