Build a travel system around your trips, your vehicles and your corporate clients.
Your client sees one trip. You see a ticket from a consolidator portal, two hotel vouchers, a visa appointment and a car for the airport. Somebody also has to tell the driver by nine at night.
The pieces live in different places, so the trip lives in somebody’s inbox and in his memory. When he is on leave, the trip is on leave with him.
One file per trip, with the vehicles, the drivers, the money in and the money out attached to it, is what we build at GullySystem. Around it sit the duty slips, the monthly corporate bill and the portal a company travel desk books through.
Travel businesses we can build for.
A ticketing desk, a car fleet and a tour operator selling packages are three different businesses that share a word. Which of the three you are changes nearly every screen.
- Travel agencies
- Tour operators
- Corporate travel desks
- Car and coach rental companies
- Employee transport operators
- Airport transfer companies
- Outstation taxi operators
- Tempo traveller and bus operators
- Destination management companies
- Inbound tour companies
- Pilgrimage tour organisers
- Adventure and trekking operators
- Holiday package sellers
- Visa and documentation agencies
- Ticketing agencies
- Hotel booking consolidators
- School and staff transport contractors
- Travel companies with branches in several cities
The modules, and what each one covers.
Nothing here is a fixed package. Each module is built, left out or changed to match how your organisation already works.
One file per trip
Opened at the enquiry, closed when the last supplier is paid.
- File number
- Client or company
- Travellers
- Dates and destinations
- Enquiry source
- Executive handling it
- Quotation
- Bookings made
- Vouchers issued
- Vehicles and drivers assigned
- Advance and balance
- Supplier costs
- Margin
- Status
Enquiries
Enquiries arrive on the phone, on WhatsApp, from the website and from a portal you pay for.
- Source
- Traveller requirement
- Number of passengers
- Travel dates
- Budget indication
- Executive assigned
- Follow-up date
- Quotations sent
- Converted or lost
- Reason for loss
An enquiry with no follow-up date on it is the one that goes quiet, so the system does not let it be saved without one.
Quotations and itineraries
- Day-wise itinerary
- Hotels with room category and meal plan
- Vehicle type per day
- Sightseeing and entry charges
- Flights or train segments
- Supplier rate against each line
- Margin before the price goes out
- Inclusions and exclusions
- Cancellation terms
- Revised versions
- Client approval
Costing a package line by line is what stops a discount being given on a day that was already at cost.
Bookings
- Confirmed itinerary
- Supplier booking
- Confirmation number
- Advance to supplier
- Voucher issued
- Travel
- Supplier bill
- Settlement
- Air, rail and bus tickets
- Hotel bookings
- Transport bookings
- Sightseeing and activities
- Visa and insurance
- Cancellation and rebooking
Bookings are made on the supplier and consolidator portals you already use. Whether a booking can flow back into this system automatically depends on whether that portal offers a route in, and most do not.
Vehicles
For operators who own or attach cars, the register the office argues from.
- Vehicle number and type
- Seating capacity
- Own, attached or hired
- Owner details for attached vehicles
- Permit type and validity
- Fitness validity
- Insurance renewal date
- Pollution certificate date
- Tax paid up to
- Current driver
- Odometer reading
- Document copies
Document expiry dates are the cheapest thing on this page to get right, and the most expensive to get wrong at a check post.
Vehicle scheduling
Who is going where tomorrow, on one screen, before the calls start.
- Duty requests for the day
- Vehicle availability
- Vehicle already on an outstation duty
- Vehicle under service
- Double booking blocked
- Advance bookings for the week
- Airport pickups by flight time
- Reporting time and place
- Changes after allocation
Driver allocation
- Driver register
- Licence number and validity
- Badge and police verification record
- Duty assigned
- Reporting time
- Rest between duties
- Driver on leave
- Languages spoken
- Outstation availability
- Salary, batta and trip allowance
Long-duty rules are set by your own policy and by law. The system can warn when an allocation breaks the rule you configured, and it will not decide the rule for you.
The driver’s phone
What a driver needs at five in the morning outside a gate he has not seen before.
- Today’s duty
- Passenger name and number
- Reporting time and address
- Flight number and arrival time
- Start and close reading
- Toll and parking entry with photograph
- Fuel entry
- Duty slip signature from the passenger
- Trip closed
Duty slips
The slip decides the bill, so it is worth capturing where it is signed.
- Duty slip number
- Vehicle and driver
- Passenger and company
- Date and duty type
- Start and close reading
- Kilometres run
- Hours used
- Extra kilometres beyond the package
- Extra hours
- Night halt
- Toll, parking and permit charges
- Passenger signature
Packages and rates
The rate card the trade actually quotes on.
