Holiday Booking Deposit and Balance Tracker

Who this is for

Every booking, what has been paid and what is still owed. Flights, hotels, car hire, transfers and excursions each get a line with the supplier, reference, price, deposit and balance due date. The sheet shows what is outstanding on each booking, the totals and how soon the next balance falls due.

Travellers juggling several suppliers for one trip, and anyone organising a holiday where deposits are paid months before the balances.

What this helps you track

• Each booking with its supplier and reference
• The full price and the deposit already paid
• When each balance is due and whether it has been paid
• What is still outstanding on each booking and in total
• How many days until the next balance payment

How to use it

1. Write the trip, the dates and who is travelling at the top.
2. Give each booking a line as soon as it is made: type, supplier, reference, full price and the deposit paid.
3. Copy the balance due date from the booking confirmation, not from memory.
4. When you pay the balance, enter the amount in the balance paid column and change the status.
5. The outstanding figures, days to due and summary are worked out in the browser and the workbook; check the next payment due every week or two in the run-up.

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

Why track balance due dates separately?

Because they arrive months after booking, often by email from different suppliers, and some bookings can be cancelled if a balance is missed. One list with every date on it is easier to check than several inboxes.

What does days to due show?

The number of days from today to the balance due date, for bookings that still have something outstanding. A minus figure means the date has passed. The summary shows the smallest, which is the next payment.

What if a booking is paid in full at once?

Enter the full price and the same figure as the deposit, or put it in the balance paid column. Either way the outstanding figure is zero and the line drops out of the days to due.

Is this the place for cancellation terms?

Note them briefly in the notes area, or keep them with the confirmations. The sheet does not state any terms; those are in each supplier's booking conditions.