Plan the offsite, then expense it cleanly

The problem with planning a corporate offsite

A team offsite runs on two documents that never quite agree: a planning doc nobody keeps current, and an expense reconciliation someone rebuilds from screenshots two weeks after everyone's home. Half the team doesn't know the final agenda, the person who fronted the Airbnb is chasing five colleagues for their share, and finance wants an itemised report with receipts that no single tool actually produced. Meanwhile the "just use this app" suggestion dies because it needs everyone to make an account and get it past IT.

How Vacationist handles it

Vote on the agenda instead of a 40-message thread

Put the workshop slot, the team dinner, and the optional Saturday hike in as proposals and let the team vote with a five-tier system — from "must do" to "group blocker." The plan reflects what the team actually wants, and the decision is visible instead of buried in chat. See how activity voting works.

Flag business costs and export the report

Mark any cost as a business cost as you record it — an expense, but also the hotel, the flights, the rental car, the airport train. When it's time to file, export a business expense summary — a clean per-person report as a PDF (and Markdown on the web) that merges all of those sources, itemised by date, category, and payer, with links to the attached receipts, and amounts in other currencies converted for you. Only committed bookings are included, so nothing the team is still deciding on lands in a finance report. Hand it to finance or drop it into your own reimbursement claim. See how expense splitting works.

Receipts attached, so reimbursement isn't a scavenger hunt

Photograph the receipt into the expense the moment you pay. It lives in private, access-controlled storage with the expense itself — not in a camera roll you'll be scrolling through on the flight back. The exported report links straight to each one.

One link, no accounts, no IT ticket

Colleagues join the trip from a single link and can vote, add expenses, and see the agenda without creating an account or installing anything. There's nothing for IT to review and no per-seat cost to approve.

What it costs

Free, with no ads. Voting, expense splitting, receipts, the business expense report, and guest access are all free for the whole team. A Pro tier exists for people organising many trips a year, but a single offsite doesn't need it.

Frequently asked questions

Can each person get their own expense report?

Yes. The business expense summary is generated per person, itemised by date, category, and who paid, with links to the attached receipts — and it pulls in flagged hotels, flights, and transport, not just expenses — so each colleague can file their own claim and finance gets a consistent format from everyone.

Do the receipt links in the export keep working?

Each receipt link in the exported report stays valid for 30 days — long enough to submit and process a reimbursement claim. The receipt itself stays in the trip for as long as the trip exists.

Does anyone need a company account or admin approval?

No. Anyone joins the offsite trip with one invite link and participates fully without an account. There's nothing to install for guests and nothing for IT to provision.

Is the business expense report available on iPhone and Android?

Yes. On the web you get both a PDF and a Markdown file; on the iOS and Android apps you get the PDF, which contains the full itemised report and the receipt links.