Pro workbook: Itinerary, Budget, Bookings, Packing, Setup, Formulas. Sample data, real formulas.
| Itinerary | ||||||||||||
| One row per day. Dates come from the start date; costs by kind add up per day and for the trip. | ||||||||||||
| Start | Mon 21 Sep | Spent | 1,154 | |||||||||
| Days | 5 | Budget left | 246 | |||||||||
| People | 2 | Per day | 231 | |||||||||
| Budget | 1,400 | Per person | 577 | |||||||||
| Day | Date | Where | Plan | Transport | Stay | Food | Activities | Other | Total | Days planned | 5 | |
| 1 | Mon 21 Sep | Lisbon | Fly in 09:40, tram 28, Alfama | 262 | 104 | 48 | 12 | 426 | ||||
| 2 | Tue 22 Sep | Lisbon | Belém, LX Factory, fado | 8 | 104 | 62 | 45 | 219 | ||||
| 3 | Wed 23 Sep | Sintra | Day trip: Pena, Quinta da Regaleira | 14 | 104 | 51 | 38 | 6 | 213 | |||
| 4 | Thu 24 Sep | Lisbon | Time Out Market, Oceanário | 6 | 104 | 58 | 42 | 210 | ||||
| 5 | Fri 25 Sep | Lisbon | Miradouros, fly home 18:20 | 40 | 31 | 15 | 86 | |||||
| Trip | 330 | 416 | 250 | 125 | 33 | 1,154 | ||||||
| Rows beyond the number of days are greyed. Weekend days are shaded. Costs are what you actually spend; the planned amounts are on the Budget sheet. |
| Budget | |||||
| Planned per kind on Setup, actual from the Itinerary, and what's left. | |||||
| Kind | Planned | Actual | Left | Used | Share |
| Transport | 320 | 330 | -10 | 103% | 29% |
| Stay | 520 | 416 | 104 | 80% | 36% |
| Food | 300 | 250 | 50 | 83% | 22% |
| Activities | 180 | 125 | 55 | 69% | 11% |
| Other | 80 | 33 | 47 | 41% | 3% |
| Trip | 1,400 | 1,154 | 246 | 82% | |
| Per day, planned | 280 | ||||
| Per day, actual | 231 | ||||
| Per person, actual | 577 | ||||
| Booked, not yet paid | 506 |
| Bookings | |||||||
| Everything with a confirmation number: what it cost, whether it's paid, and when the balance is due. | |||||||
| What | Kind | Provider | Reference | Cost | Paid | Due | Status |
| Flights | Transport | TAP | TP4K9L | 262 | ✓ | 2 Aug | Paid |
| Hotel, 4 nights | Stay | Casa do Bairro | HB-20931 | 416 | 21 Sep | Due this week | |
| Sintra tour | Activities | GetYourGuide | GYG-7781 | 76 | ✓ | 1 Sep | Paid |
| Fado dinner | Activities | Clube de Fado | — | 90 | 22 Sep | Due later | |
| Travel insurance | Other | SafeTrip | ST-5520 | 24 | ✓ | 10 Aug | Paid |
| Booked | 868 | ||||||
| Paid | 362 | ||||||
| Outstanding | 506 |
| Packing | |||||||
| Tick as you pack. Progress overall and per group. | |||||||
| Item | Group | Packed | Group | Items | Packed | Done | |
| Passports | Documents | ✓ | Documents | 3 | 2 | 67% | |
| Insurance printout | Documents | ✓ | Tech | 3 | 1 | 33% | |
| Booking refs | Documents | Clothes | 3 | 1 | 33% | ||
| Charger + adapter | Tech | ✓ | Toiletries | 3 | 2 | 67% | |
| Headphones | Tech | Other | |||||
| Camera | Tech | All | 12 | 6 | 50% | ||
| Walking shoes | Clothes | ✓ | |||||
| Light jacket | Clothes | ||||||
| Swimwear | Clothes | ||||||
| Sunscreen | Toiletries | ✓ | |||||
| Toothbrush | Toiletries | ||||||
| Medication | Toiletries | ✓ | |||||
| Setup | |||
| The trip, the planned budget per kind, and the packing groups. | |||
| Trip starts | 2026-09-21 | ||
| Days | 5 | ||
| Travellers | 2 | ||
| Budget (total) | 1,400 | sum of the kinds below | |
| As of | 2026-09-14 | for booking due dates; type =TODAY() to keep it live | |
| Kind | Planned | Packing groups | |
| Transport | 320 | Documents | |
| Stay | 520 | Tech | |
| Food | 300 | Clothes | |
| Activities | 180 | Toiletries | |
| Other | 80 | Other | |
| The five kinds are the Itinerary's cost columns — keep their order. Rename them and the headers follow. |
| How the formulas work | ||
| Every formula in this workbook, in plain words. Nothing is hidden and nothing needs a macro. Formulas are shown without the leading = sign. | ||
| Where | Formula | What it does |
| Itinerary · Date | IF(1>$B$4,"",$B$3+0) | Start date plus the day number minus one; blank past the number of days, and the row greys out. |
| Itinerary · Total | SUM(E8:I8) | The five kinds across the row. |
| Itinerary · Per day | J38/$B$4 | Trip total over the number of days — not over the days filled in, so an empty day still counts. |
| Budget · Used | C5/B5 | Actual over planned per kind; the bar shows it. Left turns red when negative. |
| Bookings · Status | IF(F5<>"","Paid",IF(G5="","Unpaid",IF(G5<Setup!$B$7,"Overdue",IF(G5<=Setup!$B$7+7,"Due this week","Due later")))) | Paid wins; then no due date; then the due date against the as-of date on Setup. |
| Bookings · Outstanding | SUM(E5:E16)-SUMIF(F5:F16,"✓",E5:E16) | Everything booked minus what's ticked paid. |
| Packing · Done per group | COUNTIFS($B$5:$B$44,E5,$C$5:$C$44,"✓")/COUNTIF($B$5:$B$44,E5) | Ticked items in the group over items in the group. |