Excursion spreadsheet kit: free complete template

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Straight to the point

What the spreadsheet kit solves

This kit brings together in a single file the three separate spreadsheets in this series (rooming list, DAER list and room and hotel control) and adds a simple Financial close tab: revenue, costs by category, margin and cost per passenger.

Each tab works exactly like its separate file. The advantage of using the kit instead of the individual templates is not having to open three different files to handle the same excursion, and having the trip's financial result alongside who traveled and where they stayed.

This works well while one person is organizing one excursion at a time. The point where this format gets tight is described further down this page.

What's inside the file

The kit's seven tabs, one by one

Plus the Read me tab, with how to fill in each one and its formulas explained.

Tab	What it does
Passengers	Name, phone and room type each person requested, with phone checking
Rooms	What was actually put together at the hotel, with capacity, occupants and status calculated by formula
Summary	Comparison between requested and assembled rooms, by type
List	The passenger list in DAER format, with CPF, duplicate CPF and phone checks
Lodging	What was booked at each hotel, with nights and room total calculated by formula
Summary by hotel	Total spent at each hotel and overall lodging total
Close	Revenue, costs by category, margin, margin % and cost per passenger of the excursion

In the Close tab, you enter the amount paid by each passenger and the cost of each category (bus, hotel, guide, insurance, food, others); revenue, total costs, margin, margin percentage and cost per passenger are calculated on their own.

The honest part

Where this kit stops being enough

It's not a lack of organization; it's the format reaching its limit.

Two people, one file

Excel or Sheets doesn't warn who changed what. Whoever saves last erases the change of whoever saved before, with no warning at all, and now in a file with seven tabs instead of one.

Several excursions in the same week

Each trip becomes a new copy of this entire kit, and nothing here prevents a passenger from being allocated to two trips at the same time by mistake.

Collections that depend on someone remembering

The Close tab adds up what has already been paid, but it doesn't on its own flag who is late or send any reminder.

Customer history that gets lost

When the same passenger travels on this excursion and on the next one, there is no single place that brings their two trips together, even with everything gathered in this file.

The kit is free and genuinely useful for those who are getting started and can't yet hire a system. The platform comes in when it stops being enough, not before.

Finances per trip

Every trip with its own result

The trip panel shows occupancy, amount received and outstanding collections and documents, with a shortcut to solve each one without leaving the screen.

Finances per trip and per passenger: who paid, how much is left and when
Commission per sale, per trip profit or fixed amount
Receipts generated straight from the logged payment
Every entry adds to the agency's consolidated cash flow

Trip detail

Visual prototype of the trip panel, fictional data; not a screenshot of the real app.

Conceptual prototype of the trip panel; data and states are fictional, with no connection to a real booking.

I want to stop closing trips on guesswork

Questions

Questions about the spreadsheet kit

What's inside the excursion spreadsheet kit?

The three separate spreadsheets (rooming list, DAER list and room and hotel control) together in a single file, plus a Financial close tab with revenue, costs by category, margin and cost per passenger.

Do the kit tabs work the same as the separate spreadsheets?

Yes, each tab works exactly like its separate file. The difference is that everything stays in the same file, including the Close tab, which doesn't exist in the individual templates.

What does the Close tab calculate?

Revenue, adding up what passengers paid; Total costs, adding up the cost categories (bus, hotel, guide, insurance, food, others); Margin, the difference between the two; Margin %, the margin over revenue; and Cost per passenger, dividing total costs by the number of passengers entered in the Passengers tab.

How many tabs does the kit have in total?

Eight: Read me, Passengers, Rooms, Summary, List, Lodging, Summary by hotel and Close.

Is it better to download the kit or the separate spreadsheets?

If you'll use rooming list, DAER list and room control on the same excursion, the kit saves you from opening three different files. If you only need one part, the separate template is leaner.

Do I need to fill in a registration to download the kit?

Yes, name and WhatsApp. That's how we know which material actually helps, without charging anything for it and without requiring an email.

Excursion spreadsheet kit, all in one file