Free template
Business Travel Itinerary Template
What’s inside
- Three pre-labelled days — travel & check-in, the meetings/conference day, wrap-up & departure — copy the middle column for longer trips
- An approval / cost-center field on the overview, so the plan carries what finance will ask for
- Bookings tab for flight PNRs, seats, hotel confirmations, car and transfer details, and emergency contacts
- Budget lines that match an expense report: flights, hotel, ground transport, meals & per diem, client entertainment, registration
- A work-kit packing section — adapters, business cards, the USB backup of the presentation — plus a pre-trip list sequenced from meeting confirmations down
Rather not fill it in yourself? Answer eight quick questions and our AI writes the whole itinerary for your destination — day-by-day plan, budget, food guide — then exports it in this exact format. Free, no signup.
A business trip itinerary has one job: no surprises. The flight, the hotel, the meeting times and the ground transport between them, in one place the traveler (or the assistant who booked it all) can trust at 6am in a taxi.
This is the work-travel build of our planner. The days are shaped around meetings rather than sightseeing, the bookings tab keeps every PNR and confirmation number a travel desk would ask for, and the budget doubles as the expense log — record spending as it happens and the reimbursement report writes itself.
A look inside the Business travel template
How to use it
- 1Download and open in Excel — or upload to Google Sheets if an assistant and traveler share it.
- 2Fill the overview: city, client or event, dates, and the cost center the trip bills to.
- 3Put every meeting into the day planner with its address and buffer time; travel and check-in already have their day.
- 4Log each booking's confirmation number and PNR on the Bookings tab as it lands in your inbox.
- 5Record spending on the Budget tab as it happens — by wheels-up on the last day, the expense report is a sorted table.
Editing tips
Buffer the big meeting
Put an empty hour before the meeting that justifies the trip. Flights are late, taxis get lost, badges take time — the buffer is what keeps a travel problem from becoming a client problem.
Log expenses the same day
A receipt makes sense for about 24 hours. Enter it in the Budget tab with the client or project in the item column the day you spend it, and reimbursement week becomes reading a table instead of forensic accounting.
Share it before you fly
Send the sheet (or the Google Sheets link) to whoever needs to reach you — the assistant, the manager, home. The itinerary answering "where are you Tuesday 3pm" is the whole point of writing it down.
Frequently asked questions
What should a business travel itinerary include?
Flight details with PNR and seat, hotel with confirmation number and address, every meeting with its time, address and buffer, ground transport between them, and an expense log — each with its own labelled field or tab in this workbook.
Can I use it for a conference rather than client meetings?
Yes — the middle day is labelled meetings/conference. Put the sessions you actually need in the planner (not the whole agenda), the registration confirmation in bookings, and the registration fee on its budget line.
Does it produce an expense report?
It produces the disciplined inputs of one: every spend dated, categorised to match standard expense lines (flights, hotel, ground transport, meals & per diem, client entertainment), with a running total. Export or copy the log into whatever your finance team uses.
My trip is five days, not three. Can I add days?
Copy the meetings-day column once per extra day and relabel the focus row. The layout and formulas do not care how many days you add.
Get the Business travel template
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