Skip to content

AI assistant

Travel & outings · Trip expenses

Trip budget and settlement

When you set a budget before a trip and split the actual expenses afterward

Only you can see the new document. Checks and statuses start empty, and share links, polls and surveys open when you publish them yourself.

Trip budget and settlement

Departure date
Not set
People
Not set
Total budget
Not set
Treasurer
Not set

Enter the total budget and headcount in the document details, then fill in the budget per item.

Budget vs. actual

Write the budget before the trip and fill in actual amounts afterward. Items with big gaps are useful for the next trip.

ItemCategoryLabelsBudgetNumberActualNumberPaymentAssigneeCheckCheckbox
LodgingLodging400,000EmptyEmptyUnchecked
Round-trip transportGetting around240,000EmptyEmptyUnchecked
Local transportGetting around80,000EmptyEmptyUnchecked
MealsMeals300,000EmptyEmptyUnchecked
Tickets and activitiesAdmission120,000EmptyEmptyUnchecked
ReserveOther100,000EmptyEmptyUnchecked
Row 1
Item
Lodging
Category
Lodging
Budget
400,000
Actual
Empty
Payment
Empty
Check
Unchecked
Row 2
Item
Round-trip transport
Category
Getting around
Budget
240,000
Actual
Empty
Payment
Empty
Check
Unchecked
Row 3
Item
Local transport
Category
Getting around
Budget
80,000
Actual
Empty
Payment
Empty
Check
Unchecked
Row 4
Item
Meals
Category
Meals
Budget
300,000
Actual
Empty
Payment
Empty
Check
Unchecked
Row 5
Item
Tickets and activities
Category
Admission
Budget
120,000
Actual
Empty
Payment
Empty
Check
Unchecked
Row 6
Item
Reserve
Category
Other
Budget
100,000
Actual
Empty
Payment
Empty
Check
Unchecked

Rules for pooling money

Decide in three lines whether to collect upfront or pay separately.

1.

Decide how much to collect per person before departure.

2.

Keep receipt photos for shared expenses.

3.

Leave personal expenses out of the settlement.

Splitting payment duties

Assign someone to each big payment in advance and check it off once paid.

Splitting payment duties

Payment itemCategoryEstimated amountAssigneePaidReceiptNotes
Book ticketsAdmission120000Not setUncheckedNot setOne per person
Dinner on day oneMeals100000Not setUncheckedNot setNot set
Book accommodationLodging400000Not setUncheckedNot setCheck the cancellation terms
Book transportGetting around240000Not setUncheckedNot setNot set
Book tickets
Category
Admission
Estimated amount
120000
Assignee
Not set
Paid
Unchecked
Receipt
Not set
Notes
One per person
Dinner on day one
Category
Meals
Estimated amount
100000
Assignee
Not set
Paid
Unchecked
Receipt
Not set
Notes
Not set
Book accommodation
Category
Lodging
Estimated amount
400000
Assignee
Not set
Paid
Unchecked
Receipt
Not set
Notes
Check the cancellation terms
Book transport
Category
Getting around
Estimated amount
240000
Assignee
Not set
Paid
Unchecked
Receipt
Not set
Notes
Not set

Settlement method

Vote on how to split and record the decision. Enter actual expenses in the expense list below and they are split automatically.

Poll · Draft

How should we split the settlement?

  • Split evenly among everyone
  • Split only shared expenses
  • Treasurer pays first and settles at the end
People can take part once the owner publishes it in the new document.
Decision draft

Settlement method

☐

Filled in the budget for every item.

☐

Decided the settlement method and shared it.

☐

Moved actual expenses into the expense list.

☐

Confirmed the settlement transfers.

For each expense, enter the amount and the group that paid. If someone didn’t take part, pick them under ‘Excluded from split’ for that expense and it’s divided among everyone else. You can change group names and members in Column settings.

Expenses

ExpenseDateAmountPaid byExcluded from split
Lodging depositNot setNot setNot setNo labels
GroceriesNot setNot setNot setNo labels
Lodging deposit
Date
Not set
Amount
Not set
Paid by
Not set
Excluded from split
No labels
Groceries
Date
Not set
Amount
Not set
Paid by
Not set
Excluded from split
No labels

More templates in this category