Your travel agency keeps one file per trip, with the quote, the vouchers and the refund on it.
Travel Agency Management Software keeps one file per trip for travel agencies and tour operators. Enquiries land in one list, each with an executive and a date against it. The itinerary is costed day by day, with supplier rates and your margin in view before the quotation goes out. Hotel and transport bookings, vouchers, advances, balances, cancellations and refunds all hang off that file, and corporate bills age by client.
- Your packages, supplier rates and voucher formats set up before go-live
- Open files, advances and supplier dues carried across from your sheets
- Built and supported from one office in Bengaluru
What goes wrong before the software.
The enquiry went quiet and nobody noticed
A family asked about Kerala in March. Two quotations went out, then the executive got busy with a corporate group. They booked elsewhere, and the file is still open in somebody’s inbox.
Every itinerary is typed out again
The Coorg plan exists in four Word files, each slightly different. Yesterday’s version goes out with a hotel rate that expired in October, and the margin quietly disappears.
The costing was right until the extras arrived
An extra cab day, a permit at the check post, one upgraded room. None of it reached the sheet, and the file that looked comfortable makes nothing.
The voucher is in somebody’s sent items
The guest is at a hotel counter at eleven at night and the reception has no record. Your executive is asleep. The confirmation is in his email, not the office’s.
Refunds are chased when somebody remembers
A cancelled hotel night and an air refund were applied for in April. The sheet has not been opened since June. Nobody can say whether the money landed.
The corporate client pays late and argues about two lines
Tickets, date changes and your service fee were added by hand at month end. Their finance team returns the invoice with two rows highlighted, and payment moves out by another month.
How the work flows through it, step by step.
- 01
The enquiry lands
A website form, a portal lead, a walk-in, a reference from an old client. Each one gets an executive, a next date and a note of what the family or the company actually asked for.
- 02
Costed, day by day
Hotels per night, cab by the day, permits, entry tickets, guide and meals go on the sheet, with per-person rates for twin sharing and a single supplement beside them. Your margin sits on the same screen, before the price is quoted.
- 03
The quotation goes out
A day-wise itinerary PDF with inclusions, exclusions and terms, sent on WhatsApp or email. Change two hotels and it saves as a new version. The old one stays, which settles later questions.
- 04
Confirmed, with an advance
The advance is receipted and the balance dates are fixed. Booking requests go out to hotels and transporters, and confirmation numbers and supplier advances are recorded against the file.
- 05
They travel
Hotel and cab vouchers, tickets and traveller documents sit together, and anyone at the desk can resend them. An added night entered on the road stays on the file, so it reaches the final bill.
- 06
Settled, or refunded
The final invoice carries the service fee and GST, and the balance is collected. A cancellation stays open until the supplier credits it, and the file shows what it really earned.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
Enquiry desk
Enquiries from the website, portals, WhatsApp and walk-ins in one list, each with a source, an executive, a next follow-up date and the reason a lost one was lost.
Day-wise itinerary
The plan built day by day, with hotels, transfers, sightseeing, meals and free time. Saved plans for Kerala, Coorg or Dubai are reused instead of retyped.
Costing sheet
Supplier cost and selling price on every line, with per-person twin and single rates, child rates and the margin on the file as it stands right now.
Quotation versions
Each revision kept with its date and what changed, so the client and the desk are looking at the same plan when they speak.
Supplier and hotel bookings
Booking requests to hotels, transporters, consolidators and local agents, with confirmation numbers, rates, cancellation dates and what is still to be paid.
Vouchers and documents
Hotel and transport vouchers, tickets, visa papers and insurance held on the file and sent again from the office when a guest calls at night.
Traveller register
Travellers with passport number and expiry, ID proof, meal and seat preferences and past trips. Documents open only for the executives working that file.
Advances and balances
Receipts against the file by cash, UPI, card or bank transfer, with balance due dates and a reminder before each one falls.
Supplier dues
What is owed to each hotel, transporter and consolidator, by file and by due date, so a payment is not made twice or missed altogether.
Cancellations and refunds
The cancellation charge, the amount applied for and the date it was credited. An uncredited refund stays on a list until the money arrives. Nobody has to remember it.
Corporate billing
Monthly invoices for corporate clients with the service fee, GST and TDS treatment you follow, the credit limit visible before the next booking, and ageing on every bill.
Logins and permissions
Executives see their own files and the ones shared with them. Costing, margin and supplier rates are shown only to the people you decide.
One system, each person sees their part.
Owner
Enquiries by source and what became of them, files confirmed this month, balances due before departure, supplier dues and the profit on each file.
