Supplier Bookings and Cancellation Dates

Booking requests to hotels, transporters and local agents are recorded on the trip file with confirmation numbers, rates, cancellation dates and what is still to be paid on each.

Share your requirements

Every booking on the trip file

The request as it went out

Dates, room category, meal plan, number of pax and the vehicle are recorded. What was asked for is on file if a hotel later sends the wrong room type.

The confirmation that came back

The number, the confirmed rate and the person who confirmed it are entered. Loose confirmations in a personal chat stop being the only proof.

The cancellation date

This is the last day to release without a charge. It sits on the booking and on a list of dates coming up, since it is easy to miss.

What is still to be paid

The advance sent, the balance due and its date are recorded, and they roll up into what the agency owes that hotel across every file.

Reading it by supplier

Payment conversations run by supplier and not by file, so the same records can be read that way.

What is owed to each hotel, transporter and consolidator, by due date
Bookings confirmed but not yet paid against
Releases coming up in the next week, across every file
Which supplier is carrying the most of your money

What it is not

Not a reservation system

Booking continues where it happens today, by phone, by email or through a consolidator. The file records what was asked and what came back. No accreditation comes with it.

It cannot confirm anything

A booking marked confirmed is confirmed because the executive was told so and entered it. If a hotel quietly cancels, the software learns of it when a person does.

FAQ

Frequently asked questions

Can we send the booking request from here?

Partly. The request is drafted with the dates, pax and room details filled in, and it goes out on WhatsApp or email from the office. Somebody reads it before it is sent.

What about a ground agent handling several bookings?

He is one supplier with several lines on the file. What he confirmed, what he charged and what is owed to him stay together.

Does it warn us before a release date?

Cancellation dates coming up appear on a list of their own across all files. Somebody still has to look at the list, usually each morning.

Talk to us

Tell us what you need.

Share your requirements and one of our engineers will come back to you within one business day.

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.