Business travel costs
- Cost per traveler for this trip
- $1,547
- Cost of the trip for everyone going
- $3,094
- Cost per traveler per day
- $386.75
Every figure here comes from the figures you enter and the method stated beside it: your fares, your nights, your hotel rate, your ground transport, your company's own allowance and caps. Where a worksheet borrows a public figure as a default, the federal standard lodging and meals rates for instance, the page names the source and the date it was read.
Business travel costs are the sum of five things per traveler: the fare, the nights at a rate, the ground transport, the days at the company's allowance and the incidentals nobody budgets (registration, wifi, baggage). The free business travel cost estimator on this site adds them, shows what share the fare and the lodging take, and multiplies by the travelers and the trips a year to give the annual figure. Perdiemo Pro keeps each trip's estimate beside what was actually booked, so the company learns its own cost per trip instead of guessing from a card statement.
Open the Business travel cost estimator Free to use. No account, no card, no trial clock.
Estimate the trip from your own figures
The fare quoted, the nights, the hotel rate, the ground transport, the days, your allowance and the incidentals per traveler go in; the cost per traveler, per day and for everyone going comes out.
Read the shares, then set the caps
The estimator shows what share of the trip is the fare and what share is lodging. Where lodging dominates, a nightly cap in the policy moves the total more than a fare cap; the travel policy worksheet takes the cap from here.
Keep the estimate against the trip
In Pro the estimate is the first figure on the trip and the bookings are the second; over a year the register shows the average cost per trip, per traveler and per destination from your own record.
What the office manager asks before using the Business travel costs
What does a business trip cost on average? There is no average worth quoting without your own fares and rates; a three-night trip on the worked example costs $1,547 per traveler, and the same trip with a $110 lodging cap and a $68 allowance would come out lower. The estimator gives you your own figure.
Which figure moves the total most? Usually lodging, because nights multiply a rate. On the worked example three nights at $175 are more than the fare. That is why the policy's nightly cap matters more than its fare cap for most small companies.
How do we budget business travel for the year? Cost a typical trip in the estimator, multiply by the travelers and the trips a year, and keep the estimate against each real trip in Pro so the budget is corrected by the record rather than by the card statement in January.
Will it hold your trip register, beyond the Business travel costs?
Tell us how you run trips today: how many people travel, how often, who approves, where the bookings live, and what goes wrong between the request and the traveler getting home.