What is committed, still due and shared between us?

Set the trip and the people

Enter dates, budget, currency and review date; add each person with a unique ID.

The workbook validates settings and person IDs; blank Group ID costs use everyone.

Review: Keep identifiers consistent across costs and packing.

Record commitments and payments once

Bookings holds the full cost and rate. Payments holds each payment or refund with its own payer/date. Expenses holds costs outside bookings.

Booking totals join the ledger by exact ID. Future ledger entries stay planned. Net paid and outstanding balances remain distinct from full commitments.

Review: Pay a deposit now and a balance later, with different people, without overwriting earlier payments.

Read the shared-cost balance

Mark each non-booking expense Shared Yes or No. Add a Group ID for its participants; blank means everyone.

Shared paid cash is split equally; paid amount minus equal share gives each balance.

Review: Positive means receive back; negative means pay in. Agree settlement outside the file.

Check times and what to take

Enter each item’s local date, start/end times and zone label in Itinerary. Split overnight items at midnight; each row covers one day. Add packing items, person IDs and bag notes in Packing.

Itinerary flags overlapping activities and invalid times; Packing counts the items still to pack for each person. Times are not converted between zones.

Review: Change a conflicting plan or pack the missing item before the trip.

Close the trip without counting a transfer twice.

Record actual transfers between travellers and see each balance after settlement. Transfers do not change the expense ledger, booking payments or trip cost.

New views include inherited and new input warnings before showing dependent totals.

Review: Keep planned choices separate from actual records.

Keep a copy you can return to.

Keep the supplied clean and example files unchanged. Save your own working file with a useful name, such as travel-workbook-2027-home.xlsx, and keep a dated backup before a large edit. A purchased ZIP is the blank source, not a backup of your entries.

If an input or formula is replaced

Undo the edit while it is still available, or return to a known good backup. If you need a fresh clean file, transfer only your records into its marked input cells and follow the setup guide again. Do not paste whole sheets over the supplied formulas, validations or reference lists. Check IDs, units, dates and linked results against the example before relying on the copy.

When the supplied rows are full

50 bookings · 300 expenses · 12 people. Calculation ranges and validations have fixed capacities. A new row below a table does not prove that every linked result includes it.

For a separate period, project or volume, preserve the old workbook and start a named clean copy. If records must carry forward, record exactly which inputs you transfer, preserve their references and compare the opening and closing figures. Avoid copying historical activity as both an opening amount and a new movement. There is no automatic migration between files.