Free travel expense tracker template for Excel and Google Sheets
A spreadsheet for what a trip costs, whatever currency you pay in. Type the amount from the receipt and the exchange rate, and it works out the cost in your own currency, with totals by category and by day. You don't need to sign up or give an email address.
Both files also open in Google Sheets and Numbers. Only the Excel file has the conversion formula and the trip summary.
Updated October 29, 2026
What's in the template
The Excel file has two sheets. Expenses has one row per purchase, with the header row frozen and a dropdown for Category. Summary shows the trip total, the number of days and the average per day, then a total for each category and for each day of the trip.
The example rows are a week in London and Paris for someone whose home currency is the US dollar: 18 expenses from September 12 to 18, 2026, paid in dollars, pounds and euros. They come to $2,475.35, or $353.62 a day.
| Date | Place | Category | Note | Amount paid | Currency | Rate | Home amount |
|---|---|---|---|---|---|---|---|
| 2026-09-12 | London | Transport | Return flights | 684.00 | USD | 1.0000 | 684.00 |
| 2026-09-12 | London | Lodging | Hotel, 3 nights | 465.00 | GBP | 1.3412 | 623.66 |
| 2026-09-16 | Paris | Food | Café lunch | 19.50 | EUR | 1.1032 | 21.51 |
The CSV has the same columns and rows. Its Home amount column holds the converted numbers, since a CSV file can't hold a formula.
How to open it
Excel
Double-click the .xlsx file. If Excel opens it in Protected View, click Enable Editing.
Google Sheets
Upload the .xlsx file to Google Drive and open it. To keep working on a Google copy, choose File, then Save as Google Sheets. To start from the CSV instead, make a blank spreadsheet and choose File, then Import.
Numbers
On a Mac, double-click the file or drag it onto Numbers. On iPhone or iPad, save it to the Files app, then open it from Numbers.
How to fill it in
Clear the example rows first: on the Expenses sheet, select A2 to G19 and press Delete. Leave column H alone, because it holds the formula. Then add one row for each thing you pay for:
| Column | What to type | Example |
|---|---|---|
| Date | The day you paid. | 2026-09-16 |
| Place | The city or stop. | Paris |
| Category | Lodging, Transport, Food, Activities, Shopping or Other. | Food |
| Note | What it was. | Coffee and pastries |
| Amount paid | The amount on the receipt, in the currency you paid. | 7.40 |
| Currency | The three-letter code. | EUR |
| Rate | What one unit of that currency was worth in yours. Leave it blank for anything paid in your home currency. | 1.1032 |
| Home amount | Nothing. It fills in from Amount paid and Rate. | 8.16 |
The Home amount formula is filled down to row 300. For a longer trip, copy the last one further down.
Keep to the six categories, or rename them on the Summary sheet and in your rows at the same time. A row whose category isn't on the Summary list still counts toward the trip total but not toward any category. If the category total at the bottom comes out lower than the trip total, look for a misspelled category.
Which exchange rate to use
For a card payment, the most accurate rate is the one your bank used. Once the charge shows up, divide what you were charged by the amount on the receipt and type that in. The Home amount then matches your statement.
For cash, use the rate you got when you changed money or took it out of an ATM. Until a card charge posts, the day's rate from any currency converter is close enough, and you can correct it later.
The formulas
Home amount multiplies the amount by the rate and rounds to the cent. On row 2 it reads:
=IF(E2="","",ROUND(E2*IF(G2="",1,G2),2))The outer IF keeps empty rows blank. The inner one treats a blank rate as 1, for things paid in your home currency. For the London hotel, 465.00 × 1.3412 gives 623.66.
The Summary sheet totals the Home amount column with SUMIF, which adds up the cells in one column where another column matches. By category, with the name in column A:
=SUMIF(Expenses!$C:$C,$A9,Expenses!$H:$H)With the example rows, lodging comes to 1,219.01. By day works the same way, matching on the date instead, and gives 1,392.83 for the first day, when the flights and the London hotel were paid:
=SUMIF(Expenses!$A:$A,E9,Expenses!$H:$H)The list of days builds itself. The first is the earliest date on the Expenses sheet, =MIN(Expenses!$A:$A), and each row after adds one day until it passes the latest date. The trip total is =SUM(Expenses!H:H).
To see how much you spent in one currency, say for working out how much cash to bring next time, total the Amount paid column for that code: =SUMIF(Expenses!F:F,"EUR",Expenses!E:E) gives 733.90 euros for the example.
SUM, SUMIF, ROUND, MIN and MAX are standard functions in Excel, Google Sheets and Numbers.
Common questions
Is it really free?
Yes. Download it and change it however you like.
Can I use it for a work trip?
Yes. Add any columns your employer asks for, like a project code or a receipt number, to the right of Home amount, from column I on. Keep the receipts too, since most expense claims need them.
What about more than one trip?
Save a copy of the file for each trip. The Summary sheet totals everything on the Expenses sheet, so one file per trip keeps the totals clean.
Does it work on a phone?
Yes. The Excel, Google Sheets and Numbers apps all open it, though typing a row for every coffee on a small screen is fiddly.
