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Travel receipt format for Planning

hey it's Rachel from all about planners so it's no secret that I love planning anything and everything especially travel planning so um I've tried various different ways of trip planning over the years uh the first time I went overseas I did not take a laptop I didn't have my business then so I didn't need it so I created a printable planner and then I took that with me worked great but now that I traveled with laptop I decided to go digital so there's obviously lots of apps and tools and stuff that you can use but I decided no I wanted something that's offline something that is already installed on my computer and then I can just access it whenever I don't need internet connection so I went with Excel which obviously I already had so I created various tabs I was really only going to do a couple like for the itinery but then I thought you know what I'm just going to organize the entire trip so I ended up doing a whole bunch of tabs which I'll go through in a sec um to organize everything from start to finish so first tab I have handy info now I tend to do um big overseas trips like minimum one month I live in Australia it takes so long and cost so much to get anywhere I like to make it worthwhile so minimum one month hence the need for a spreadsheet that is a lot of stuff happening in a month lots of things to organize um so that's why I went and created like a whole system so obviously there's other people that I'm traveling with but for the purpose of not Plastering that information off the internet I just filled out my own so I did like a snapshot info obviously I'll fill out the rest of the stuff um the trip planning is in progress keep in mind this is not finished I haven't gone on the trip yet I'm like halfway through planning it then I have like the currencies needed just other the handy info um if I was going somewhere that needed a Visa I was going to go to Russia um obviously need a visa for that but now that I'm not so I don't but anyway the section is there obviously need visa if you go to the US you get the idea then I have a to-do list which I have not filled out yet because I'm still in the like preliminary planning stages but once I work out for example exactly what tools I want to book then I'll list them down here um you know I need to go and buy like a new winter jacket I'll list that you can put anything and everything in here um the other thing that I really like about Excel and one of the reasons that I wanted to use it is that you can filter things you can filter by color um by like coded text Etc I'll show you what I mean in um one of the ones that I've filled out already and then because I'm traveling with other people sometimes um you know one person will do it and then you know the whole group doesn't have to that person will do it for everyone so that's why I've got the person responsible obviously a due date because if I don't have that it's not really going to get done I don't want everything to be left to the last minute and then I have a little done column where I can just put I tend to just put a y when it's done um you could also just delete it off your list Al together um if you wanted to next we have the budget so I've got all my budget categories in here um yes I know this is pricey this is a 6 and 1 half week trip going from Australia to Europe I'm not doing any organized tours I'm doing all myself so hence um why it's a little pricey I'd rather spend more and get exactly what I want so I've got all my categories listed out here this is a fully um customizable spreadsheet so you can type over it if you don't like that text you can put whatever you want you can add your own just literally click and type it straight in there and I do have formulas set up so that it will auto Summit which is great and then it will link to the top up here so there's no manually um typing like uh sorry manually I'm using a calculator you just type it in once and then it will auto calculate it for you I can see that obviously I haven't booked out everything yet um like I still need to do most of um like obviously the food and pre-trip stuff so yeah at the moment it's showing that it's under budget but in reality it'll probably come out pretty much on par with my budget anywh who so that is the budget section next I have the attractions list uh like I said earlier work in progress so I don't really have many things on here yet this is pretty much the thing that I do last when I've nailed down exactly what I want I've done the itinery in detail with um schedule so yeah work in progress um but just some notes I guess give you guys some ideas so like I want to do a Canal cruise in Amsterdam that's how much it costs in Euro and then once I've got all of my things over here then I'll convert them all to AUD um and then obviously will'll give me the total of how much that I need and then I know okay what am I pre-booking so for example I want to pre-book the Anne Frank Museum because that's probably going to sell out um but then the other stuff that I'm just going to buy when I get there like the Canal cruise then I know how much money I need to take with me either in cash or on a travel card and then I also like to color code like I um mentioned earlier so going to the Netherlands I put everything for that in blue going to Prague I put that in like orange different color you get the idea so I've got destination over here but I've also got the filter setup so you can just tick whichever one you want and it will filter everything else out the other option that you can do so it all comes back you don't lose it that's another great thing that I love about Excel you can just highlight it to see what you need not the whole thing um the other thing that you can do if you're visual like me is just filter by color and I find that's quite handy as well so um next I do the itinerary by month so this is basically where I start my trip planning I work out where I want