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Trip Accountant

Updated over 4 months ago

This feature is available with the following products:

When creating a trip, there are some additional features available to you to help manage your group trips. One of these popular features is the Trip Accountant. The Trip Accountant is a convenient and time-saving tool to keep track of trip expenses so you can quickly see how much everyone owes and to whom they owe the money once it's time to settle up.
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Throughout the trip, you can add these expenses (and payments if you choose), and at the end of the trip, or even the end of each day, you can simply use Trip Accountant to square up with other trip members. One easy way to use Trip Accountant is for the trip participants to get receipts for shared expenses they actually pay for, and then hand off those receipts to the trip leader, who then enters the expenses into Trip Accountant.
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Using the Trip Accountant:

To access the Trip Accountant, go to Trip > Trip Accountant.

When an expense is added during the trip, click on "Add Expense". Whoever paid the expense upfront (it can be multiple people or one person), enter the amount of money they paid in the "Amount Owed To" column.
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Next, you choose one of two options in order to allocate the expense: "Allocate to Everyone" or "Allocate Only to Players with No Entry in "Collect Money From". If everyone is to contribute an equal amount to the expense, then select Allocate to Everyone. In the scenario shown above, we are adding the expense for Friday night's dinner. The cost of this expense was $540, which was paid upfront by Ann McCann. Everyone on the trip attended the dinner, so we equally distributed the expense, which comes out to be $67.50 per person.

However, let's say for instance Chris Logan could not make dinner. There would be be no need for him to be included in this particular shared expense. To make this adjustment, when adding the expense, enter "0" for the person to be excluded from the expense and "Allocate Only to Players with No Entry in Collected Money From".

In the sequence above as we enter the expense for Friday's dinner but exclude Chris Logan from the expense.

Another example would be when Alyssa pays for a $300 dinner. Bart drank two bottles of expensive wine, and he feels it would only be fair if he contributes more money toward the dinner check. Bart suggests that he pay $100 toward the cost of the dinner, and everyone else splits the remainder. In this scenario, just enter $100 in the "collect money from" column for Bart, then allocate the rest of the check only to the diners with no entry in "collect money from".

With Trip Accountant, you can also add payments. To do this click "New Payment"

The process is very simple. Add the description, date and who the payment is going to. Then select who and the amount that is getting paid. In the sequence above, Alyssa is paying Billy $100.

As expenses and payments are being added during the trip, the summary page will update with the overall Total Owed for each person and the overall Total Cost of the trip for each person. In the screenshot above, Alyssa is owed $72.85. Brett, on the other hand, owes $147.14. The trip leader can reconcile the expenses and payments quickly and transparently.

And finally, at any time, you can export this report onto an XLS spreadsheet by clicking "XLS".

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