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Holiday & Trip Budget

Made for people planning a big trip.

Plan every trip cost by category, compare estimates against what you actually paid, map the trip day by day, and see how much of the travel pot is left. The summary carries a chart that redraws itself as you type.

Of the 26 columns, you fill in 21 and the other 5 work themselves out, and all 17 figures on the summary do too. There is room for 480 rows of your own.

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The workbook's summary and the table behind it
A row typed into the real file. Every figure that changes is the spreadsheet's own arithmetic. What the film shows, in order:
  1. A new row is typed into the Budget Items tab, one cell at a time, in the white cells a person fills in.
  2. The shaded cells in that row fill themselves in.
  3. The figures on the Trip Summary tab change to include the new row.
  4. The chart, Estimated Cost by Category, redraws with it.
The chart, drawn from the totals in the table beside it. See it full size
Where you type, and the shaded columns that work themselves out. See it full size

Everything inside, before you pay

This is the whole design: every tab, every column and how each calculated one is worked out. White cells are yours to fill in; the shaded ones work themselves out and are locked so a formula cannot be overwritten by accident. There is room for 480 rows. Open any tab to see its columns.

Budget Items

10 columns

One row per thing you are paying for, with the estimate and the real figure side by side. Ready for 300 rows, every one with its formulas in place.

ColumnWhat goes in itWorked out as
ItemType any text.
CategoryPick one: Flights, Accommodation, Transport, Food and Drink, Activities, Insurance, Visas and Fees, Gear, Shopping and Gifts or Other.
Booking StatusPick one: Not Booked, Booked, Deposit Paid, Paid or Cancelled.
Pay ByThe date the money is due, or the date you paid it.Type a date.
Estimated CostType an amount in £.
Actual PaidType an amount in £.
DifferenceFills itself in.

The Actual Paid minus the Estimated Cost.

The formulaIF(ISBLANK([actual]), "", ROUND([actual]-[estimated], 2))
Difference %Fills itself in.

Worked out from this row's Actual Paid and Estimated Cost.

The formulaIF(ISBLANK([actual]), "", IFERROR(([actual]-[estimated])/[estimated], 0))
Still To PayFills itself in.

Worked out from this row's Estimated Cost and Actual Paid.

The formulaIF(ISBLANK([estimated]), "", IF(ISBLANK([actual]), [estimated], MAX([estimated]-[actual], 0)))
NotesType any text.

Itinerary

11 columns

The trip day by day, with the spending money you expect to need each day. Ready for 120 rows, every one with its formulas in place.

ColumnWhat goes in itWorked out as
DayType a number.
DateType a date.
WhereType any text.
Plan For The DayType any text.
Staying AtType any text.
Main TransportPick one: Flight, Train, Bus, Car, Ferry, Taxi, Walking or None.
Estimated Day SpendFood, local travel and small extras for that day. Big booked items belong on the Budget Items tab.Type an amount in £.
Actual Day SpendType an amount in £.
Day DifferenceFills itself in.

The Actual Day Spend minus the Estimated Day Spend.

The formulaIF(ISBLANK([actual_day_spend]), "", ROUND([actual_day_spend]-[est_day_spend], 2))
Days From TodayFills itself in.

Worked out from this row's Date.

The formulaIF(ISBLANK([date]), "", [date]-TODAY())
NotesType any text.

Travel Pot

5 columns

Money set aside for the trip. Everything paid in here is what the spending comes out of. Ready for 60 rows, every one with its formulas in place.

ColumnWhat goes in it
SourceType any text.
Date AddedType a date.
Amount InType an amount in £.
MethodPick one: Bank Transfer, Cash, Savings Account, Gift or Other.
NotesType any text.

Trip Summary

17 figures

The headline numbers: what the trip is estimated to cost, what has gone out already and what is left in the pot.

FigureWorked out as
Total In The Pot

The total of Amount In on Travel Pot.

The formulaSUM([Travel Pot!amount])
Total Estimated CostBooked items plus the daily spending money on the Itinerary tab.

Worked out from Estimated Cost on Budget Items and Estimated Day Spend on Itinerary.

The formulaSUM([Budget Items!estimated]) + SUM([Itinerary!est_day_spend])
Total Spent So Far

Worked out from Actual Paid on Budget Items and Actual Day Spend on Itinerary.

The formulaSUM([Budget Items!actual]) + SUM([Itinerary!actual_day_spend])
Left In The Pot

Worked out from Amount In on Travel Pot, Actual Paid on Budget Items and Actual Day Spend on Itinerary.

The formulaSUM([Travel Pot!amount]) - (SUM([Budget Items!actual]) + SUM([Itinerary!actual_day_spend]))
Still To Pay On Estimates

Worked out from Still To Pay on Budget Items and Estimated Day Spend and Actual Day Spend on Itinerary.

The formulaSUM([Budget Items!outstanding]) + MAX(SUM([Itinerary!est_day_spend]) - SUM([Itinerary!actual_day_spend]), 0)
Pot Against Full EstimateA negative figure means the trip as planned costs more than you have saved.

Worked out from Amount In on Travel Pot, Estimated Cost on Budget Items and Estimated Day Spend on Itinerary.

The formulaSUM([Travel Pot!amount]) - (SUM([Budget Items!estimated]) + SUM([Itinerary!est_day_spend]))
Share Of Estimate Spent

Worked out from Actual Paid and Estimated Cost on Budget Items and Actual Day Spend and Estimated Day Spend on Itinerary.

The formulaIFERROR((SUM([Budget Items!actual]) + SUM([Itinerary!actual_day_spend])) / (SUM([Budget Items!estimated]) + SUM([Itinerary!est_day_spend])), 0)
Over Or Under On Paid Items

Worked out from Difference on Budget Items and Day Difference on Itinerary.

The formulaSUM([Budget Items!variance]) + SUM([Itinerary!day_variance])
Items Not Booked Yet

The number of rows on Budget Items where Booking Status is “Not Booked”.

The formulaCOUNTIF([Budget Items!booking_status], "Not Booked")
Items Fully Paid

The number of rows on Budget Items where Booking Status is “Paid”.

The formulaCOUNTIF([Budget Items!booking_status], "Paid")
Spent On Flights

The total of Actual Paid on Budget Items where Category is “Flights”.

The formulaSUMIF([Budget Items!category], "Flights", [Budget Items!actual])
Spent On Accommodation

The total of Actual Paid on Budget Items where Category is “Accommodation”.

The formulaSUMIF([Budget Items!category], "Accommodation", [Budget Items!actual])
First Day Of The Trip

The smallest Date on Itinerary.

The formulaIF(COUNT([Itinerary!date])=0, "", MIN([Itinerary!date]))
Last Day Of The Trip

The largest Date on Itinerary.

The formulaIF(COUNT([Itinerary!date])=0, "", MAX([Itinerary!date]))
Days Planned

The number of rows on Itinerary with Date filled in.

The formulaCOUNT([Itinerary!date])
Days Until Departure

Worked out from Date on Itinerary.

The formulaIF(COUNT([Itinerary!date])=0, 0, MIN([Itinerary!date]) - TODAY())
Average Estimated Spend Per Day

Worked out from Estimated Day Spend and Date on Itinerary.

The formulaIFERROR(SUM([Itinerary!est_day_spend]) / COUNT([Itinerary!date]), 0)