One connected file per trip, from enquiry to refund.
One file per trip holds the enquiry, a day-wise itinerary costed with twin-share and single supplement rates, the markup, and the margin in view before the quotation leaves. Hotel and cab bookings, vouchers, air tickets with their booking reference (PNR), advances, balances, cancellations and refunds hang off that file. A consultant covering a colleague can resend any voucher. Corporate bills age by client.
- Packages, supplier rates and voucher formats set up before go-live
- Open files, advances and supplier dues migrated from your sheets
- Built and supported by one team over remote video sessions
Agencies and tour operators get one file per trip, set up by GullySystem for your desks. Executives cost itineraries day by day, watch the markup, and see hotel and transport bookings, vouchers, advances, cancellations and refunds hang off the same file. You decide who sees supplier rates.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry
Enquiries arrive from a website form, an online portal lead email, a walk-in or a reference, and each gets an executive, a follow-up date and the brief.
- 2
Costing
Enter hotel nights, cab days, permits, monument tickets, guide fees and meals, with per-person rates for twin sharing, a single supplement and child without bed. The margin shows beside the price.
- 3
Quotation
A day-wise itinerary PDF with inclusions, exclusions and cancellation terms goes out by WhatsApp or email, and swapping a hotel saves a new version and keeps the old one.
- 4
Confirmation
Receipt the advance and fix balance dates. Booking requests go to hotels and cab operators, and confirmation numbers, rooming lists and supplier advances are recorded against the file.
- 5
Travel
Hotel and cab vouchers, e-tickets and passport copies sit together, and anyone at the desk can resend them at midnight when a guest cannot find the booking. Extra cab days reach the final bill.
- 6
Settlement
The final invoice carries the service fee and tax line and collects the balance. A cancellation stays open until the supplier credits it, and the file shows its profit.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
Enquiry desk
Keep enquiries from the website, online travel portals, WhatsApp and walk-ins in one list, each with a source, an executive, a follow-up date and a reason when lost.
Learn moreDay-wise itinerary
Build the plan day by day with hotels, airport transfers, sightseeing, meals and free time, and reuse saved plans such as a hill-station loop instead of retyping.
Learn moreCosting sheet
Record supplier cost and selling price on every line, with twin and single rates per person, child rates, the markup applied and the margin on the file.
Learn moreQuotation versions
Keep each revision with its date and a note of what changed, so the client and the desk read the same plan.
Learn moreSupplier and hotel bookings
Send booking requests to hotels, cab operators, consolidators and local agents, with confirmation numbers, net rates, cancellation cut-off dates and what is still payable.
Learn moreVouchers and documents
Hold hotel and transport vouchers, air tickets with their PNR, visa papers and insurance on the file, and resend any of them from the office when a guest asks.
Learn moreTraveller register
Record travellers with passport number and expiry, ID proof, meal and seat preferences and past trips, with documents open only to the executives on that file.
Learn moreAdvances and balances
Record receipts by cash, card, wallet or bank transfer, with a balance due date on the file and a reminder sent before it falls due.
Learn moreSupplier dues
Show what is owed to each hotel, cab operator and consolidator by file and due date, so a payment is neither duplicated nor missed.
Learn moreCancellations and refunds
Record the cancellation charge, the amount applied for and the date the credit note arrived, so a hotel night dropped in March is still chased in June. Refunds wait on a list.
Learn moreCorporate billing
Prepare monthly invoices for corporate clients with the service fee and the tax or withholding treatment you follow. Show the credit limit before the next booking, and age every bill.
Learn moreLogins and permissions
Let your own executives see their files and those shared with them, and show costing, markup and supplier rates to the staff you choose.
Learn moreThe business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Lead Management
Enquiries from the website, online travel portals, WhatsApp and walk-ins sit in one list with a source, executive, follow-up date and lost reason.
- Estimate/Quotation Management
Each quotation revision is stored with its date and a note of what changed, so the consultant and the client read the same itinerary.
- Vendor Management
Booking requests go to hotels, cab operators, consolidators and local agents, recording confirmation numbers, net rates, cut-off dates and amounts still payable.
- Receipts Management
Receipts by cash, card, wallet or bank transfer are recorded against the trip file, with a balance due date and a reminder before it falls due.
- Document Management
Hotel and transport vouchers, air tickets with PNR, visa papers and insurance stay on the file and can be resent from the office.
- Invoice Management
Monthly corporate invoices carry the service fee and tax treatment, with the client’s credit limit visible before the next booking and ageing on every bill.
- Withholding Tax Management
Corporate invoices apply the withholding treatment the agency follows, so deductions on service fees are recorded on the bill.
- Roles and Permissions
Executives see their own files and those shared with them, while costing, markup and supplier rates show only to chosen staff.
How we would put it in.
Setup, data migration, integrations and anything built on top.
Every part of the system, by area.
Take the modules you need. Each one works on its own or inside a larger system built for you.
- Applicant Tracking (5)
- CRM (8)
- Finance & Accounting (10)
- Helpdesk (4)
- Human Resources (13)
- Inventory Management (5)
- Project Management (7)
- Manufacturing (6)
- Procurement (4)
- Sales and Distribution (6)
- Field Service (5)
- Statutory and Compliance (4)
- Retail and POS (4)
- Bookings and Appointments (3)
- Subscriptions (2)
- Assets and Fleet (4)
- Platform (6)
- Analytics (2)
- Documents (1)
- All business solutions
Tools it connects to.
