One connected file per trip, from enquiry to refund.
Keep one file per trip for travel agencies and tour operators. Enquiries land in one list, each with an executive and a date. The itinerary is costed day by day, with supplier rates, your markup and the margin in view before the quotation goes out. Hotel and transport bookings, vouchers, advances, balances, cancellations and refunds hang off that file, and 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
Travel Agency Management Software gives agencies and tour operators one file per trip, set up by GullySystem for your desks. The enquiry desk is the travel CRM, and each quotation and booking grows from the enquiry it began as. Executives cost itineraries day by day and watch the markup before quoting. Hotel and transport bookings, vouchers, air tickets with their PNR, advances, balances, cancellations and refunds hang off that file. You decide who sees costing and 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, a portal, a walk-in or a reference. Each gets an executive, a next date and a note of what was asked for.
- 2
Costing
Enter hotels per night, cab per day, permits, entry tickets, guide and meals, with per-person rates for twin sharing and a single supplement. Your margin sits on the same screen before the price is quoted.
- 3
Quotation
Send a day-wise itinerary PDF with inclusions, exclusions and terms by WhatsApp or email. A change to hotels saves as a new version, and the old one is kept.
- 4
Confirmation
Receipt the advance and fix the balance dates. Booking requests go to hotels and transporters, with confirmation numbers and supplier advances recorded against the file.
- 5
Travel
Hotel and cab vouchers, tickets and traveller documents sit together and can be resent by anyone at the desk. Changes entered on the road stay on the file for the final bill.
- 6
Settlement
The final invoice carries the service fee and the tax line, and the balance is collected. A cancellation stays open until the supplier credits it, and the file shows what it earned.
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, 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.
Learn moreDay-wise itinerary
Build the plan day by day with hotels, transfers, sightseeing, meals and free time, and reuse saved plans instead of retyping them.
Learn moreCosting sheet
Record supplier cost and selling price on every line, with per-person twin and single rates, child rates, the markup applied and the margin on the file.
Learn moreQuotation versions
Keep each revision with its date and what changed, so the client and the desk look at the same plan.
Learn moreSupplier and hotel bookings
Send booking requests to hotels, transporters, consolidators and local agents, with confirmation numbers, rates, cancellation dates and what is still to be paid.
Learn moreVouchers and documents
Hold hotel and transport vouchers, air tickets with their PNR, visa papers and insurance on the file, and resend them from the office when needed.
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 against the file by cash, card, wallet or bank transfer, with balance due dates and a reminder before each.
Learn moreSupplier dues
Show what is owed to each hotel, transporter and consolidator by file and due date, so payments are not duplicated or missed.
Learn moreCancellations and refunds
Record the cancellation charge, the amount applied for and the date it was credited. Uncredited refunds stay on a list until the money arrives.
Learn moreCorporate billing
Prepare monthly invoices for corporate clients with the service fee and the tax or withholding treatment you follow, the credit limit visible before the next booking, and ageing on 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
The desk keeps enquiries from the website, portals, WhatsApp and walk-ins 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 what changed, so the agent and the client read the same itinerary.
- Vendor Management
Booking requests go to hotels, transporters, consolidators and local agents, recording confirmation numbers, rates, cancellation dates and amounts still payable.
- Receipts Management
Receipts by cash, card, wallet or bank transfer are recorded against the travel file, with balance due dates and a reminder before each.
- 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.
- TDS 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.
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 travel desk is worked by several people on the same trip file.
Learn moreReports for Travel Agency Owners and Accounts
These reports are read from the trip files the desk already keeps.
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.
For travel consultants
See your own enquiries with the next follow-up first, the costing sheet and the quotation you can revise without rebuilding.
For operations executives
See bookings to raise, confirmations to record, vouchers to send and the day’s departures.
For accounts assistants
See advances received, balances due, supplier payments, corporate ageing and 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, 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
- Branch 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.
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 and terms. Each revision is saved, so a question about an earlier plan can be answered from the record.
Will it link to supplier and airline portals, and where does a PNR sit?
Where a consolidator or hotel supplier offers an API or booking export, that can be connected and is scoped separately. Otherwise your executive records the confirmation number or the PNR and attaches the voucher. It is not a reservation system. No tickets are issued here.
Can sub-agents be given a login and a credit balance?
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 money is credited. Anything not credited sits on a list with its age.
Can it bill corporate clients monthly?
Yes. Tickets, changes 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 on a foreign package?
The invoice carries the tax lines your accountant specifies, whether sales tax or VAT, by country. 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 systems together is possible and priced separately.
Can two branches work on one system, and open it on the road?
Yes. GullySystem hosts it, so both branches work on one enquiry list and one supplier list. Each desk sees 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, and who owns the data?
Yes. Live enquiries, confirmed trips, advances, supplier dues and corporate outstanding come from Excel before go-live, and a handful of files are checked line by line. 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. It depends on your desk size, your corporate clients and whether supplier payments are handled here. You see your own kind of file running first.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
Related products.
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