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For retail travel agencies

Travel agency booking software that gives your desk its day back

Search every supplier at once, send the quote, confirm the booking and issue the voucher and invoice from one record. No retyping, no lost threads, no month-end guesswork.

  • One supplier search
  • Quote to booking
  • Vouchers and invoices
  • Source code included

A day at the agency desk

09:00 to 18:00, with and without booking software

Most agency time is not spent selling. It goes on copying details between inboxes, supplier sites and templates. Here is one ordinary day, hour by hour, and what travel agency booking software does at each step instead.

  1. The manual deskRead overnight enquiries in email and chat, then copy names, dates and budgets into a spreadsheet.
    09:00

    Opening the inbox

    With PHPTRAVELSOne booking list shows open quotes, today's departures and unpaid balances, so the day starts with a plan.
  2. The manual deskLog in to four supplier extranets one by one and paste each rate into a document.
    10:00

    Pricing a family trip

    With PHPTRAVELSOne search returns your contracted rates and connected API suppliers side by side in a single list.
  3. The manual deskWork out the margin on a calculator, format the options in an email and attach a PDF.
    11:00

    Sending the quote

    With PHPTRAVELSPick the options, your markup rule applies itself, and the quote is saved on the customer record.
  4. The manual deskPhone the hotel to check a family room is still free and write the answer on a sticky note.
    12:00

    Calling a supplier

    With PHPTRAVELSAPI rates are rechecked at booking time, and your contracted allotments show how many rooms are left.
  5. The manual deskA colleague takes the call but cannot find the email thread the customer is talking about.
    13:00

    Covering lunch

    With PHPTRAVELSAny agent with access opens the booking and sees the quote, changes and payments in order.
  6. The manual deskRetype names, passport details, dates and prices from the quote into the supplier site.
    14:00

    The customer says yes

    With PHPTRAVELSThe accepted quote converts into the booking. Every detail was entered once, at the start.
  7. The manual deskFill one template for the voucher, another for the invoice, then check the totals match.
    15:00

    Voucher and invoice

    With PHPTRAVELSThe branded voucher and invoice generate from the reservation, so the totals always agree.
  8. The manual deskChase customers by message about balances and missing passport names, from memory.
    16:00

    Following up

    With PHPTRAVELSEach booking shows what is paid and what is due, so follow-ups go to the right people with the right amount.
  9. The manual deskSearch old emails for the original booking, rebuild the price and work out the refund by hand.
    17:00

    A date change

    With PHPTRAVELSAmend the booking itself. The change, any fee and the refund stay on the same record.
  10. The manual deskUpdate the sales sheet and hope it matches the payments that reached the bank.
    18:00

    Closing the day

    With PHPTRAVELSBookings, payments and refunds are already in the agency reports, ready to export.
The desk at 18:00Switch between the two versions of the same day and compare what is left on the desk.
Quotes sent today
6 in sent mail, status unknown6 on customer records, 2 accepted
Bookings confirmed
2, retyped on supplier sites2, converted from their quotes
Vouchers and invoices
1 invoice still to writeAll issued from the reservation
Payments due
In a spreadsheet, last updated MondayOn each booking, with the amount due
Amendments
Refund worked out on paperChange and refund on the booking
Handover to tomorrow
Notes in one agent's headAny agent can pick up any trip

Sample screen: an illustrative day at a small agency, not customer data.

Definition

What travel agency booking software does

Travel agency booking software is the system your agents use to find travel products, price them for a customer, confirm the reservation and issue the documents. Its job is simple: every trip lives in one record from the first quote to the final refund, so nobody types the same detail twice.

In PHPTRAVELS that record covers flights, hotels, tours, transfers and visas. Rates you negotiate yourself sit next to suppliers you connect by API, and the same markup, document and payment rules apply to both. Customer history belongs in your travel agency CRM, and month-end figures feed your travel agency accounting.

If you run a larger operation with branches and back-office teams, read about travel agency management software. If you sell mainly online rather than at a desk, start with online travel booking software.

Fact sheet: PHPTRAVELS for agencies
Products
Flights, hotels, tours, cars, transfers and visas in one workflow
Inventory
Your contracted rates plus API suppliers connected with your own credentials
Documents
Quotes, vouchers and invoices under your agency brand
Users
Agent accounts with role-based permissions
Selling
24 languages, right-to-left included, and multi-currency quotes
Hosting
Self-hosted on your own server, full PHP source code
Licence
One-time licence, no percentage of your bookings

One record per trip

Follow one quote all the way to the invoice

Every number on this sample quote was entered once. The same record becomes the booking, the voucher and the invoice.

