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Back-office integration

Travel accounting systems integration that keeps bookings and books in step

Connect your booking platform to your ledger. Every ticket, hotel, refund and agent top-up becomes a balanced journal, BSP and ARC statements are matched line by line, and clean entries reach QuickBooks, Xero, or CSV for Tally and Sage.

  • Journals from every booking
  • BSP/ARC reconciliation
  • QuickBooks, Xero and Tally export
  • Agent credit in the ledger

From booking to ledger

How travel accounting systems integration turns bookings into journals

A generic accounting tool sees a payment. A travel business needs the PNR, the supplier, the tax and the commission behind it. The integration carries all of that from the booking into a double-entry journal your accountant can trust.

  1. 01

    Booking event

    A ticket is issued, a hotel confirmed, a refund processed or an agent tops up a wallet.

  2. 02

    Ledger document

    The platform raises the invoice, credit note or receipt with PNR, passenger and supplier references.

  3. 03

    Account mapping

    Each line is mapped to your chart of accounts, tax codes and base currency.

  4. 04

    Your accounting system

    Journals are posted or exported to QuickBooks, Xero, Tally, Sage or your own ERP.

Raising invoices, receipts and credit notes is covered on the Travel agency accounting page. This page is about getting those documents into your books without retyping them.

Journal entry

Flight ticket issued

INV-10482USD
AccountDebitCredit
  • Customer receivable1100820.00
  • BSP payable (airline)2110742.00
  • Service fee income410065.00
  • VAT output220013.00
Balanced820.00820.00
From the bookingPNRX7K2LMTicket157-2345678901

The airline share goes to the BSP payable, your service fee to income and the tax to its own account, so the BSP statement can be matched later.

Journal entry

Hotel booking confirmed

INV-10483EUR
AccountDebitCredit
  • Customer receivable11001,240.00
  • Hotel supplier payable21201,050.00
  • Markup income4200158.00
  • VAT on margin221032.00
Balanced1,240.001,240.00
From the bookingBookingHB-55120Supplier refSUP-7731

Supplier cost and markup are separated at booking time, so margin by product and supplier is visible without a spreadsheet.

Journal entry

Ticket refunded

CN-0442USD
AccountDebitCredit
  • Airline refund receivable1210560.00
  • Customer refund due2300510.00
  • Cancellation fee income430050.00
Balanced560.00560.00
From the bookingPNRX7K2LMInvoiceINV-10482

The credit note stays linked to the original invoice, and the cancellation fee is kept as income instead of being lost in the refund.

Journal entry

Agent wallet top-up

RCPT-2210USD
AccountDebitCredit
  • Bank account10105,000.00
  • Agent deposits held24005,000.00
Balanced5,000.005,000.00
From the bookingAgentAG-118PaymentTXN 88412

A top-up is a liability until the agent books, so it sits in agent deposits rather than in sales.

Sample amounts and account codes. Your own chart of accounts, tax rules and currencies are mapped during setup.

BSP and ARC

BSP/ARC and supplier reconciliation, line by line

Import the BSP or ARC statement and supplier statements, let tickets match to invoices, and tag every variance with a reason before anything is posted.

  1. 01

    Import statements

    Load BSP, ARC and supplier statements by PDF, CSV or API.
  2. 02

    Match automatically

    Tickets are matched to invoices; ADM and ACM, taxes and refunds are flagged.
  3. 03

    Resolve variances

    Post adjustments with notes, so every change keeps its audit trail.
  4. 04

    Post or export

    Send journals to QuickBooks or Xero, or export CSV for Tally.
  5. 05

    Lock the period

    Publish the audit summary and close the period against later edits.

Statement board (sample)

Statement board (sample)
Ticket / PNRStatementInvoiceDifferenceReason
157-2345678901PNR X7K2LM742.00742.000.00Matched
176-4410023987PNR QH8M2P1,318.401,298.40+20.00ADM
065-7781230045PNR ZT4K9W486.00498.20-12.20Commission
125-9012245561PNR BV7N1C905.10905.100.00Matched
157-2345690112PNR LM3R8D-560.00--560.00Refund timing
618-3302114870PNR KD2X6Q0.00312.00-312.00Void / reissue

2Lines matched

4Variances to resolve

Sample statement lines. Variances are tagged by reason, so repeat issues are resolved the same way each period.

Fields used for matching

  • Ticket and document number
  • PNR and booking reference
  • Passenger name and travel date
  • Supplier reference and invoice number
  • Fare, tax and commission lines

Settlement plans

BSP or ARC: which one applies to you

Both standardise airline settlement and reporting for accredited agencies. Which one you reconcile depends on the market you sell in.

BSP

Used across many countries

Standard reporting of ticket sales and refunds, with statement periods showing payable and receivable totals across airlines.

ARC

Used mainly in the United States

Sales, exchanges and refunds reported through ARC, with adjustment events that change payable totals and need a clear audit trail.

Accounting connectors

QuickBooks, Xero, Tally and Sage, mapped to your chart of accounts

Keep the accounting system your accountant already uses. Journals arrive with PNR references, commission lines and the right tax code, ready to post or import.

  • Posting

    QuickBooks

    Invoices, payments and journals with PNR references and agent commission lines.