to go and when so again I continue the colors throughout so remember Prague was orange so it's orange on here it's orange the whole way through on all of the tabs I just like to color code it makes it a lot easier so um I've got my weeks laid out like this I prefer a Monday start you can always change it to Sunday if you wanted to and of where I'm going so when I'm departing when I'm coming back I don't go into too much detail on this monthly itinerary um simply because I have other uh more details so I've got itinerary by week and then I also have like the flight list and then I also use the online tool visit a city and then there is an app and you can download your trip plan that you've done online and then you can look at that offline as well so I use sort of this one to start with of where I want to go and then if it is a kind of short domestic trip or I'm going somewhere where that tool doesn't cover it so it only covers cities keep that in mind um then I'll use this one here but I'll get to that in a sec so I've got it color coded and then I don't go into too much detail I'll just be like okay I want to do a Day Tour I'm going to do stuff around Amsterdam I don't need to list out all the stuff like you know 10 a.m. and Frank Museum I've got that in visitor city which is like whole schedule thing I'll include a link um to that tutorial that I did on How I use that tool um but yeah so Amsterdam that means we're not leaving Amsterdam we're staying in there we got a day trip okay we're flying that day so I put in the flight time and I know okay I've got a half day and then for example um this one here I know that okay I've got the whole day in lublana and then you know the flight's not until the evening but you can work out if you've got a half day here and there that kind of of thing um transport times like how long it's going to take if you get in the train now the reason that some of these are involved is because that is like a definite so most of this at this point is definite like I've booked my flights but I'm still working out exactly what I'm doing each day and the schedule but for things like day tours they tend to only be on specific days and these are the only days that work for me so like I can't move that around otherwise I can just copy right click copy and then right click um paste and then you can Shuffle things around a lot as well um if you wanted to go copy let's say I wanted to rearrange the days and then you can just move it around like that and then you are done um but obviously I need to move that back so that's how I use my monthly overview I like just having it weekly just a quick um snapshot and then I can see how many days I'm spending in a country we're in each place I don't when I go to Europe tend to want to do more than three or four days I find it can get a little Bor boring it's okay like for Munich um because there's lots of day trips but otherwise you don't really need too much time usually well I find I don't I travel at quite a um like packing in really like to like 8:00 a.m. till 8:00 p.m. like minimum every day okay so itinerary by week now because I've got the visitor City tool um that I'm using and because that has all of the cities that I'm going to then I don't really need this one I started using it and I was like well I'm kind of just doubling up at the moment however I have used this system before when I did um domestic Aussie trips so when you don't really need that tool for that and you're planning it yourself then that's when I use this spreadsheet which I've got laid out by a.m. lunch pm. dinner and then nighttime and then you can entering your dates in here but I also have it set up up the top here for um so it's really optional set up here for formula so I've just typed in the date once and then I've got a formula where it will automatically update all of the dates on the rest of this um spreadsheet the other thing note I've got this going up to week four but as you saw here I'm going for longer than that so you can always add in extra um sections if you want to just literally copy and paste so left click and drag right click copy right click in in insert copied cells and then that one still has the formula carrying over so yeah you can just add another week that day and obviously this would become week five dates so that's that one um the other great thing about Excel that I really like is it will expand the boxes to how much text you need so um when I was using the I made Ed an editable printable um with PDF and that was uh worked pretty good except when I had a lot of stuff happening at one time and then the font would get really small to fit the Box because they were all pre-sized where I see how this box is bigger and I don't have as much happening in the PM so the box is smaller so with Excel if you double left click and then press Alt Enter you can type whatever text you like and then if you double left click it will expand the box out to automatically fit whatever size you have um written so that's another reason why I really like Excel this has been working really great I've been using this spreadsheet for like two months now planning this trip um from the very beginning has been working fantastic so flight comparison this all looks really neat now but to be honest it was pretty much a mess before because I was complaining U comparing a bunch of different flight routs I've booked all of the flights now um so that's why it's nice and neat I deleted out all the ones that were irrelevant that I'm not booking anymore but I did have a full comparison happening um hence why I've got like PR to and then you know you can filter by whatever City so I was going to okay do I go via um Copenhagen should I go another route um via Hong Kong instead of Singapore Etc so anyway that's what those are and then you can also compare the airline as well and all the different flight times and costs like if you do a Redeye flight tend to be cheaper um anyway so that's what that was for um that one's just a stop