Free template

Free tour guide payment tracker template

Track guides, drivers, and local partners by departure while keeping fees, approved expenses, currencies, payout status, and trip cost visible.

Download tour guide tracker CSV →When to replace the spreadsheet

Template preview

Departure	Guide / driver	Role	Currency	Base fee	Approved expenses	Final amount	Approval status	Payment status	Payment reference	Reconciled
Italy Sept 14	Avery Example	Guide	EUR	900.00	75.00	975.00	Approved	Paid	PAY-TOUR-01	Yes
Italy Sept 14	Jordan Example	Driver	EUR	650.00	0.00	650.00	Approved	Processing	PAY-TOUR-02	No

How to use it

Use one row per payee-departure engagement.
Keep contract currency separate from reporting currency.
Record reimbursable expenses separately from base compensation.
Preserve individual payout status even when several guides are paid together.
Reconcile final contractor cost before financially closing the departure.

Useful for

Multi-day tours
Student travel
Adventure travel
Local guide networks
International tour operations

Related resources

Tour guide payment software →Kelvaro for tour operators →Tour operator payment checklist →

Spreadsheets are useful until the handoffs become the work.

Kelvaro turns the same contractor, project, approval, payout, and reconciliation fields into a live operating workflow so your team does not have to keep synchronizing copies manually.

Try Kelvaro →