One connected system for itineraries, group departures, vendor bookings, vouchers and costing.
Run a tour operation from one system. Enquiries become day-wise itineraries, and each itinerary carries its own costing sheet for the number of passengers travelling. Hotels, transporters, guides and activity suppliers are booked against the same file. Vouchers go to the guest. Advances and balances sit on that record. Group departures hold a seat count, and vendor dues are settled once the coach is back.
- Your packages, day-wise itineraries and vendor rate lists entered as you sell them
- Guest records, passport details and past booking history migrated
- Season rate changes and new departure dates handled by our staff when you ask
Tour Operator Management Software from GullySystem keeps fixed departures and custom trips on one file. The enquiry list works as your travel CRM. The source and every quotation version are kept. Enquiries turn into day-wise itineraries with a costing sheet per passenger. Hotels, transporters and guides are booked against the same file. Vouchers go to the guest. Seats, guest balances and vendor dues stay visible.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry
A guest or a retail agent asks for a trip. Dates, nights, number of passengers, children, room type and the places wanted are recorded on an enquiry.
- 2
Itinerary and costing
A day-wise plan is drawn, with stays, sightseeing, transfers and meals. The costing sheet works the per-passenger rate from the vendor rates held on file.
- 3
Quotation and confirmation
The itinerary and the price go to the guest. On confirmation the advance is recorded and the booking is attached to a departure or a custom file.
- 4
Vendor bookings
Requests go to hotels, transporters, guides and activity suppliers. Each reply is marked confirmed, waitlisted or refused, with the reference number noted.
- 5
On tour
Vouchers, pickup times and the rooming list reach the guest and the tour manager. Changes made on the road are entered against the day they happened.
- 6
Settlement and follow-up
Vendor bills are checked against the bookings and paid. The final cost is compared with the costing sheet, and feedback is recorded against the guest.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
Enquiries, travel CRM and quotations
Record every enquiry with dates, passenger count, budget and source, follow it with a quotation, and keep each version that went out. Follow-ups sit on the enquiry itself.
Learn moreDay-wise itineraries
Build the plan day by day with stays, sightseeing, transfers, meals and free time, and reuse a saved plan for the next enquiry.
Learn moreGroup departures and seats
Hold each fixed departure with its date, capacity, seats sold and seats open, so two bookings cannot take the same berth.
Learn moreCosting sheets
Work the cost per passenger from hotel, transport, guide and entry rates. Single, twin and child slabs sit together, and the markup stays visible.
Learn moreVendor and rate records
Keep hotels, transporters, guides, activity suppliers and restaurants with their season rates, room categories, contacts and the terms agreed.
Learn moreVendor bookings and confirmations
Raise requests against a tour file, record the reply and reference number, and see every night still waiting for a confirmation.
Learn moreVouchers and travel papers
Produce hotel and activity vouchers, the day-wise sheet and the pickup note from the confirmed booking, and send them to the guest.
Learn morePassenger records and rooming lists
Hold names, ages, phone numbers, identity and passport details and meal preferences, and draw the rooming list for each departure.
Learn moreTransfers, vehicles and guides
Assign coaches, cars, drivers, tour managers and local guides to each day, with pickup points and timings on one sheet.
Learn moreGuest payments and balances
Record advances, part payments and the balance due before departure. Each sits against the booking, and the tax invoice comes off the same file.
Learn moreVendor payables and settlement
Match hotel and transport bills to the nights and vehicles actually used. Each vendor keeps an account, and payments are recorded against it.
Learn moreThe business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Estimate/Quotation Management
Each enquiry is followed by a quotation, and every version sent to the traveller is kept on the same enquiry record.
- Lead Management
Sales executives record each enquiry with dates, passenger count, budget and source, and keep follow-ups on the enquiry itself.
- Vendor Management
Hotels, transporters, guides, activity suppliers and restaurants are kept with season rates, room categories, contacts and agreed terms for the costing team.
- Receipts Management
Accounts record advances, part payments and the balance due before departure, each sitting against the booking it belongs to.
- Invoice Management
The tax invoice for a tour is raised from the same booking file that holds the guest’s advances and balances.
- Vehicle and Trip Management
Operations assign coaches, cars, drivers, tour managers and local guides to each day, with pickup points and timings on one sheet.
How we would put it in.
