Business Trip Expense & Per-Diem Tracker
Log a work trip’s receipts in any currency, work out your per-diem day by day, record mileage, and get a claim-ready summary, all in one Microsoft Excel workbook.
C$12.99 CAD on Etsy
Launch sale: 30% off on Etsy until October 21, 2026 (C$9.09). Applied automatically, no code needed.
Etsy may show prices in your local currency.
What it does
- Trip Setup: traveller, trip, destination, dates, home and trip currency, exchange rate, and your own per-diem and mileage rates. No country’s rates are built in, so it works anywhere.
- Expenses log: 200 ready rows with category and payment-method dropdowns, automatic conversion to your home currency, reimbursable and receipt Y/N columns, and a check column that flags missing receipts, missing categories and dates outside the trip.
- Per-diem calculator: trip days appear automatically from your dates (up to 31 days). First and last travel days use a percentage you choose (75% by default), and meals marked as provided come off that day’s allowance.
- Mileage log: distance or odometer readings, round trips, kilometres or miles, and an optional per-trip rate.
- Summary: totals by category, per-diem total, reimbursable versus not, missing-receipt count, amount owed to you (or to repay), a spending chart, pre-submission checks and a simple claim tracker.
- Print-ready: every sheet prints cleanly or saves as a PDF.
Key facts
- Who it’s for
- Employees, consultants, contractors and small-business owners who travel for work and need to claim expenses or a per-diem accurately. It suits anyone whose employer or client reimburses trips, in Canada or anywhere else.
- Compatibility
- Microsoft Excel 2016 or later on Windows or Mac, or Excel for the web (free with a Microsoft account). No macros, add-ins or subscriptions. A computer is recommended for setup.
- What’s included
- Blank tracker (.xlsx), ready for your next trip
- Filled sample file (.xlsx) with a fictional “Sample Trip to Zurich”, so you can see how everything works
- A PDF download and setup guide
- Price
- C$12.99 CAD, sold as an instant digital download on Etsy. Launch sale price C$9.09 until October 21, 2026.
- Returns
- Because it’s an instant digital download, returns aren’t accepted. If something isn’t working, message us on Etsy or email hello@tallyfern.com and we’ll help.
- Licence
- For personal use, or internal use within one business. Please don’t resell or share the files.
This template is an organising tool, not tax, legal or accounting advice. Per-diem, mileage and reimbursement rules vary by employer and country, so check your employer’s or client’s travel policy and the official rules that apply to you (for example, CRA in Canada or the IRS in the US).
Frequently asked questions
Does it work on a Mac?
Yes. It works in Microsoft Excel for Mac (Excel 2016 or later) and in Excel for the web in any browser.
I don’t have Excel. Can I still use it?
Yes. Excel for the web is free with a Microsoft account: sign in at office.com, upload the file to OneDrive and open it. The PDF guide walks you through it.
Which per-diem and mileage rates does it use?
Yours. You enter the rates from your employer’s policy or the official rates that apply to you. No country’s rates are built in.
Does it use macros?
No. It uses ordinary formulas only, with no macros, add-ins or subscriptions.
Does it work in Google Sheets?
It hasn’t been tested in Google Sheets yet. It is built and tested for Microsoft Excel.
Can I use it for more than one trip?
Yes. Make a fresh copy of the blank file for each trip.
What if my trip is longer than 31 days?
The per-diem sheet covers up to 31 days. For longer assignments, use one file per month.
How do I get the files?
Buy it on Etsy, then go to You › Purchases and reviews (or use the link in your order email) and click Download files. It’s a digital download; nothing is shipped.
Get the Business Trip Expense & Per-Diem Tracker
C$12.99 CAD on Etsy, instant download. Made by Tallyfern, a small studio in London, Ontario.
Launch sale: 30% off until October 21, 2026.