Logistics of RTW travel – part 4: Tracking your bookings (& saving your sanity)

If you need to catch up before we get started…

Ok, so we’ve worked out where and when to go. We’ve worked out roughly how much it’s going to cost. And we’ve worked out a plan to save the funds. Now that’s all done, it’s time to get booking!

But 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’ll 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.

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This is basically how mine is set up, in a note on my trusty Evernote app:
TRANSPORT:
FLIGHT DETAILS BUDGET ACTUAL COST & DATE PAID BOOKED WITH BOOKING
NUMBER
NOTES
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
ACCOMMODATION:
HOTEL
DETAILS
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
OTHER:
DETAILS BUDGET ACTUAL COST & DATE PAID BOOKED WITH BOOKING
NUMBER
NOTES
Travel insurance $400.00
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.

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This has been SO much easier that trying to write down details, keep track of receipts, dealing with piles of paperwork I’ve printed. Because pretty much everything is done online these days, I’ve been able to have all confirmations and payment receipts emailed to me, and if I need to find them, I just need to copy and paste the reservation number from that spreadsheet into my email inbox search function! it’s also been a really great tool for keeping on top of how closely we’ve been sticking to our budget – realising how far under we actually were, we even decided to splurge on a gorgeous 4 star beach-side resort in Koh Samui for the end of our trip instead of our usual 2-star standard!
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4 thoughts on “Logistics of RTW travel – part 4: Tracking your bookings (& saving your sanity)

  1. 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!

  2. Pingback: Logistics of RTW travel – part 5: 10 things to do before you head off | Eat. Travel. Blog: Ordinary Girl, Extraordinary Dreamer

  3. Pingback: Logistics of RTW travel – part 6: Staying healthy on the road | Eat. Travel. Blog: Ordinary Girl, Extraordinary Dreamer

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