Setup, data migration, integrations and anything built on top.
Topics beyond the modules.
Each page covers one part of how the system is used, connected or controlled.
Tour Operator Software Views for Owners, Sales and Operations
Each desk in a tour office sees the part of the tour file its own work needs.
Learn moreReports for Tour Operator Owners and Managers
These reports are drawn from the enquiries, departures, bookings and bills your staff already enter.
Learn moreTour Operator Software Connections to WhatsApp, Accounting and Payments
The tour system links to the messaging, payment and accounting tools an operations desk already uses.
Learn moreOne system, each person sees their part.
For owners
See enquiries converted, seats sold by departure, costing against actual bills, money collected from guests and dues owed to vendors.
For sales and reservations staff
Take enquiries, build itineraries, work the costing, send quotations and hold a seat on a departure while the guest decides.
For the operations team
Raise vendor requests, follow confirmations, issue vouchers, prepare rooming lists and allot coaches, drivers and guides.
For accounts staff
Post guest receipts, raise invoices, check vendor bills against bookings and keep each hotel and transporter account.
For tour managers
Carry the day plan, the passenger list with phone numbers and the vendor contacts for the departure being escorted.
The numbers the owner asks for.
- Enquiries and quotations by source and status
- Departures with seats sold and seats open
- Costing sheet against actual vendor bills by tour
- Vendor bookings still awaiting confirmation
- Guest advances received and balances due before departure
- Vendor payables by hotel, transporter and guide
- Cancellations and refunds by departure
Who this is built for.
- Domestic tour operators running fixed group departures, or GIT, by coach or train
- Operators building custom FIT trips for families, couples and small groups
- Pilgrimage operators, Hajj and Umrah groups included, moving large parties on set dates
- Trek and adventure operators with batch dates and equipment lists
- Inbound operators handling foreign guests with visa and passport papers
- Operators selling through retail travel agents as well as direct guests
When it is not the right choice.
- A travel agency selling air tickets and hotel nights on commission will find Travel Agency Management Software closer to its work.
- A transport company hiring out cars and coaches, with no packages of its own, needs a vehicle hire system instead.
- A single homestay taking its own guests has no itineraries or departure seats to hold.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- WhatsApp Business messages
- SMS
- Payment link and gateway
- Accounting export, agreed at set-up
- GPS tracker fitted on a hired coach
Questions owners ask before a demo.
Can our live files, guests and balances be moved in?
Yes. Guest records with passport details, past tours, live enquiries, confirmed bookings and outstanding balances come across from your sheets or current software. A few files are then checked line by line. Your own staff sign them off before go-live.
Can one itinerary be reused for the next enquiry?
Yes. A saved day-wise plan is copied into a new enquiry. It is then changed for the dates, hotels and passenger count asked for.
How are seats on a fixed departure controlled?
Each departure carries a capacity, and a booking reduces the seats open. A seat can be held for a short while and released if the guest does not confirm.
Does it work out the price of a tour?
The costing sheet adds up the hotel, transport, guide and entry rates you hold and divides by the passengers travelling. What markup you add is decided with you.
Can vouchers go straight to the guest?
Yes. Hotel and activity vouchers, the day plan and the pickup note come off the confirmed booking. They go out from a WhatsApp Business account or by mail.
What happens when a group cancels?
The cancellation is recorded against the booking, the seat returns to the departure, and vendor cancellations are logged. What is refunded follows the terms you set.
Can a retail agent log in with a credit limit and a wallet balance?
No. There is no sub-agent panel, credit limit or wallet balance. A booking is marked as coming from a retail agent, and the commission or net rate is noted. Each agent keeps a statement. Your staff send the agent what it needs.
Does it connect to hotel or airline booking systems?
No. Requests and confirmations are recorded here, and your staff continue to deal with the hotel or airline as they do now.
Does the invoice carry our tax treatment, and tax collected at source on a foreign package?
The invoice is set up to carry what your office raises today. Where an overseas package needs a tax collected at source line, that is fixed at set-up. Which treatment and rate apply in your country is for your accountant or adviser to decide.
Is this worth it for a small operator?
Not always. An operator running two or three trips a year can manage with a sheet and a phone. A free technology audit will say so plainly.
Wondering what it costs? Six questions give you a written scope and the buckets any quote should separate.
Businesses that use this.
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