Each connection is scoped for your own account, one data flow at a time.
Topics beyond the modules.
Each page covers one part of how the system is used, connected or controlled.
Views by role for travel agency teams
A consultant, an operations executive and an accounts assistant each open the same trip file, and each sees only the rows their login allows.
Learn moreReports for travel agency owners and accounts
These reports are read from the trip files the desk already keeps, so no one rebuilds a sheet on the last day of the month.
Learn moreIntegrations for travel agency software
The software connects to the channels a travel desk already uses, such as WhatsApp, email, SMS, enquiry forms, payment gateways, your accounting package and Google Calendar.
Learn moreOne system, each person sees their part.
For owners
See enquiries by source and outcome, files confirmed this month, balances due before departure, supplier dues and profit on each file, all without asking the desk for a sheet.
For travel consultants
See your own enquiries with the next follow-up first, the costing sheet beside them, and a quotation you can revise without rebuilding the itinerary.
For operations executives
See bookings to raise, confirmations to record, vouchers to send, rooming lists to forward and the day’s departures. Nothing waits.
For accounts assistants
See advances received, balances due, supplier payments and corporate ageing, plus a 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, cab operator 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, ticketing and visa assistance
- Tour operators costing custom family trips one at a time
- Branch desks booking through consolidators, destination management companies and local agents
- Agencies that handle visa papers and insurance alongside bookings
- Offices where corporate clients settle monthly and query the service fee, date-change fee or ticket row
- 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 needs inventory and payment engines built for that traffic, which this is not.
- A one-person ticketing desk issuing a few tickets a week is served well enough by email folders and a diary.
- 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, with the confirmation number or PNR.
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
- Accounting export
- SMS
- Card, wallet and bank 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, exclusions and cancellation terms. Every revised plan is kept as its own version, so an old query about day three of the itinerary gets answered from the file.
Will it link to supplier and airline portals?
Only where a consolidator or hotel supplier offers an API or booking export, and that work is scoped separately. Otherwise your executive records the confirmation number or the PNR and attaches the voucher, because no tickets are issued here and it is not a reservation system.
Can sub-agents be given a login?
No. Logins are for your own executives. Credit limits are kept for corporate clients. A B2B portal where outside agents hold a wallet, see their own markup and recharge it is separate work.
How are cancellations and refunds followed?
A cancellation records the charge and the amount applied for, and the file keeps it open until the credit note or airline refund arrives. Anything uncredited sits on a list with its age.
Can it bill corporate clients monthly?
Yes. Tickets, date-change fees and your service fee build into one monthly invoice with the tax treatment your accountant sets. Each line points back to the booking it came from.
Does the invoice show withholding tax?
The invoice carries the tax lines your accountant specifies, whether sales tax or VAT, by country, and the layout is settled before go-live. Which rate applies to a foreign package, and when, is for your accountant to settle.
Can accounts be handed to our accounting package?
Client invoices, supplier bills and receipts come out as a spreadsheet that posts into your accounting package without retyping. Wiring the two together is possible and priced separately.
Can two branches share one system?
Yes. GullySystem hosts it, so both branches work on one enquiry list and one supplier list, and each desk sees only what its logins allow. Any browser opens a file, so a consultant away from the office can resend a voucher or record a payment. Costing sheets are easier on a laptop.
Can old files and balances be moved in?
Yes. Before go-live we load open enquiries, confirmed trips, advances, supplier dues and corporate outstanding from your Excel sheets, then compare a few files against the sheet row by row. Your agency owns the record. Passport and ID details stay limited to the executives on that file, and the handover of every record is agreed in writing beforehand.
What does it cost?
No price is published. Desk size, corporate clients and whether supplier payments are handled here set it, along with enquiry forms, gateways and calendar links. Old files and balances moved in add work. You see your own kind of file running first, and each part is priced apart.
How soon could consultants move their files over?
The enquiry desk, day-wise itinerary, costing sheet and quotation versions are what consultants use from the first call, so those lead. Supplier bookings, vouchers and the traveller register follow. Advances, supplier dues, refunds and corporate billing come after. A calendar is part of the proposal.
What should the agency have lined up?
Line up your packages and rate cards, the open files with advances and balances, supplier terms, and your voucher format. A quotation, a cancellation note and a corporate invoice show your habits. Owners, a consultant, an operations executive and accounts should each be named. Website form and gateway access are needed.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Every part, on its own page.
Each page covers one part of the system: what it records, who uses it and what it hands on.
- Travel Enquiry Desk with Follow-Up Dates
- Itinerary and Costing for Travel Agencies
- Supplier Bookings and Cancellation Dates
- Vouchers and Travel Documents on the Trip File
- Traveller Register with Passport Expiry
- Advances and Balances on a Travel File
- Cancellations and Pending Refunds for Travel Agents
- Corporate Travel Billing with GST and TDS
- Quotation Versions for Travel Agencies
- Views by Role for Travel Agency Teams
- Reports for Travel Agency Owners and Accounts
- Logins and Permissions for Travel Desks
- Integrations for Travel Agency Software
Built for.
The trades this product is set up for. Pick yours to see how the work runs there.
Related products.
See Travel Agency Management Software set up around your records.
Tell us how you run things today. An engineer reads it and writes back with what fits as it is, what would need changing, and what we would start with.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements