A business trip planner that works around your meetings
Business travel is mostly logistics: flights that land before the first meeting, a hotel close to the client, ground transport, and receipts for the expense report. This to-do has your agent build one clean itinerary around your meeting times, add it to your calendar and prepare an expense template.
The prompt
- Plan my business trip to [CITY] from [DATES]. My meetings are [MEETINGS]. I fly from [HOME AIRPORT] and my company policy is [TRAVEL POLICY]. Find 3 flight options that land at least 3 hours before my first meeting and 3 hotels within 15 minutes of [MAIN ADDRESS], with links. Show travel time between each meeting and the best way to get there. Suggest one place for a client dinner. Make a one-page itinerary PDF, add every flight, meeting and transfer to my Google Calendar after I approve, and give me an Excel expense sheet for the trip. Don't book anything.
What to change
- [CITY]: E.g. "Chicago" or "Frankfurt".
- [DATES]: E.g. "March 10–12".
- [MEETINGS]: Times, names and addresses, e.g. "Tue 10:00 Acme HQ, 200 N Main St; Wed 14:00 workshop at the trade fair". Or forward the invites.
- [HOME AIRPORT]: E.g. "Boston Logan".
- [TRAVEL POLICY]: E.g. "economy under 4 hours, hotels up to $250 a night". Write "none" if there isn't one.
- [MAIN ADDRESS]: The office or venue you visit most, e.g. "the client office at 200 N Main St".
Example result
- Business trip: Chicago, March 10–12
- Flying from Boston · policy: economy, hotels up to $250 a night
- Meetings
- • Tue 10:00: Northwind Supply, quarterly review, River North office
- • Tue 19:00: client dinner with Northwind's ops team
- • Wed 14:00: panel at the trade show, McCormick Place
- • Thu 9:30: Bluefin Logistics, West Loop office
- Flights (3 options)
- • Mon evening arrival: calm start on Tuesday. Recommended.
- • Tue 6:00 departure: lands 7:30 local, tight if there are delays
- • Return Thu after 14:00 from O'Hare or Midway, depending on your airline
- Hotels (within policy, near River North)
- • Business hotel 5 minutes' walk from Northwind, gym, good desk
- • Mid-range hotel by the river, 10 minutes' walk, quieter rooms
- • Hotel near the Loop with easy train access to both airports
- Getting around
- • O'Hare to River North: train about 45 minutes, taxi 30 to 60 minutes with traffic
- • River North to McCormick Place: taxi or ride-hail about 15 minutes; allow 30 on show days
- • Hotel to West Loop: 10 minutes by taxi or a 25-minute walk
- Client dinner
- • A steakhouse in River North with private tables; reserve for 4 at 19:00
- Calendar events (added after your OK)
- • Flights with confirmation fields, hotel check-in, each meeting with the address and a travel-time block before it
- Expense sheet
- • Columns: date, category (flight, hotel, meals, taxi, client entertainment), vendor, amount, currency, receipt (yes/no), notes
- • Totals by category and a per-diem check line
- • Tip: photograph every receipt and send it to your agent; it adds the row for you
- Before you go
- • Print or save offline: itinerary, hotel address, meeting contacts
- • Pack: laptop charger, adapter for the trade show booth, business cards
How to do it with todo.is
- Copy the prompt and list your meetings with times and addresses, or forward the calendar invites.
- Paste it on the Today screen in todo.is, or email it to your agent.
- Get an itinerary PDF, flight and hotel links within your policy, and an expense sheet.
- Connect Google so the agent can add the events after you approve, then book the options yourself.
Tips for a better result
- Land the evening before an important morning meeting. One delay can wreck a same-day plan.
- Put travel-time blocks in your calendar between meetings, not just the meetings.
- Send receipt photos to your agent during the trip; it fills the expense sheet as you go.
- Your agent remembers your airline, seat and hotel preferences for the next trip.
business trip planner: FAQ
- Can todo.is add the trip to my Google Calendar? Yes, with Google connected. Your agent prepares the events and adds them after you approve.
- Can it book flights and hotels with my company card? No. It finds options within your policy and gives you links. You or your travel desk book them.
- Can it make my expense report after the trip? Yes. Send or forward your receipts and it builds an Excel expense report with totals by category. Check it against your company's rules before you submit.
- Can it use my company's travel policy? Paste the key rules or attach the policy PDF, and the agent only suggests flights and hotels that fit it.
JavaScript is required to use the todo.is app.