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How to Use a Spreadsheet to Track Accommodation Bookings

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In this post we describe how we used a spreadsheet to track bookings made on various websites.

Review how we used to find and book accommodations for our long term travels around the world.

Create a spreadsheet on Google Sheets, Microsoft Excel, or Apple Numbers.

Create the following columns:

  • City
  • Country
  • Number of Nights
  • Dates of Stay
  • Accommodation Name
  • Accommodation Address
  • Where the website was made (with hyperlink to the website)
  • Total Cost of Stay – Denote the currency
  • Cost/Night (Total Stay/Number of Nights) – Denote the currency

Populate the sheet with your booking information.

List cancellation and booking amendment dates.

Most bookings allow you to cancel or amend a booking for a certain time period, typically a few days or weeks before the stay, without incurring a penalty. Be aware of what those dates are and track them on the spreadsheet.

If you are keeping a budget, create a formula to track your costs relative to your budget.

A budget a column shows you how closely you are tracking relative to your accommodation budget. It can give you a sense of how much, or little, you have to spend in other categories.

Add in a cushion for (unexpected) credit card transaction fees.

Although we have a no-fee international credit card, we still added in a cushion for any fees we might incur. We used a 1.8% credit card fee rate in our example below.

Make your spreadsheet available offline and share it with your travel companions.

Make your spreadsheet available offline on mobile and laptop devices. Keep a physical hard copy in your important travel documents. Share your spreadsheet your travel companions.

Continue to update spreadsheet as you make bookings.

As you create additional bookings, remember to keep your spreadsheet up to date. This will help you to avoid having to dig through emails to find reference numbers or amend a booking.

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