We cost each tour on a spreadsheet and learn the real margin after the bus returns.
Tour operators run group departures, custom packages and school trips on a costing sheet per tour, with rooming lists, vendor advances and traveller part payments in Excel and WhatsApp. GullySystem builds a system that costs a tour, collects traveller payments, tracks vendor dues and shows the real margin per departure. The free technology audit starts with one of your tour sheets.
A tour package is a promise made months ahead, priced on hotel rates, coach costs and a guess at how many people will book.
We build software that keeps that promise honest, from the first costing to the final vendor payment.
A new departure starts with costing: hotel rates per night, a coach or tempo traveller for the route, guide fees, entry tickets and meals. Your team works out a per-person price for twin sharing and single supplement, and publishes the tour on WhatsApp and social media. Custom packages for families are costed the same way, one at a time.
Bookings come with advances, and balances are due before departure. Rooming lists, seat plans and dietary notes are built in Excel and sent to hotels, which want advances too.
After the trip, extra costs such as an added night or a coach breakdown are paid in cash. The margin is worked out weeks later, once the last bill arrives.
What goes wrong for tour operators without a proper system.
Costing sheets are copied and broken
Last year’s tour sheet is copied for this year, and an old hotel rate slips through.
Traveller balances are chased by hand
Forty travellers, each with a different advance, and the balance list is out of date.
Vendor payables are unclear
Advances to hotels and coaches are spread across tours, and nobody knows what is still owed.
We don’t know which tours make money
Costs keep arriving after the trip, so the margin per departure is never final.
What we would build for tour operators.
Named the way your team already talks about the work. We start with whichever part the audit shows is costing you most.
Tour costing
Hotels, transport, guides, entries and meals per departure, priced per person with twin and single rates.
Departures and bookings
Seats sold per departure, traveller details, advances and balances, with WhatsApp reminders.
Rooming list and manifests
Room sharing, seat plans, ID details and dietary needs, sent to hotels and the tour manager.
Vendor payables
Advances and balances per hotel, transporter and guide, by tour and due date.
Tour profit sheet
Actual costs, including on-trip expenses entered by the tour manager, against revenue per departure.
The services behind it.
ERP, CRM and Business Software Implementation
One record of stock, orders, customers and accounts, set up so your team opens it every day.
Learn moreWeb and Mobile Application Development
Web and mobile apps for customers, field staff and dealers, built to work on ordinary phones.
Learn moreE-Commerce and Digital Commerce
An online store or B2B order portal wired to your stock, billing and dispatch.
Learn moreData Engineering and Business Intelligence
Dashboards that answer the owner’s Monday questions without anyone building an Excel sheet first.
Learn moreHow the work runs from Bengaluru for your city.
- 01
The audit, by call
A screen-share and a look at the sheets, Tally reports and WhatsApp groups your team uses. No travel needed.
- 02
A written proposal
Scope, what we build first and the cost, agreed in writing before anything starts.
- 03
Build in short rounds
Working screens shared every few weeks. Your team tests them from your own office.
- 04
Go-live, in person when it helps
For data migration and training we can come to your city. Travel is agreed in advance.
- 05
Support online
Fixes, changes and hosting handled remotely by the same team that built it.
Software we have built and run.
We only name clients whose work is published. These are systems our team designed, built and supports.
PetSeva: matching owners to the right vet, at any hour
A two-sided veterinary platform where supply is searchable by specialisation and bookable outside clinic hours — now carrying more than 2,000 veterinary doctors.
Read the case study Paying guest accommodationSAM Atithi Pavathi: bed-level occupancy as the source of truth
PG management software where allocation, rates and invoices all derive from bed-level occupancy, instead of being maintained in parallel spreadsheets.
Read the case study School transport servicesSAM Tours: school transport on a single ledger
Registration, fee collection, routing and finance writing to the same records — closing the gap between journeys run and fees actually collected.
Read the case studyQuestions tour operators ask before they call.
Can we keep our books in Tally?
Yes. Traveller receipts, vendor bills and payments post to Tally, including the GST treatment you already follow for tour packages.
Can travellers book and pay online?
Yes. A tour page with seats left and a UPI or card payment link can feed bookings straight into the system.
Is a spreadsheet enough for a small operator?
For a few departures a year, a disciplined spreadsheet works. Once you run weekly departures or school trips with many payers, it starts costing you.
Can the tour manager enter expenses on the road?
Yes. A phone screen lets the tour manager log cash expenses with a bill photo, so the profit sheet is ready soon after the trip.
What happens in the free technology audit?
We look at the software, spreadsheets and WhatsApp groups your business runs on today and write down what works, what slows your team down and what is missing. A demo login, a screen-share or a few screenshots are enough to start. You get a report ordered by priority, and there is no obligation to hire us afterwards.
How much will the software cost?
We don’t publish a price, because it depends on what the system has to do. The audit settles the scope, and the cost goes into a written proposal before any work starts.
Related industries.
Tell us how your business runs today.
A few lines on your spreadsheets, software and WhatsApp groups is enough. We reply the same working day.
- No obligation
- We reply the same working day
- Your details stay private