Business Trip Expense Planner
Calculate and manage all travel expenses for your business trips
Disclaimer: Estimates are based on average market prices. Actual costs may vary due to seasonality, location, and currency fluctuations. Always verify with your company's travel policy.
Transportation
Accommodation
Meals & Incidentals
Tips, snacks, small purchases
Additional Expenses
Trip Expense Breakdown
Transportation Total:
Accommodation Total:
Meals Total:
Incidentals Total:
Additional Expenses:
Per Diem Rate:
Total Trip Cost:
Cost Per Traveler:
Budgeting Recommendation:
Effective Business Travel Budgeting
Proper planning of business trip expenses ensures cost control and policy compliance. Our calculator helps you account for all potential costs while providing realistic estimates based on travel duration, destination, and company policies.
Key Components of Travel Expenses
Business travel costs extend beyond just flights and hotels. A comprehensive budget should include all foreseeable expenses to avoid unexpected out-of-pocket costs.
Essential Travel Expense Categories:
- Transportation (flights, trains, rental cars, taxis)
- Accommodation (hotels, short-term rentals)
- Meals and beverages (breakfast, lunch, dinner)
- Incidentals (tips, laundry, small purchases)
- Conference fees and business expenses
- Communication costs (international roaming, WiFi)
- Travel insurance and visa fees
Business Travel Expense FAQs
What's typically included in per diem rates?
Per diem rates usually cover meals, incidentals, and sometimes local transportation. Accommodation and airfare are typically booked separately. Government agencies publish standard per diem rates by location that many companies adopt.
How can I reduce business travel costs?
Book flights early, use corporate rates for hotels, consider alternative airports, use public transportation, and leverage loyalty programs. Our calculator helps identify the highest cost areas to target for savings.
Should I include personal time expenses?
Only if extending the trip for personal reasons. The company typically covers only business-related expenses during the official travel period. Any personal days added should be clearly separated in expense reports.
How do I handle currency fluctuations?
Budget using conservative exchange rates and monitor currency trends. Use corporate credit cards with favorable exchange rates and low foreign transaction fees for actual payments.
What receipts should I keep?
Keep all receipts over $25, hotel folios, boarding passes, and conference registrations. Digital photos of receipts are usually acceptable. Follow your company's specific documentation requirements.