- Local package by hours and kilometres
- Airport transfer rate
- Outstation per kilometre rate
- Minimum kilometres per day
- Driver allowance
- Night halt charge
- Extra hour and extra kilometre rate
- Toll, parking and permit, whether included or extra
- Client-specific rate cards
- Seasonal rates
Corporate customer portal
For companies whose admin team books twenty cars a week and then argues about the bill.
- Raise a booking request
- Employee and cost centre
- Approval by the travel desk
- Trip status
- Driver and vehicle details before pickup
- Duty slip copies
- Monthly statement
- Invoice and supporting sheet
- Dispute a line
- Download reports
Because the duty slip sits behind every line on the invoice, a disputed trip can be opened rather than argued about.
Corporate billing
- Trip-wise billing sheet
- Monthly consolidated invoice
- Cost centre and employee-wise split
- Agreed rate card applied
- Extra kilometres and hours
- Tolls and parking with proof
- Tax lines
- Credit period
- Outstanding and ageing
- Payment follow-up
Attached vehicle settlement
For operators running other people’s cars alongside their own.
- Owner and vehicle
- Trips operated
- Agreed share or rate
- Fuel borne by whom
- Deductions
- Advance paid
- Monthly settlement statement
- Payment record
Fuel and running cost
- Fuel entry with reading and bill photograph
- Fuel card or cash
- Kilometres per litre by vehicle
- Toll and parking
- Tyre changes
- Service and repair cost
- Cost per kilometre
- Vehicles costing more than they earn
Vehicle maintenance
- Service schedule by kilometre or date
- Service history
- Garage and bill
- Parts replaced
- Breakdown record
- Vehicle off road
- Accident and insurance claim
- Next service due
Traveller records
- Traveller profile
- Passport number and expiry
- Visa history
- Identity documents
- Meal and seat preference
- Frequent flyer numbers
- Past trips
- Company and cost centre
Passport and identity documents are kept encrypted and shown only to the people whose work needs them. Who those people are is set by you.
Visa and documentation
- Requirement
- Checklist by country
- Document collection
- Application prepared
- Appointment
- Submission
- Status follow-up
- Outcome
- Return of passport
Visa outcomes and appointment slots belong to the consulate and its service provider. We can track the file. Nobody can move a date.
Payments in
- Advance against a file
- Balance due before travel
- Payment link
- Cash, transfer and card records
- Receipts
- Balances due this week
- Files travelling with money outstanding
- Refund to client
Supplier dues
- Supplier and consolidator ledger
- Bookings against each
- Advances paid
- Credit limit
- Bills received
- Due dates
- Payment record
- Disputed amounts
Cancellations and refunds
A refund applied for in April is forgotten by June unless something is counting.
- Cancellation date and reason
- Supplier cancellation terms
- Amount charged to the client
- Amount recoverable from the supplier
- Refund applied for
- Days since application
- Refund received
- Refund passed to the client
- Refunds still open
Group and package tours
- Departure date and group
- Seats sold and available
- Passenger list
- Rooming list
- Tour manager
- Coach and driver
- Hotel blocks
- Costing per passenger
- Break-even passengers
- Group-wise profit
Staff and school transport contracts
Some operators run fixed routes rather than trips.
- Contract and client
- Routes and stops
- Vehicle and driver per route
- Daily running record
- Trips missed
- Substitute vehicle
- Monthly billing per route
- Attendance of the vehicle, not only the driver
Website and online booking
- Search
- Select package or vehicle
- Enter details
- Payment or request
- Confirmation
- Trip file created
- Package pages
- Enquiry forms
- Call-back requests
- Online advance payment
- Booking confirmation
- Customer login
Notifications
- Booking confirmation
- Driver and vehicle details before pickup
- Reporting reminder
- Voucher delivery
- Balance payment reminder
- Trip completion
- Invoice
- Feedback request
A driver’s number and a pickup time are worth sending the night before, because that is the message travellers actually watch for. A full itinerary belongs in a document, not in a chat thread nobody can scroll back through.
What the owner opens each morning
- Duties today and tomorrow
- Vehicles unallocated
- Drivers unassigned
- Vehicles off road
- Documents expiring this month
- Files travelling this week
- Balances due before travel
- Corporate invoices outstanding
- Refunds pending
- Margin by file and by vehicle
Roles and access
- Owner
- Operations manager
- Booking executive
- Dispatcher
- Driver
- Accounts
- Corporate travel desk
- Vehicle owner
- Customer
Integrations
- Payment gateways
- WhatsApp and SMS
- Accounting software
- Vehicle tracking devices
- Map and distance services
- Existing booking software
Live vehicle tracking depends entirely on the device already fitted and what its vendor exposes. It is checked per device before it is promised.
When the ready product is the better answer
Travel Agency Management Software already keeps one file per trip with quotations, vouchers, advances, refunds and corporate receivables on it.
- Enquiries and day-wise itineraries
- Supplier bookings and vouchers
- Advances, balances and refunds
- Corporate ageing
If that is most of what you need, buying it is faster and cheaper than building. A custom build is worth it when the fleet side matters, when duty slips drive your billing, or when a corporate client wants a portal of their own.
