Group Trip Expense Tracker Spreadsheet

About this template

This group trip expense tracker is for the friend who ends up holding the receipts. Log each shared cost with who paid and who it was for, and the file works out everyone's share and the fewest payments that settle the trip.

Please read: This is a tracker tool only, not financial, tax, legal, medical or any other professional advice or advisory service. It records and calculates what you enter; you are solely responsible for checking all figures, rates, dates and results and for every decision you make. By purchasing, downloading or using it, you accept these terms (your statutory consumer rights are not affected).

The dashboard

Choose everyone or one friend, and the cards, charts and tables follow. The page fills itself from your expenses.

• Five live cards: trip total, who paid most, still to settle, payments and paid back
• What each person paid out next to what their share came to
• Who pays whom: the fewest payments that square everyone
• Where the money went: lodging, food, activities and the rest, each as a percentage
• The six biggest costs and who paid for them
• Who owes and who gets money back, either side of one line
• Every day's spending, and each person's share of every category

Split expenses your way

Each cost can be split equally between everyone, by share for someone bringing a partner or a child, or only between the people you tick on that row. The file works out each person's share of every cost, for up to ten people and 300 costs, which covers a girls trip, a bachelor party or a family week away.

Settle up in the fewest payments

The Settle Up tab answers who owes who: it lists the fewest payments that square everyone, and how much each one is. Log a payment back and both people move toward square, so you can see how far the group still has to go.

Where the shared expenses went

By Category shows every category of travel expenses, what each person's share came to and who paid for what.

Six connected tabs

Start Here, Setup, Expenses, Settle Up, By Category and Dashboard.

Works with

• Microsoft Excel 2016, 2019, 2021 and Microsoft 365, on Windows and Mac, and LibreOffice
• Google Sheets with a free Google account. The Google Sheets version is a real workbook you take a copy of, not a PDF with a link in it.
• No dynamic arrays, no macros, no add-ins and no subscription

What you download

• The Excel workbook, filled with a worked example: a week at the beach for seven friends, with 32 shared costs
• The same workbook, blank and ready for yours
• The instruction guide, which has one-click links to the Google Sheets versions (filled and blank)
• The terms of use as a PDF

Your files are ready to download as soon as payment clears. They are for personal and business use on your own devices, so please do not share or resell them. Questions before or after you buy? Use our contact page and we will help.

Frequently asked questions

Can we use it in Google Sheets so everyone can see it?

Yes. The download includes Excel workbooks for Excel 2016 or later on Windows or Mac, and the instruction guide has one-click links to copy the Google Sheets versions with a free Google account.

Can one person pay a bigger share?

Yes. Split a cost equally, by share for someone bringing a partner or a child, or only between the people you tick on that row.

How does it work out who owes who?

Settle Up lists the fewest payments that square everyone and the amount of each. Paybacks you log move both people toward square.

How many people and costs does it hold?

Up to ten people and 300 costs.

Is there a worked example?

Yes. The filled copy is a week at the beach for seven friends with 32 shared costs, and a blank copy is included for your trip.