Software package

Travel agency package

One system from enquiry to travel documents: a website of holidays and departures you edit yourself, itineraries that keep every version, quotes built from components with supplier references, booking files with payment schedules and a portal where clients pay and collect documents.

Custom build Concept demo

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Who it is for

Built for

A good fit

Independent travel agencies, small tour operators and specialist agencies with roughly one to a dozen consultants who sell tailor-made trips, fixed-departure holidays or both and who currently run files from documents, spreadsheets and a shared inbox. Daily users are the consultants who build itineraries and quotes and work their files, an operations or admin person who maintains departures and chases balances, the owner who watches margin and the pipeline, and clients who read their itinerary, pay instalments and download documents in the portal.

Not the right fit

It is not for online travel agencies selling flights and rooms live from global distribution systems, which need real-time supplier connectivity rather than a file workflow, nor for tour and activity operators selling day departures with guides and manifests, which have their own package. Agencies with several branches and multi-currency costing should look at a custom build.

The operational problem it solves

How it runs, step by step

Monday morning.

A consultant opens her queue: two new enquiries from the website, a brief for a three-week trip and a request to join a fixed departure in October.
She opens the tailor-made enquiry, builds a twelve-day itinerary day by day from the agency's own library of hotels and excursions, and sends version one to the client's portal link.
The quote beside it lists components: two flights, four hotels, three transfers and two excursions, each with a supplier and a cost, with the margin showing only on her side.
On Wednesday the client asks to swap a hotel; version two is created, version one stays on file, and the quote reprices itself when she changes the component.

On Friday the client accepts version two.

A booking file opens holding the agreed itinerary, the quote, the travellers and a payment schedule: deposit now, balance twelve weeks before departure.
The client pays the deposit in the portal and enters passport details for both travellers, which go into restricted storage the consultant can see and the admin cannot.
The consultant books each component with its supplier and records the confirmation reference against it.
Over the following months the system sends the balance reminder on schedule even while she is on leave, and the owner's pipeline shows the file moving from quoted to booked to paid.
Two weeks before departure the consultant issues the travel documents to the portal with one notification; the client downloads the lot, including the transfer voucher, and no one telephones to ask.
Meanwhile the operations manager has updated October's departure with its remaining places on the website herself.

Features

What the package does

The package ships as modules that mirror an agency file: the website listings and enquiry queue, the itinerary and quote builder, the booking file with travellers and payments, and the client portal where itineraries, payments and documents meet the client. Each module below lists what it does; the comparison table shows which package variant includes it.

Listings and search

Holiday and package listingsList holidays and packages with departure dates, durations and remaining places.

Forms and requests

Enquiry flow into consultant queuesEnquiries land in consultant queues so each one has an owner.
Traveller passport self-entryTravellers enter their own passport details through the portal.

Documents and cases

Day-by-day itineraries with versionsBuild itineraries day by day from a library; every version is kept and the current one is shared with the client.
Client portal and supplier contact bookClients see itineraries, payments and document downloads in a portal, and your team keeps a supplier contact book.
Margin reportingReport margin by consultant, destination and period.
Branded itinerary and document templatesIssue itineraries and documents in templates carrying your brand.

Billing and payments

Quotes from supplier componentsAssemble quotes from components with supplier, reference and cost, repricing when anything changes.
Payment schedules with remindersSet deposit and balance dates with automatic reminders to the client.

Workflow and tasks

Booking filesOne file holds travellers, the agreed itinerary version, the quote, supplier confirmations and notes.
Restricted traveller and passport storageStore traveller and passport details with role-based access and an audit of who viewed them.

Package variants compared

Website
Business Software

Which features each package variant includes
Feature	Website	Business Software
Holiday and package listings	Included	Included
Enquiry flow into consultant queues	Included	Included
Day-by-day itineraries with versions	Not in this variant	Included
Quotes from supplier components	Not in this variant	Included
Booking files	Not in this variant	Included
Payment schedules with reminders	Not in this variant	Included
Restricted traveller and passport storage	Not in this variant	Included
Client portal and supplier contact book	Not in this variant	Included
Traveller passport self-entry	Not in this variant	Optional
Margin reporting	Not in this variant	Optional
Branded itinerary and document templates	Not in this variant	Optional

Roles and permissions

Who does what

Agency owner
- See the pipeline from enquiry to paid file and margin by file and consultant
- Configure payment schedules, deposit rules and the financial protection wording shown to clients
- Decide which roles may view restricted traveller data and set its retention period
- Manage the supplier contact book and the itinerary library
Travel consultant
- Work an enquiry queue and build itineraries day by day with versions
- Assemble quotes from components with supplier references and costs
- Open booking files, record supplier confirmations and issue travel documents to the portal
- View traveller details for their own files
Operations
- Maintain holiday listings, departure dates, durations and remaining places on the website
- Chase balances from the schedule and record payments received by transfer
- See documents due for issue by departure date
- Cannot see margin or restricted traveller data unless the owner allows it
Client
- Enquire from a listing or with a free brief
- Read the current itinerary version and comment on it
- Pay the deposit and instalments and see what is due when
- Enter traveller and passport details securely and download travel documents when issued

Example screen

Concept demo

Concept demo of a travel agency booking file showing a versioned itinerary, a component quote with supplier references, a payment schedule and a restricted travellers panel.

