Business Trip Budget Calculator
Estimate business travel costs with policy compliance checks. Supports multi-currency expenses, per diems, and custom category caps.
Fixed Costs (One-time)
Daily Costs (Per Night/Day)
About
Corporate travel managers and employees use this tool to estimate the total cost of business trips before booking. Unlike standard travel calculators, this tool integrates a policy compliance layer. Users can define daily spending limits for hotels and meals, and the system instantly flags budget overruns. This proactive approach reduces rejected expense reports and ensures alignment with company travel policies.
The calculator supports complex multi-leg trips involving different currencies. Whether you are paying for a train in Euros, a hotel in Yen, or a client dinner in Dollars, the tool standardizes all costs into a single base currency for accurate reporting. It serves as a vital pre-approval document for finance departments, breaking down costs into fixed expenses (flights, rail) and variable daily expenses (lodging, per diems).
Formulas
The Total Trip Cost Ctotal is the sum of fixed costs F and daily variable costs multiplied by the duration D (days).
Where Fi represents flight, rail, or visa fees, and Vj represents accommodation and per diems. Policy compliance is checked by comparing each Vj against a limit Lj.
Reference Data
| Region | Avg Hotel $ | Avg Meal/Day $ | Transport $ | Risk Level |
|---|---|---|---|---|
| New York, USA | 350 | 100 | 40 | High Cost |
| London, UK | 320 | 90 | 35 | High Cost |
| Tokyo, Japan | 200 | 80 | 25 | Medium |
| Singapore | 250 | 85 | 20 | Medium |
| Berlin, Germany | 180 | 70 | 20 | Medium |
| Bangalore, India | 120 | 40 | 15 | Low Cost |
| Sao Paulo, Brazil | 140 | 50 | 20 | Low Cost |
| Dubai, UAE | 280 | 110 | 30 | High Cost |