Travel consultant
Her own enquiries with the next follow-up on top, the costing sheet, and the quotation she can revise without rebuilding it.
Operations executive
Bookings to raise, confirmations to record, vouchers to send and the day’s departures. Nothing is left to a phone gallery.
Accounts assistant
Advances received, balances due, supplier payments, corporate ageing, and a clean spreadsheet for the auditor at month end.
The numbers the owner asks for.
- Enquiries by source, and what came of each
- Files quoted, confirmed and lost, month by month
- Balances due before the departure date
- Supplier dues by hotel, transporter and consolidator
- Refunds applied for and still not credited
- Corporate receivables with ageing
- Profit per file, once the last supplier bill is in
Who this is built for.
- Travel agencies selling holiday packages and ticketing to corporate clients
- Tour operators costing custom family trips one at a time
- Desks booking through consolidators, DMCs and local agents
- Agencies that handle visa papers and insurance alongside bookings
- Offices where corporate clients settle monthly and query the service fee
- Agencies whose refund follow-up currently lives in one spreadsheet
When it is not the right choice.
- An online travel portal selling instant bookings at volume. That needs inventory and payment engines built for the traffic.
- A one-person ticketing desk issuing a few tickets a week. Email folders and a diary cost nothing at that size.
- This is not a reservation system and it grants no accreditation. You keep booking where you book today, and the file records what came back.
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.
Your packages and rate cards
Standard itineraries, hotel and transport rate cards, seasons and your markup rules are loaded first, in the way your desk already quotes.
Enquiries connected at the source
Your website form, portal lead mails and the WhatsApp number are joined up, so an enquiry is not copied from an inbox into a sheet.
Open files brought across
Live enquiries, confirmed trips, advances received and supplier dues come in from Excel. Balance reminders then start from the right date.
Vouchers and terms in your format
Quotation, itinerary and voucher layouts carry your logo, inclusions, exclusions and cancellation terms as your clients already know them.
Corporate terms agreed
Credit period, service fee, GST treatment and TDS for each corporate client are set up with your accountant, so the monthly bill needs no hand working.
Training and support
Consultants, operations and accounts each learn only their own part. We host it, back it up and stay on the phone afterwards.
Works alongside
- Tally
- SMS
- UPI and payment gateways
- Website and portal enquiry forms
- Google Calendar
Questions owners ask before a demo.
Can we send a day-wise itinerary on WhatsApp?
Yes. The itinerary and quotation go out as a PDF from the file, with your inclusions and terms on it. Each revision is saved, so a client who says the plan had four nights in Munnar can be answered from the record.
Will it link to our supplier and airline portals?
Where a consolidator or hotel supplier offers an API or a booking export, that can be connected and is scoped separately. Where they do not, your executive records the confirmation number and attaches the voucher, which takes a few seconds.
How are cancellations and refunds followed?
A cancellation records the charge and the amount applied for, and the file keeps it open until the money is credited. Anything not credited sits on a list with its age, so it is chased rather than forgotten.
Can it bill corporate clients monthly?
Yes. Tickets, changes and your service fee build into one monthly invoice with the GST and TDS treatment you follow. Each line points back to the booking it came from, which is what stops the invoice coming back.
Does it work with Tally?
Client invoices, supplier bills and receipts come out as a spreadsheet that posts into Tally without anybody retyping a line. Wiring the two systems together is possible, and it is priced on its own.
Can our old files and balances be moved in?
Yes. Live enquiries, confirmed trips, advances, supplier dues and corporate outstanding come from Excel before go-live. You check a handful of files with us line by line.
Can executives use it on a phone?
Yes. It runs in a browser, so a consultant on the road can open a file, resend a voucher or record a payment. Costing sheets are easier on a laptop.
Who owns the client and passport data?
Your agency does. Passport and ID details are stored with access limited to the executives working that file. If you ever move away, the handover of every record is agreed in writing beforehand.
How is travel agency management software priced for a desk our size?
No price is published. It depends on your desk size, your corporate clients and whether supplier payments are handled here as well. You see your own kind of file running first, and the cost follows in writing.
Should we buy a ready travel package instead?
If one already fits your suppliers and your billing, buy it and save the money. Packages tend to strain where corporate credit, custom itineraries and visa work run together. Three of your live files, gone through in a free technology audit, usually settle the question.
Businesses that use this.
Related products.
See Travel Agency Management Software with your own data.
Tell us how you run things today. We’ll show you the parts that matter to you and say plainly what would need changing.
- No obligation
- We reply the same working day
- Your details stay private