Group Tour Organiser Payment Tracker

Who this is for

Everyone on the trip, and what they have paid. One row per participant records the deposit and balance with the dates they arrived, what is still outstanding, who they are sharing with and whether their forms are in.

The person organising a trip for a club, class, choir, team or group of friends who has to collect the money, pay the operator and know at any moment who still owes what.

What this helps you track

• Each participant's deposit and balance, and the date each was paid
• What every person still owes against the price per person
• Total collected and total still to come in
• Room shares and dietary or access needs to pass on
• Headcount and whose forms are still missing

How to use it

1. Write the trip, the dates, the price per person, the deposit amount and the date the balance is due, all from your own booking.
2. Add each participant as they sign up, with a contact, who they are sharing with and any dietary or access needs.
3. Record the deposit and balance amounts as they are paid, with the date each arrived.
4. Tick forms received when the participant's paperwork is in.
5. The outstanding column and the summary are worked out in the browser and the workbook; on paper, take what each person has paid from the price per person.
6. Before the balance due date, chase everyone with an amount outstanding, and keep the sheet with your receipts.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

How is the outstanding amount worked out?

The price per person in the header, less the deposit and balance recorded for that participant. If someone pays in several instalments, add them together in the balance paid column and note the dates.

What if people pay different prices?

The outstanding column uses one price for everyone. For a single supplement or a child price, note the difference against that person and adjust by recording it in the notes, or run a separate sheet for each price band.

Should I record personal details here?

Only what you need to run the trip, and keep the sheet somewhere private. The browser version saves in your own browser and is not sent anywhere. Ask participants how they want their details used.

How is this different from the group kitty calculator?

The kitty calculator settles shared spending between friends after a trip. This tracker is for one organiser collecting a set price from each participant before the trip.