A booking file open on the consultant's screen: the agreed itinerary at version two with version one kept beneath, the quote with its flight, hotel, transfer and excursion components and supplier references, the payment schedule showing the deposit paid and the balance due, and the travellers panel marked restricted.

Scope and options

What is included and what is extra

In the base package

Website listings of holidays and packages with departure dates, durations and remaining places
Enquiry flow landing in consultant queues
Itineraries built day by day from a library, with every version kept and the current one shared
Quotes assembled from components with supplier, reference and cost, repricing on change
Booking files holding travellers, agreed itinerary version, quote, supplier confirmations and notes
Payment schedules with deposit and balance dates and automatic reminders
Restricted traveller and passport storage with role-based access and viewing audit
Client portal for itineraries, payments and document downloads, and the supplier contact book

Common add-ons

Traveller self-entry of passport details through the portal
Margin reporting by consultant, destination and period
Branded itinerary and document templates

Needs custom work

Connections to supplier, bedbank or flight systems, scoped per provider
Multi-currency supplier costing and exchange handling
Several branches with shared or separate files and reporting
Accounting exports beyond the standard receipts and costs

See the custom development service

Ownership, maintenance and pricing

After the build

Deployment and ownership

Runs on your own hosting or on hosting we manage; the choice is made in the proposal and can change later. You own the code and your data in both cases. Clients, files, itineraries, quotes and payment history can be exported at any time in standard formats; restricted traveller data is exported only by roles the owner permits. Nothing in the package stops a move to another provider.

Maintenance

Maintenance is optional and scoped separately from the build. When taken, it covers security updates, monitoring of payment callbacks, reminder schedules and document delivery, backups, and a monthly window for small changes such as a new itinerary template, a schedule rule or a listing layout change. Larger changes are quoted as change requests.

Pricing model

Priced per proposal.

Sold as a one-off setup and customisation with optional monthly maintenance and hosting as separate recurring lines. The setup figure depends on the number of consultants, whether tailor-made itineraries, fixed departures or both are sold, the add-ons selected, the payment provider, the restrictions on traveller data and the files and contacts migrated. The proposal itemises each line so recurring costs are never hidden in the build.

Software package

Custom build Concept demo

Variants

Website listings of holidays and packages with departure dates, durations and remaining places
Enquiry flow landing in consultant queues
Itineraries built day by day from a library, with every version kept and the current one shared
Quotes assembled from components with supplier, reference and cost, repricing on change

Priced per proposal. A written proposal is the only binding figure.

Get a quote for this package Prefer a fully custom build?

FAQ

Frequently asked questions

What does "versioned itinerary" mean in practice?

Every time a consultant changes an itinerary a new version is created and the old one is kept. The client's portal link always shows the current version, the booking file records which version was agreed, and anyone can look back at what was proposed before.

Can clients pay in instalments?

Yes. Each file carries a schedule with a deposit and one or more balance dates set by the owner's rules or adjusted per file. Clients pay in the portal, transfers are recorded by operations, and reminders go out automatically before each date.

Where do passport details go?

Into restricted storage separate from the rest of the file, visible only to the roles the owner names, with every view recorded and a retention period after travel. With the self-entry add-on, travellers type them into the portal so scans never arrive by email.

Does it show our financial protection details?

It shows exactly the wording the owner configures, where the owner places it. What protection applies depends on the agency's own arrangements, and the package neither states nor implies any on the agency's behalf.

Can it book with suppliers directly?

Supplier bookings are recorded, not made, in the base package: the consultant books in the supplier's system and enters the reference. Direct connections are scoped per supplier as custom work through custom travel agency development.

Is this a finished product I can see running?

Not yet. The readiness badge shows the real state: the package is a custom build assembled from our listings, documents, orders and portal modules for each agency, and the booking file on this page is a labelled concept demo rather than a live client system.

Get a quote for Travel agency package

Tell us about your locations, the people who will use it and the add-ons you need. We reply with a clear, competitive proposal.