An itinerary is a dated list of what you will do, where, and what it costs. Excel makes it easy to sort, total and print. Use our free itinerary template or follow the steps below.
Updated November 2026
Step 1: Lock in the fixed points
Start with flights, trains and hotels. They set the days you have. In the example a flight on June 10 and a flight home on June 13 give a four-day trip.
Step 2: Add one row per activity
Columns that work well are date, time, activity, location, booking reference and cost. Entering a real Excel date lets you show the weekday with =TEXT(A9,"ddd"). June 10, 2027 returns Thu.
Step 3: Total the cost
Add up the cost column with =SUM(G9:G48). The example comes to $432. To see what is still unpaid, use =SUMIF(H9:H48,"No",G9:G48), which returns $57. Microsoft documents the function on the SUMIF page.
Step 4: See the cost per day
List each date once and use SUMIF again. The example shows $330 on June 10, with the flight, and small amounts after that. A bar chart makes expensive days obvious so you can move a costly activity to a day that is lighter.
Step 5: Check the plan
- Is there travel time between items?
- Do opening hours match the times you listed?
- Does every paid booking have a reference?
- Is there one free block a day?
Printing and sharing
Set the sheet to fit one page wide and print it or save it as a PDF. Keep an offline copy in case there is no signal on arrival.
These are illustrations to help you plan, not financial, legal or tax advice.
Frequently asked questions
What should an itinerary include?
Dates, times, activities, locations, booking references and costs.
How do I show the day of the week?
Use =TEXT(date,”ddd”) in a helper column.
How do I total what I still owe?
Use SUMIF on the Paid column for No.
Is there a template?
Yes. The itinerary template on this site is ready to use.