over so hence why I've got a little Y in there I've got all the flight times those are the local time obviously and then obviously the dates the cost and then the baggage included um to Just note that because when I didn't have that column in there when the travel agent quoted me some flights I was like hang on does this include baggage or not so we just kind of like you know reconfirm get that make sure it's included in your um quote okay so then we have the accommodation comparison so this one's probably the most um intense spreadsheet I do a lot of research when it comes to accommodation like I will not just stay at any old place there is a very extensive vetting process before I will stay at a hotel why because whenever I do that works out great there's pretty much never been an issue with any hotel that I have stayed at because I do so much research before I go so again same thing with um filtering uh with different colors and the place and then I have obviously the name the address check-in date and check out date this is very handy when you are trying to remember what all the dates are you've just got one nice reference section to look at okay there's the dates I plug in and then you're good to go um again checkin checkout time I really only include that because sometimes I need the luggage storage so I land in Copenhagen at like 6:00 a.m. check-in is not until 2:30 so I need to have luggage storage to drop it at the hotel cuz I'm not just going to like sit around doing nothing and waste half a day so yeah it's got luggage storage and then if we keep going across um oh yeah here I've got does it have luggage storage yes most hotels do these days but I just like to double check just for peace of mind I don't want any sort of drama when I get there um and then I've also got the number of nights as well so the reason I put that in there is so I can work out the cost per night I try not to exceed $100 per person per night but Copenhagen oh my God it is expensive um so yeah really blowing the budget on that one okay and then we go to the trip advisor rating so I love Trip Advisor you've probably heard of it before really really honest reviews which I love so people will really um bag it out if it was and they'll also say Obviously good stuff if it was good I try not to stay anywhere that is less than three and a half um stars um again why another reason why I do all this research and why I book it sooner is so you have your pick of the bunch so I tend to do hotel research about eight or nine months before I go same with booking flights I do I pretty much start planning a trip like a year before anyway so this one while it's three and a half Stars it's an IIs Styles I've stayed at plenty of those before so I'm like okay it's pretty much standard wherever you go so that one is okay otherwise pretty much go with a four or more and then I also do my own rating so I compare what's available what are my expectations like I need free Wi-Fi that's a must have so anyway then I give it my own rating um then I have where I'm going to and from so if I'm arriving by train or um you know if I need to take a taxi all that kind of stuff so I just put that in there because obviously I don't want to be paying a ton of money for a hotel that's out in the middle of nowhere and yeah I just like to be near public transport especially if I'm doing day trips and taking the train and going ourselves so I don't like to be any more than 10 minutes away from um a train station preferably a main one as well Pros obviously free Wi-Fi as you are seeing is um pretty much a necessity for me and then I have some cons I always check where it's near because that can be okay a problem and then just some notes column for you to add yourself I do have a couple of blank ones because um people that I'm traveling with my family they've gone and booked those so I'm just waiting on them to send me the details and then I will add them in my spreadsheet so yeah looks nice and color coded love it and then car rental I'm not renting a car I do not want to drive in Europe I think that would just end really bad um so yeah no car rental however I did do um a car rental when I went to New Zealand and that's when I used this spreadsheet pretty standard stuff um just like to especially note the insurance and the excess type of car like how many suitcases can it take some cost obviously and then notes um transfer comparison so this is pretty much how you get in from A to B basically anywhere so if you're doing a day trip you put that in here if you need transport from the airport to your hotel if you are going via train somewhere so I'm going from Amsterdam to Belgium via train um yes so sorry to Brussels so I've got that in here as well and then I can check up the um prices and I've got all the other stuff over here which is pretty much similar to the accommodation one I always check it on trp advisor so if you're using like a um a shuttle bus company or something to and from the airport you can go check their reviews if they're reliable and obviously pre-booking as well and then if it is required then I go okay I need to book it and then I tend to use B like the Bold thing as my code that I have gone and booked it but again I'll probably just add it to the to-do list over here as well once I've sorted um myself out so tour comparisons another pretty colorcoded spreadsheet I like to put in the URL link of the tour and then I can just click it and we go straight to it um I basically go to via tour and that's really handy for what um tours are available and it also gives me an idea on what things are like the logistics what is I guess a feasible option to get there so Munich for example there's lots of stuff around Munich but some stuff's just like a little bit too far to do in a day trip so like I wanted to go to sorry I'm talking about Frankfurt so I wanted to go to this Berg Els Castle you might have heard of it but it's kind of too far from Frankfurt to do on a Day Tour and when it costs like 300 