Create one trip Space so every traveler sees the same estimate, decisions, and actual expenses. MoneySpaces organizes the records; bookings and reimbursements still happen through the providers and payment methods your group chooses.
Set the rules before researching
Agree on:
- travelers and dates;
- target amount per person;
- currency and exchange-rate convention;
- equal or custom cost splits;
- cancellation and accessibility requirements; and
- who can approve a booking.
Keep passport numbers, card details, booking passwords, and other secrets outside shared transaction descriptions and comments.
Build the first estimate
Create a Space named for the trip and invite the travelers. Add one estimate for each major group:
| Group | Include |
|---|---|
| Transport | Fares, bags, seats, local transfers |
| Stay | Taxes, deposits, cleaning and resort fees |
| Food | Groceries, meals, tips |
| Activities | Tickets, equipment, booking fees |
| Buffer | Exchange movement and unplanned costs |
Use tags for these groups rather than creating overlapping Spaces.
Compare complete options
One person can research transport while another checks accommodation or activities. Record each viable option with the same fields: complete cost, refund terms, deadline, and source link. Use transaction Conversations to discuss tradeoffs.
The screenshot uses an older interface. Open Settings → Tutorials if the current app places comments or sharing elsewhere.
Do not delete rejected options until the chosen booking is confirmed; mark them rejected in the description or tag instead. This preserves the reasoning if the preferred option sells out.
Turn estimates into actuals
When something is booked:
- replace or clearly mark the estimate;
- enter the final charged amount and payer;
- record refundable deposits separately when useful;
- note the exchange rate convention for foreign charges; and
- document reimbursements without duplicating the original expense.
During the trip, record shared costs promptly. Afterward, reconcile every entry, resolve open comments, agree on settlement totals, and archive the working process according to your group's privacy needs.
For a reusable planning structure, adapt the entertainment budget audit with trip categories and decision dates.
