How to create a budget for business trips

From aspects such as food to transportation planning . This is how you can start making budgets for your business trips.

On a business trip, the budget is very important. Managing it correctly is essential for the trip to go well. Despite the expenses, sometimes, they can exceed your forecasts.

Aspects such as transportation, meals, accommodation or leisure time can be more expensive than you initially thought. So that this does not happen and you can be prevented, it is very useful to create a budget planning.

Before that, a number of factors must be clear. That is why we say that budget planning for a business trip has two parts.

General aspects

To create good planning, you must first:

  • Concrete the destination
  • Know how many people will go
  • Know the duration of the trip
  • Start planning the trip in time

Once these factors are considered and clarified, we can start planning the entire budget. This time, we will not reflect on general aspects, but on the trip itself. What it means


To do this, we must break down all the possible expenses that the trip will have. Then, we organize them and establish what their cost will be. Good planning would be done by allocating a budget to:

The exchange rate of the country

If you go to any city in Spain, there is no problem with it. But if you are going to travel abroad, first of all you should inform yourself about the exchange rate of the country and how much things cost there. Keep in mind that your budget may become wider or more adjusted depending on the destination.


You have to think about both the outbound and the return trip. In the cost of the flights and in the duration of the trip. Analyze whether it will be necessary to rent cars and the fuel they will need. Compare if it takes more account to take taxis or public transport than to rent cars.


It is an important part of the budget. Be clear in which hotel or resort you will be staying, the services it has per night and the quality / price it entails.


When we talk about meals, we do it referring to breakfast, lunch and dinner. To do this, you have to be clear about what services the accommodation offers, if you only offer breakfast or all meals. Even if you have a kitchen or not. You should also know how many times you will eat out.


If work allows you and from the company they give you permission, you can take some time to get to know the place better. Some things will be free, keep them in mind. For others, you will have to pay admission (museums, concerts, shows, excursions …). You must know what exactly you will visit and know the price of each and every one of them. If entrance is necessary, do it with time.


It’s very important. Even if you carry everything perfectly planned, things you could not expect may arise. A reservation that has not been made effective, a flight that is lost, an unexpected meal. You must save a part of the budget for it. You know, prevention is better than cure.

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