bucks whatever on vet tour I'm like okay then I know it's kind of logistically difficult to get to so probably going to have to rule that out which I did unfortunately in the end so any I already deleted that one off my spreadsheet but I had a couple of ideas going so I've only got one day I can do a day trip from Frankfurt but I've got two here because I need to compare the options um yeah and then just some general you know comments notes just like for yourself um what else oh this one's a big one so what date it's available so as you saw with this one here when it was in bold that's because it's only available see only available certain days so I can't do that one on Wednesday because I'm going to Frankfurt so I have to do it that day so that's why this is really helpful and then you can also put the price in here I know some of these are expensive but when you do this transfer comparison um you can see that some of the I haven't put them in here but some of the cost I've got to yet but some of the cost of you going on a train yourself and going somewhere can actually end up being more expensive than getting on a bus and doing one of those organized tours so yeah comparison um that I still need to do but gives me an idea um on how much it's probably going to cost next we go to travel insurance um another just like comparison spreadsheet um bold I ended up booking through them used them a couple of times never had to actually use the insurance CU nothing's gone wrong um but I like the policy you know unlimited all the rest of it and I also had a voucher so yeah that was my comparison I do still compare with other um companies before I pick something but anyway that's just my research got my usual columns you know EXs and then luggage does it cover a laptop because I take my laptop with me now so obviously need to check if that's covered or not and if you got a rental vehicle Etc you get the idea and I also like to do a rating it's fair enough to do all this comparison but as you're reading through it and especially checking out the PDS which is really B boring to read um then you might be going okay this one was better than that one and you get an idea of the rating and then put that in there especially since you probably won't be doing this all in one go I spread it out over a couple of days and I'm like okay what was like details it's easier to just you know do one as I go and then come back and do the next one but like all of my I guess my thoughts are there I don't have to try and remember in my brain CU I just won't remember it it's all here for me next I have the spending tracker so obviously haven't gone on my trip yet so haven't really spent anything but if someone um is is buying like the accommodation and I need to um spend uh sorry send them money like bank transfer to pay for it then you can keep track of that here I'm going with three other people for this one so hence why I've got all those columns you could add extra ones if you wanted to and then just change the number to whatever it needs to be um and then yeah just list out the expense and then who paid and then you can work out who owes what because obviously it gets super confusing when you're on the go before we leave checklist so this one is literally just a digitized version of um the one from my printable collection where that one worked really well I just simply wanted digital all in one place I probably will actually end up printing this out and then ticking it off like on paper before I go I don't know I just like ticking things off um when it comes to like packing list so anyway I've got all that stuff in there um I did add a couple of new ones like checking all the apps like I will need the Google translate because learned from my last trip Germany uh German is not really a language that you can just kind of guess like with French you can guess what the words are German yeah know way too confusing I had no idea where I was going um so definitely we'll be needing an app this time around and then packing list gain digitized version of the printable that I've been using for a while and I've got it organized out into categories you can also expand that out if you want more if you want the font smaller and you can add your own just type in there and off you go lastly outfit planner so that's where I'm going and then that's the time of year and I just do a Google search of what the temperature is going to be the high and the low and then is it going to rain and then okay so what do I need to take well obviously in these places I'm going to need to take some warmer stuff now how much of the trip do I need that cold stuff if it's only like 3 days out of 30 do I really need to Lug around a massive like you know ski like fur jacket probably not I could probably get by um for those 3 days but in this case there is quite a few and I'm someone that really feels the cold so I will be definitely taking a thick jacket and also fair enough for the temperature that they say online but keep in mind that it might be a little bit colder especially like windchill factor and again if you feel the cold so I'm working off the basis that it's probably going to be more like 5° off each of these just to be on the safe side in terms of packing so yeah that's what that one is and that is it so I know there's a few spreadsheets in here but I do really use all of them um and then it's all just kept nice and organized in one place love it love it love it so C um to use it when I get over there um especially like for all the tours you know keeping track of which ones like I need to do um you know sometimes you have to reconfirm them before you go on them so I'm like okay I've got my whole list here and then I'll have all my dates and everything is just organized and I just love it it's colorcoded and just makes me so much less stressed when it's all organized and it's neat and colorcoded um right this has gotten kind of long but anyway that's my travel planning process I hope you found this video help Co