How to: sharing trip expenses using excel

Share

Facebook
Twitter
LinkedIn

Yesterday we were calculating our Washington trip expenses and it occurred to me that if there is an excel template where I could enter the trip expenses and who paid what to find out how much we need to pay up / collect, it would be great. I looked around for few seconds, couldn’t find anything. So I went ahead and built expense sharing worksheet on google docs. Feel free to use it for sharing your trip / party / picnic / apartment expenses.

Here is how I have done it.

Sharing Trip / Party / Picnic / Apartment expenses using Excel

  • First I have created a list of people who need to share. Just for simplicity I have limited the no to 10. You can edit the excel and change it if you want.
  • Then I have created an expense table like the one shown below. The requirements for this are simple, (1) should be able to capture descriptions of each spending (2) should be able to specify who footed the bill (3) should be able to mention the amount (4) should be able to exclude people from sharing a particular expense. Again, for simplicity sake I have limited the number of people who can be excluded from sharing an expense to 4. You can always edit this and change the formula accordingly.

    Sharing Trip / Party / Picnic / Apartment expenses using Excel

  • Now next to the list of people I have added 3 columns to show (1) how much that person has already paid (2) how much is his/her share (3) what is the difference.
  • The formula for (1) how much already paid is straight forward sumif(), the formula for a particular person’s share is something like this,

    If the row has a person
    (total expenses / no.of people) – (total expenses excluded for this person / no. of people)
    else “0”

    The actual formula involved sumif() over the four columns since each expense can be excluded for maximum of 4 people.

  • Once I have entered data the output looked something like this,
    Sharing Trip / Party / Picnic / Apartment expenses using Excel
    Hence both Yerry Jang and Dointy Paired Hilbert need to collect 237 $ and 90 cents from Barren Wuffet, Gill Bates and Beff Jezos put together. Not bad 😉

How to use it?
Just save the expense sharing excel sheet from google doc [or download the expense sharing excel sheet] to your machine / account. Enter the expenses in columns B,C and D. Enter the people names in column L. Incase you need to exclude any one from a particular line item, just enter their number (it will be next to the person’s name in column K]. As you enter the expense details, the Column O displays the actual dues.

Feel free to comment / extend / share / suggest. Your turn…

Facebook
Twitter
LinkedIn

Share this tip with your colleagues

Excel and Power BI tips - Chandoo.org Newsletter

Get FREE Excel + Power BI Tips

Simple, fun and useful emails, once per week.

Learn & be awesome.

Welcome to Chandoo.org

Thank you so much for visiting. My aim is to make you awesome in Excel & Power BI. I do this by sharing videos, tips, examples and downloads on this website. There are more than 1,000 pages with all things Excel, Power BI, Dashboards & VBA here. Go ahead and spend few minutes to be AWESOME.

Read my storyFREE Excel tips book

Overall I learned a lot and I thought you did a great job of explaining how to do things. This will definitely elevate my reporting in the future.
Rebekah S
Reporting Analyst
Excel formula list - 100+ examples and howto guide for you

From simple to complex, there is a formula for every occasion. Check out the list now.

Calendars, invoices, trackers and much more. All free, fun and fantastic.

Advanced Pivot Table tricks

Power Query, Data model, DAX, Filters, Slicers, Conditional formats and beautiful charts. It's all here.

Still on fence about Power BI? In this getting started guide, learn what is Power BI, how to get it and how to create your first report from scratch.

6 Responses to “A quick personal update”

  1. David Noble says:

    Thank you for the personal update. It was quite encouraging and a breath of fresh air in my Inbox. Take care and stay safe.
    David

  2. Doctors advise:
    Virus obstructs lungs with thick mucus that solidifies.
    Consume lot hot liquids like tea, soup, and sip of hot liquid every 20 min
    Gargle w antiseptic of lemon, vinegar, & hot water daily
    It attaches to hair/clothes detergent kills it, when come from st go straight shower
    Hang dirty clothes in sunlight/cold overnight or wash immediately.
    Wash metal surfaces as it can live on them 9 days
    Do not touch hand rails
    Do not smoke
    Wash hands foaming 20 sec every 20 min
    Eat fruit/veg and up zinc levels.
    Animals do not spread it
    Avoid common flu
    Avoid eat/drink cold things
    If feel sore throat do above immediate as virus is there 3-4 days before descends into lungs
    Would love help with my database mgt in excel.

  3. Karanbir says:

    Thanks for being thoughtful of us.
    BTW How do you track your expenses/income in excel? Can you share the worksheet please.
    Stay safe you and your family, best wishes.

  4. Surya says:

    Thanks for the update and happy to know that you and family are doing good. A 21 day lockdown has now been announced in India (I live around Kolkata) so it's uncertain times ahead. I check up on your wonderful articles often and will do so even more regularly now. Stay safe and God bless.

  5. Pablo says:

    Hi from Argentina, I follow you for a lot of years now. We here are in a quarantine for 2 or 3 weeks, because the pandemia.
    Excel is also my passion and I came here looking for a Num2Words formula, but in spanish. If anyone have it, please let me know.
    Best regards.

    Pablo Molina
    La Rioja - Argentina

  6. Indrajit Kar says:

    I'm glad to have your personal update. I'm from India & following you for so many years. Cheers to have any further personal update.

Leave a Reply