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Travel agency CRM

The travel agency CRM that turns inquiries into invoiced bookings

Capture leads, route them to the right agent, send quotes with supplier markups, confirm bookings and issue vouchers and invoices, all from one record instead of a shared inbox and three spreadsheets.

  • Lead routing by market and skill
  • Quotes with supplier markups
  • Vouchers and invoices
  • Free demo of the full flow

Lead routing

A travel agency CRM that sends every inquiry to the right agent

Inquiries arrive from the website, email, phone and B2B agents. Routing rules read the destination market or the trip type, then assign an owner and a follow-up time, so no request waits in a shared inbox.

Routing rule

Each desk owns a region: the Middle East, Europe or Asia.Each agent owns a trip type: Umrah and family trips, groups, or FIT and honeymoons.

Agents on shift

  • Aisha K. · Middle East deskUmrah and family trips2Inquiries
  • Daniel M. · Europe deskGroups and MICE2Inquiries
  • Mei W. · Asia deskFIT and honeymoons1Inquiries
  1. Umrah package · 4 adultsSAWebsite form09:12Aisha K.Middle East deskAisha K.Umrah and family trips
  2. School group to Rome · 32 travellersITEmail09:20Daniel M.Europe deskDaniel M.Groups and MICE
  3. Honeymoon in Bali · 2 adultsIDWebsite form09:31Mei W.Asia deskMei W.FIT and honeymoons
  4. Group tour to Dubai · 40 travellersAEB2B agent09:44Aisha K.Middle East deskDaniel M.Groups and MICE
  5. Paris and Swiss rail · 2 adultsFRPhone10:05Daniel M.Europe deskMei W.FIT and honeymoons

Every assignment is logged on the lead with its rule, so managers see who owns what and can reassign when someone is away.

For the wider sales pipeline, customer profiles and campaigns, see Travel CRM software.

Quote builder

Supplier markups applied while the quote is built

Agents add flights, hotels, transfers and tours at net cost. Markup rules for each sales channel set the selling price, so margins stay consistent without a calculator on the side.

Quote Q-2041Dubai family break · 5 nights · 2 adults, 1 child
Price for
ItemNetMarkupSell
Return flights · 3 travellers$1,240+6%$1,314
Hotel · 5 nights, family room$1,150+14%$1,311
Airport transfers$90+20%$108
Desert safari with dinner$210+18%$248

Margin

$291

Quote total

$2,981

Sample figures. Markup rules are set in the admin panel.

  1. 01

    Templates

    Quote, email and voucher templates keep wording and branding the same for every agent.

  2. 02

    Approvals

    Quotes can wait for a manager's approval before they go out, for example below a target margin.

  3. 03

    Quote to booking

    When the customer accepts, the quote becomes a booking with the same lines and prices, with no retyping.

Quote to invoice

One inquiry, seven events, four documents

This is how a single request moves through the CRM. Each event is logged on the record, and each document is generated from data that is already there.

Activity log

  1. Inquiry receivedDay 1 · 09:12

    Website form captured with source, dates and travellers.

  2. Auto assignedDay 1 · 09:12

    Routed to the Middle East desk with a follow-up due today.

  3. Quote sentDay 1 · 09:48

    Emailed from the template with retail markups applied.

  4. Follow-up sentDay 2 · 10:00

    Automatic reminder while the quote was still open.

  5. Booking confirmedDay 3 · 14:25

    Customer accepted, quote converted and deposit recorded.

  6. Invoice generatedDay 3 · 14:26

    Invoice and vouchers issued from the booking.

  7. Report updatedDay 3 · 14:26

    Agent, source and revenue figures refreshed on the dashboard.

Documents

QuoteQ-2041
Customer
Sara Ahmed
Trip
Dubai family break · 5 nights · 2 adults, 1 child
Travel dates
2027-03-12 → 2027-03-17
Travellers
2 + 1
Amount
$2,981
Status
Sent, awaiting reply

Built from four net lines with retail markups.

Booking confirmationBK-2041
Customer
Sara Ahmed
Trip
Dubai family break · 5 nights · 2 adults, 1 child
Travel dates
2027-03-12 → 2027-03-17
Travellers
2 + 1
Amount
$2,981
Status
Confirmed

Supplier references stored against each line.

VoucherVC-2041-03
Customer
Sara Ahmed
Trip
Dubai family break · 5 nights · 2 adults, 1 child
Travel dates
2027-03-12 → 2027-03-17
Travellers
2 + 1
Status
Issued to the traveller

Hotel, transfer and tour vouchers, ready to print or send.

InvoiceINV-2041
Customer
Sara Ahmed
Trip
Dubai family break · 5 nights · 2 adults, 1 child
Travel dates
2027-03-12 → 2027-03-17
Travellers
2 + 1
Amount
$2,981 · $900
Status
Deposit paid, balance due

Deposit and balance tracked against the booking.