One connected workflow, end to end.
Every stage below can sit in one system, so nobody re-enters what the last stage already captured.
- Enquiry
- Quotation
- Confirmation
- Advance
- Supplier booking
- Vehicle and driver allocation
- Duty slip
- Travel
- Changes and cancellations
- Billing
- Supplier settlement
- Refunds
- Follow-up
You do not have to replace everything at once.
Each phase is usable on its own, so the system earns its place before the next part is built.
- 1
Files and bookings
Enquiries, quotations, the trip file, vouchers and payments in. The desk stops searching three inboxes for a PNR.
- 2
Vehicles and drivers
The vehicle register, scheduling, driver allocation, duty slips on a phone and document expiry reminders.
- 3
Billing and settlement
Corporate invoices built from duty slips, supplier dues, attached vehicle settlement, refunds and receivables.
- 4
Portals and reporting
The corporate booking portal, online booking on your website, notifications and the dashboards the owner reads.
How a build actually runs.
- 01
Understand
We follow one corporate trip and one holiday file through your office as they happen today.
- 02
Map
Enquiries, suppliers, vehicles, drivers, rate cards, approvals and every point where money changes hands.
- 03
Design
Screens for a counter executive on the phone and a driver standing at a gate, which are not the same screen.
- 04
Build
Modules in the order that clears the desk soonest, usually the trip file and duty slips first.
- 05
Test
Your executives run a live month through it, including one cancellation and one dispute.
- 06
Deploy
Open files, advances and supplier dues are carried across, and the counter and drivers are trained on their part.
- 07
Improve
Corporate portals, tracking and reporting as more clients ask for them.
Systems we can put together for you.
- Travel agency management systems
- Tour operator software
- Cab and fleet booking systems
- Vehicle scheduling software
- Driver applications
- Duty slip and trip sheet systems
- Corporate travel portals
- Employee transport management systems
- Package and itinerary costing tools
- Travel CRM
- Corporate billing and receivables systems
- Online booking websites
- Management dashboards
- Multi-branch travel platforms
Questions owners ask before starting.
What is custom travel management software?
It is software built around one company’s trip files, rate cards, duty slips and corporate clients, rather than a booking package that assumes everyone sells the same way. The fleet side is usually where packages stop fitting.
Should we buy your ready product instead?
Sometimes. Travel Agency Management Software covers enquiries, itineraries, vouchers, advances, refunds and corporate ageing, and for a pure ticketing and packages desk that is often enough.
Can it schedule vehicles and allocate drivers?
Yes. Duties for the day sit against vehicle availability and driver rest, and a vehicle already on an outstation run cannot be given a morning airport pickup.
Can drivers use it on their own phones?
Yes. Duty details, start and close readings, toll and parking photographs and a passenger signature can all be captured on a basic Android phone.
Can corporate clients book through a portal?
Yes. A company travel desk can raise requests, approve them, see the driver before pickup, and pull the monthly statement with duty slips attached.
Can the invoice be built from duty slips?
Yes, and this is usually the reason an operator calls us. Package hours, extra kilometres, night halt and tolls come from the slip rather than from a clerk retyping them.
Can we track vehicles live?
Only through the tracking device already fitted, and only if its vendor provides a way in. We check each device rather than assume, and we will say when there is no route.
Can bookings from MakeMyTrip or a consolidator come in automatically?
Rarely. Most supplier and portal accounts give agents no route in, so those bookings are entered or uploaded. Where an API does exist, we use it.
Can it handle attached vehicles?
Yes. Owner-wise trips, the agreed share, deductions and a monthly settlement statement can run alongside your own fleet.
Can we manage refunds properly?
Yes. Each cancellation carries what was charged, what is recoverable, when it was applied for and how long it has been open.
Can we start with only the fleet part?
Yes. Many operators start with vehicles, drivers and duty slips, because that is where the billing errors live, and add the trip file later.
Our corporate clients dispute the bill every month. Can this stop it?
It can shorten it. The invoice line, the duty slip behind it and the signature on that slip open together in the portal. The argument then moves from what happened to whether the rate card was applied. Whether the client then pays on time is a separate matter.
How we work with this trade.
Software we already run for this work.
If one of these fits, it is cheaper and faster than building from scratch. We will say so.
Build a travel system that holds the whole trip.
A travel business is a promise made in advance and kept by somebody else. The hotel, the airline, the driver at the gate.
Take a package that ran last month and account for every supplier payment against what the customer paid you. Travel businesses lose money in that gap far more often than they lose it on the sale price.
Tell us how your travel companies runs today.
We will tell you what can be digitised, what can be connected, what is worth automating, and what you should leave alone.
- No obligation
- We reply the same working day
- Your details stay private