  • Posting

    Xero

    Invoices, payments and journals posted against your Xero accounts and tax rates.

  • CSV export

    Tally

    Audit-ready CSV with the correct ledgers and tax breakdowns for Tally import.

  • CSV export

    Sage

    CSV files for Sage and for auditors who prefer working from flat files.

  • API hooks

    Your ERP or BI

    Custom hooks that push the same journal data into an ERP or a BI pipeline.

Mapping sheet (sample)
PHPTRAVELS itemAccountTax code
  • Flight sales4010Z0
  • Hotel sales4020S
  • Tours and activities4030S
  • Visa services4040EX
  • Service fees4100S
  • Agent commissions5050-
  • Currency differences7010-
  • Card and gateway fees6120EX
{
  "event": "journal.ready",
  "doc": "INV-10482",
  "pnr": "X7K2LM",
  "currency": "USD",
  "lines": [
    { "account": "1100", "debit": 820.00 },
    { "account": "2110", "credit": 742.00 },
    { "account": "4100", "credit": 65.00 },
    { "account": "2200", "credit": 13.00 }
  ]
}

When the ledger is not QuickBooks, Xero, Tally or Sage, the same journal can be sent to your own system through a Custom API integration. The payload shape is agreed during setup.

For supplier, payment and channel connectors, see All integrations.

Agent credit

Agent credit, statements and settlements that land in the ledger

B2B agents book on credit, so exposure is a finance question as much as a sales one. Limits, statements and settlements live in the same records that feed your books.

  • Limits with automatic lockSet a credit limit per agent; booking stops when it is reached.
  • Risk bands and grace periodsWarn early, allow a short grace period, then lock.
  • Statements synced to the ledgerAgent statements and settlements match the receivables you post.
  • Wallet top-ups by APITop-ups and settlements arrive through API hooks as receipts.

Agents can prepay through the B2B agent wallet and book through the B2B travel portal, with commissions and markups tracked per agent.

Agent exposure (sample)USD
  • AG-104Within limit
    Used
    4,200.00
    Limit
    10,000.00
    Share
    42%
  • AG-118Watch band
    Used
    21,600.00
    Limit
    25,000.00
    Share
    86%
  • AG-131Grace period
    Used
    8,350.00
    Limit
    8,000.00
    Share
    104%
  • AG-142Locked at limit
    Used
    15,000.00
    Limit
    15,000.00
    Share
    100%

Sample agents. Bands and grace periods are set per agent or per agent group.

Month-end close

Spreadsheet close versus integrated close

If the books are kept in Excel or a generic system, most of the month-end work is retyping and chasing differences. Here is where the integration changes the routine.

TaskSpreadsheets and manual entryIntegrated with PHPTRAVELS
Invoices and receiptsSpreadsheets and manual entryTyped by hand from booking screens; mistakes leak revenue.Integrated with PHPTRAVELSRaised from the booking with PNR, passenger and tax already filled in.
BSP/ARC matchingSpreadsheets and manual entryLine by line against the statement; ADM and ACM found late.Integrated with PHPTRAVELSMatched automatically, with variances tagged by reason.
Agent creditSpreadsheets and manual entryExposure checked after the fact, if at all.Integrated with PHPTRAVELSLimits enforced at booking, statements tied to receivables.
Taxes and currenciesSpreadsheets and manual entryVAT and GST worked out per country in separate sheets.Integrated with PHPTRAVELSMarket-specific VAT or GST and FX applied on every line.
Posting to the ledgerSpreadsheets and manual entryTotals rekeyed into the accounting system.Integrated with PHPTRAVELSJournals posted to QuickBooks or Xero, or exported for Tally and Sage.
Audit trailSpreadsheets and manual entryNotes scattered across email and file versions.Integrated with PHPTRAVELSAdjustments with notes and an audit summary for each locked period.

See reconciliation on your own data

Share a sample statement and we will show how variances are flagged, tagged and exported with audit notes. Licence options are on the Pricing page, with source code included and self-hosting on your own server.

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Connected back-office pages

FAQ

Travel accounting integration questions

Common questions about posting bookings to the books, BSP/ARC reconciliation, accounting exports and agent credit.

Talk to sales

It connects your booking platform to your accounting system. Bookings, refunds and agent top-ups become balanced journals with PNR, supplier and tax details, which are posted to QuickBooks or Xero or exported as CSV for Tally and Sage.

Yes. PHPTRAVELS handles travel invoices, agent credit and commissions, BSP/ARC reconciliation and exports to common accounting suites. It is licensed with source code included and runs self-hosted on your own server.

Yes. Statements are imported by PDF, CSV or API, tickets are matched to invoices, and ADM or ACM, tax and refund differences are flagged with reasons and exported as an audit-ready summary.

Invoices, payments and journals can be posted to QuickBooks and Xero, and CSV files are exported for Tally and Sage. Other ERP or BI systems can receive the same data through custom API hooks.

Yes. Credit limits, statements, settlements, commissions and markups are tracked per agent, and wallet top-ups are recorded as deposits held until the agent books.

Travel needs BSP/ARC settlement, PNR-based billing, supplier reconciliation and taxes that vary by country and product. Generic tools can record the totals, but they do not carry those references from the booking.

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