From the builder to a Google Sheet in four steps
A spreadsheet is the best tool for a trip plan that has lots of small, similar items: times, places, costs and booking numbers. The builder above handles the entering and ordering, and the CSV export gives you a file that Sheets understands straight away.
- Fill in your itinerary in the builder, or edit the example trip.
- Select Download CSV to save the file to your computer.
- Open Google Sheets, then choose File, then Import, and switch to the Upload tab to select your file.
- Choose whether to create a new spreadsheet or insert a new sheet, keep the separator on its automatic setting or choose comma, and press Import data.
Once it is in Sheets you can freeze the header row, widen columns and share it like any other spreadsheet.
What each column means
Every row in the file is one item in your itinerary. The columns are in a fixed order so you can sort or filter without extra work.
- Day: the day number within the trip, so you can group items together.
- Date: the calendar date of that day.
- Time: when the item starts, if it has a set time.
- Type: the kind of item, which lets you filter to see all meals, stays or transport at a glance.
- Activity: what you are doing, in a short phrase.
- Location: the place or address.
- Transport ref: the flight, train or booking reference for travel items.
- Notes: anything else, such as confirmation codes, opening hours or who is in charge.
The budget block
Budget lines are included in the same CSV, in a separate block of rows after a blank row, with columns for the category, the item and the amount. After importing, you can select that block and add a total using the SUM function, or convert it into a separate sheet.
Some useful ways to build on it:
- Add a column for the actual cost next to the estimate, then subtract one from the other to see where you are over or under.
- Add a “paid by” column for shared trips, then use a pivot table or simple SUMIF formulas to see each person’s share.
- Use a second currency column and a fixed exchange rate to see totals at home prices.
Sort, filter and share
A spreadsheet is helpful because you can rearrange the same data in different ways. Use Data, then Create a filter to show only one day, only meals, or only items without a booking reference. Sort by date and time to check that the plan reads in order after you add items from several people.
To share, press Share in the top corner and give people Viewer, Commenter or Editor access. For a plan that several people will edit at once, it helps to agree who owns each column or each day, so edits do not overlap.
Handy formatting tips
- Freeze the first row so the column names stay visible while you scroll.
- Apply conditional formatting to colour each type of item, for example meals in one colour and transport in another.
- Use data validation on the type column to keep entries consistent.
- Wrap text in the notes column, and set the width so confirmation codes are readable.
Sheets or Docs?
If your plan is mostly lists of times and costs, Sheets is the better home. If it is mostly prose and directions, try the itinerary template for Google Docs. You can also use both: keep the schedule and budget in Sheets, and export a PDF from the main travel itinerary template to carry with you.
The CSV is generated in your browser and is never uploaded to us. If you are planning a specific trip type, see the vacation itinerary template or the bachelorette itinerary template, which both export to the same CSV format.