Sample screen: quote Q-2071Lisbon · 4 nights · 2 adults

Customer: walk-in, returning

Riverside hotel, double room, breakfastContracted rate–
Return flight, economy, 1 bag eachLive API fare–
Airport transfer, both waysLocal supplier–
Agency markup–
Customer total–

Accepted, now booking B-2071

Voucher and invoice issued

Deposit paid, balance due 30 days before travel

  1. 1

    Multi-supplier search

    Contracted and API options come back in one list, so the agent compares price and conditions without switching sites.

  2. 2

    Agency markup rules

    Margins are set once by product, supplier or destination. The agent never works them out per quote.

  3. 3

    Quote to booking conversion

    When the customer accepts, the quote becomes the reservation with the same names, dates and prices.

  4. 4

    Branded vouchers and invoices

    Documents are generated from the reservation, so a voucher can never disagree with its invoice.

  5. 5

    Deposits, balances and refunds

    Payments are tied to the booking. Connect the payment gateways your market uses for online collection.

Read about payment gateways

Agent roles

Who can do what at the agency

Give each person the permissions their job needs. A new agent can search and quote on day one without being able to change your margins.

ActionSales agentSenior agentAccountsOwner
Search suppliersAllowedAllowedNot allowedAllowed
Create and send quotesAllowedAllowedNot allowedAllowed
Confirm bookingsAllowedAllowedNot allowedAllowed
Amend bookingsNot allowedAllowedNot allowedAllowed
Approve refundsNot allowedNot allowedAllowedAllowed
Change markup rulesNot allowedNot allowedNot allowedAllowed
View revenue reportsNot allowedNot allowedAllowedAllowed
Manage staff accountsNot allowedNot allowedNot allowedAllowed

Example setup. Roles and their permissions are configured by each agency in the admin.

Cost

Paying per booking or owning the software

Two ways to pay for a booking system. The right choice depends on how much you sell and how much control you want.

Rented platform

  • Monthly or per-booking fees that grow with your sales
  • No access to the code, so changes wait on someone else's roadmap
  • Your bookings and customers live on another company's servers
  • Leaving means exporting what you can and starting again

PHPTRAVELS licence

  • One payment for the licence, with no share taken from your bookings
  • Full source code, so your developers can change any screen or report
  • You host it, so bookings and customer records stay on your server
  • The software keeps running however your business changes

One-time licence plans

Startup
One-time licence
Agency
One-time licence
Enterprise
One-time licence

Prices in USD. Hosting and supplier contracts are arranged by you.

Compare the plansTry the agency demo

Getting started

Your checklist before going live

Switching is mostly preparation. Gather these and the setup goes quickly.

Next steps:See supplier integrationsHow to get started

  • Your supplier list

    Which API suppliers you already have accounts with, and the credentials they issued to you.

  • Contracted rates

    Hotel, tour and transfer rate sheets with seasons and allotments, ready to load.

  • Brand and documents

    Logo, agency details and the terms you print on vouchers and invoices.

  • Margin rules

    How you price today, per product or destination, written down so it can become rules.

  • Staff and roles

    Who searches, who books, who approves refunds and who sees the revenue reports.

  • Payment collection

    Which gateway or bank you use for deposits and balances in each currency you sell in.

  • A server

    Your own hosting for the self-hosted install, or a plan to arrange one before launch.

  • A test booking

    One real trip run end to end, from quote to invoice, before the team switches over.

FAQ

Travel agency booking software questions

What agency owners and office managers ask before they switch.

Talk to sales

It is the system agents use to search suppliers, prepare customer quotes, confirm bookings and issue vouchers and invoices. The point is one record per trip, so quotes, changes, payments and documents stay together.

No. A small desk with two or three agents gains the most from removing retyping and lost threads. Larger agencies add roles, branches and reporting on the same system.

Yes. Rates you contract directly are loaded next to the API suppliers you connect, and both follow the same markup, document and payment rules.

No. You keep the suppliers you already work with and connect them using the credentials they gave you. You can add new suppliers at any time.

Yes. Agents can quote in the currencies your customers use, and the system runs in 24 languages, right-to-left included.

Yes. When you start selling to other agents you can add sub-agent accounts, their own markups and wallet balances from the same installation.

PHPTRAVELS is a one-time licence, with full source code and no percentage taken from your bookings. You host it on your own server, and supplier contracts are your own.

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