Generic CRM or travel CRM

Why a generic CRM struggles with travel agency work

General CRMs are strong at contacts and deals. Travel agencies also need prices, suppliers and documents tied to the deal, and that is usually where custom work starts.

AreaGeneric CRMPHPTRAVELS travel agency CRM
Quote to booking to invoiceGeneric CRMUsually built with custom fields, add-ons or manual stepsPHPTRAVELS travel agency CRMBuilt in: an accepted quote becomes a booking, then an invoice
Supplier markupsGeneric CRMOften kept in spreadsheets outside the CRMPHPTRAVELS travel agency CRMMarkup rules per channel, applied as the quote is priced
Multi-agent lead routingGeneric CRMOften limited to round-robin or manual assignmentPHPTRAVELS travel agency CRMRules by destination market and trip type
Travel documentsGeneric CRMNeeds document add-ons or custom templatesPHPTRAVELS travel agency CRMQuotes, vouchers and invoices generated from the booking
Suppliers and paymentsGeneric CRMConnections to travel suppliers are rarely availablePHPTRAVELS travel agency CRMGDS, hotel APIs and payment gateways over REST and XML
Customer and agent panelsGeneric CRMBuilt for the internal sales teamPHPTRAVELS travel agency CRMB2C website, B2B agent panel and admin, all responsive

Generic CRMs differ, and some can be extended for travel with enough setup work. Compare that effort with a system built for it before you commit.

Built for your desk

How agencies, tour operators and OTAs use the CRM

The record stays the same; the stages differ. Pick a business type to see its board.

  1. 01New inquiry

    Family trip to Dubai · web form

  2. 02Quote sent

    Retail markups · template email

  3. 03Follow-up

    Reminder due today

  4. 04Booked and invoiced

    Deposit paid · vouchers issued

Leisure and corporate agencies quote, follow up and book from one board, with every message on the customer record.

Go deeper:Travel agencies

  1. 01Request

    Custom FIT tour · 9 days

  2. 02Itinerary drafted

    Day-by-day plan · version 2

  3. 03Rooming list

    Group series · 18 rooms

  4. 04Vouchers out

    Hotels, guides and transfers

FIT itineraries and group series with day-by-day plans, rooming lists, supplier markups, tasks and payments.

Go deeper:Tour operators

  1. 01Routed

    Arabic-speaking desk · GCC market

  2. 02Live rates

    Hotel availability via API

  3. 03Booked

    Agent booking on the B2B panel

  4. 04Invoiced

    Agent invoice from the booking

Leads routed by skill and market, availability and rates from APIs, and quotes, bookings and invoices in one place.

Go deeper:B2B travel portal

Corporate travel teams and freelance agents use the same CRM; see Corporate travel software.

Cloud or self-hosted

Run the CRM on managed cloud or on your own server

The features are the same either way. The choice is who looks after the server.

Managed cloud

We host the CRM, with updates and backups handled for you.

  • Hosting, updates and backups managed
  • Support from the PHPTRAVELS team
  • Your domain, logo and theme

Best forAgencies that want to start quickly without managing servers.

Self-hosted

Install the CRM on your own hosting, with the source code included under a commercial licence.

  • Your server and your database
  • Source code included
  • Custom modules and integrations

Best forTeams that want control over data, customization and integrations.

Want to read the code first? See Open-source platform.

Included either way

  • Lead and customer management
  • Auto booking and task scheduling
  • Email templates and logs
  • Real-time notifications and alerts
  • Role-based access
  • Invoices and reporting
  • Lead routing, vouchers and documents
  • Mobile-friendly interface

One-time licence: Startup $2,499, Agency $4,999, Enterprise $9,999.

Compare plans

The demo runs the full flow: lead capture, quote, booking confirmation and invoice. No credit card required.

Try the free demo

Questions

Travel agency CRM questions

Short answers on fit, cost and integrations.

Talk to sales

The best travel agency CRM is one built around travel work: leads, quotes, supplier markups, bookings, vouchers and invoices on one record. PHPTRAVELS ships these flows for agencies, tour operators and OTAs, so you do not have to build them on top of a generic CRM.

You can test the full PHPTRAVELS flow in the free demo: lead capture, follow-ups, quotes, bookings and invoices, with no credit card required. For live use, the platform is licensed once on the Startup, Agency or Enterprise plan.

A generic CRM tracks contacts and deals, and needs custom work to handle quote, booking and invoice steps. A travel CRM includes those steps, travel documents and supplier pricing from the start.

Yes. Build FIT itineraries and group quotes, apply supplier markups, keep rooming lists, issue vouchers and track payments for each trip or departure.

Yes. PHPTRAVELS connects to GDS, hotel and activity suppliers and payment gateways over REST and XML APIs, and further suppliers can be added as custom integrations. The integrations directory lists what is available today.

Yes. The CRM is web-based and white-label ready, and agencies run PHPTRAVELS in markets such as the Middle East and South Asia. Your team and customers can use it in the languages you enable.

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