Use a trip tag — one tag groups every expense from a trip (flights, hotels, meals, rides) across all categories, then one report pulls it all together.
1. Create the trip tag
Three ways, pick one:
- From your calendar (easiest): Settings → Tags → "Create tags from your calendar". The wizard scans your Google Calendar for travel events and proposes tags like
Trip – Vegas Conferenceautomatically. - With AI: Settings → Tags → "Create a Tag with AI" — describe the trip ("my Singapore client visit next month") and it builds the tag.
- Manually: Settings → Tags → add a tag like
Trip – Bali.
2. Get receipts tagged
- Forwarding a receipt? Add the tag to the subject line:
tag: Trip – Bali(orfor: bali) — it's tagged on arrival, 100% reliable. - Receipts already in your spreadsheet? Open Create a Report — the AI Grouping Suggestions section detects out-of-town expense clusters (same city, close dates) and offers to tag the whole group at once.
- Calendar-connected tags auto-apply to receipts that match the trip's events — same-day meetings with the people on the invite, or merchants matching the event location.
- Anytime: pick the tag from the Tag column dropdown in your spreadsheet.
Your manual tags are always safe — AI suggestions only ever touch untagged rows or default Business/Personal rows, never a custom tag you've set.
3. Pull the trip report
My Reports → By Tag → select the trip tag. You get every expense from that trip — all categories, all dates — in one report, ready to share or export.
Works the same for recurring destinations: keep one tag per trip (Trip – Bali, Trip – Bali 2) if you need per-trip reporting, or one ongoing tag per destination if you just want totals.