If you’re taking a trip like ours, there’s going to be a lot to book. Flights, trains, hire cars, hotels, Airbnbs, insurance and visas, tickets to sports games and museums and cooking classes… When you have 4 months worth of bookings, you want to be able to keep tabs on things quickly and easily. You don’t need fancy accounting programs or booking-tracker apps; you literally just need a simple spreadsheet.
|FLIGHT DETAILS||BUDGET||ACTUAL COST & DATE PAID||BOOKED WITH||BOOKING
|01 Jan: MEL – LAX||$2400.00||$2285.00 paid via credit card 18.02.17||Qantas website 18.02.17||XXX88X||Saved email in RTW folder|
|02 Jan: LAX – YYC||$600.00||$629.00 paid via PayPal 24.02.17||American Airlines website 24.02.17||XX55XX|
|08 Jan: YYC – KTN||$800.00||$784.00 paid via credit card 02.03.17||Alaska Airlines website 02.03.17||XXXX98|
|BUDGET||ACTUAL COST & DATE PAID||BOOKED WITH||BOOKING NUMBER||NOTES|
|01 – 02 Jan: Los Angeles hotel||$150.00||USD$85.00 to be paid on arrival||Booking.com 05.03.17||ABCDEF||Double room, non-smoking|
|02 – 08 Jan: Calgary hotel||$800.00|
|08 – 12 Jan: Ketchikan hotel||$500|
|DETAILS||BUDGET||ACTUAL COST & DATE PAID||BOOKED WITH||BOOKING
|Canadian National Parks pass||$150.00|
|Ketchikan city tour||$50.00|
And that’s about it. The way I use this is:
1. I started by filling in the first column of the travel plans that needed to be booked.
2. I filled in the second column with the amount we budgeted for each item.
Once we actually started getting things booked in:
3. I filled in the third column with the actual amount we ended up spending and the date it was paid
4. The fourth column was who I booked with, be in via email, website, third party, whatever, and the date they confirmed the booking.
5. In column five, I just put the booking confirmation number.
6. And the last column is just any notes.
5 thoughts on “Logistics of travel – part 4: Tracking your bookings (& saving your sanity)”
This is so organised Jess!! Though I guess it pays to be when you’re undertaking a trip of this nature, though you are totally putting me to shame as I’ve booked a last minute break in Europe for Easter Weekend – pretty much all I have to do is arrange a hotel and a couple of tours and I’m already failing even at that!! So jealous that you’re heading Alaska way – it was something I had hoped I might be able to do this year but looking like it might need to be some other time. Will eagerly await your updates 🙂
Haha don’t feel bad – this is just what happens when you work in travel and are used to organizing everyone else’s trips!! Can’t wait to read all about your EuroTrip though!