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Travel agency management

Travel agency management software that runs the whole agency, not just the checkout

PHPTRAVELS ties quotes, bookings, supplier markups, sub-agent credit, vouchers, invoices and refunds to one booking record, so sales, operations and finance work from the same file in every branch.

  • Quote to booking to invoice
  • Net rates, markups and commissions
  • Branches, roles and sub-agents
  • Self-hosted, source code included

Scope

What travel agency management software covers

A booking engine handles search and checkout. Travel agency management software follows the same booking from the first enquiry to the final report, which is where most agency hours are spent.

Search, pricing and payment are the job of Travel booking software. The management layer keeps the trip right after the sale: changes, documents, money owed in both directions and a record of who did what.

Where each tool keeps the booking

Generic CRM

  • Enquiry: Built in
  • Quote: Partly or with add-ons
  • Booking: Outside the tool
  • Payment: Outside the tool
  • Vouchers and tickets: Outside the tool
  • Changes and refunds: Outside the tool
  • Invoicing: Outside the tool
  • Reports: Outside the tool

Booking engine

  • Enquiry: Outside the tool
  • Quote: Outside the tool
  • Booking: Built in
  • Payment: Built in
  • Vouchers and tickets: Partly or with add-ons
  • Changes and refunds: Outside the tool
  • Invoicing: Outside the tool
  • Reports: Outside the tool

PHPTRAVELS

  • Enquiry: Built in
  • Quote: Built in
  • Booking: Built in
  • Payment: Built in
  • Vouchers and tickets: Built in
  • Changes and refunds: Built in
  • Invoicing: Built in
  • Reports: Built in
  • Built in
  • Partly or with add-ons
  • Outside the tool

Typical coverage, not a rule: some CRMs and engines add modules or integrations. What matters is where the booking record lives.

What falls between separate tools

  • Re-keying

    The same passenger names, dates and prices typed into a CRM, a supplier site, an invoice template and a spreadsheet.

  • Invisible margin

    Markups live in one place and supplier costs in another, so nobody sees the real profit on a file until month end.

  • No single history

    When a customer calls about a change, the answer is spread across inboxes and the person who knows is off shift.

Pricing control

Build a quote, set the markup, see the margin

Net rates come in from suppliers and your rules decide the sell price for each channel. Try it on a sample trip: change the markup or sell through a sub-agent and the quote updates line by line.

Dubai, 4 nights, 2 adultsUSD

Markup

Channel

ItemNetSell
  • Return flights, 2 passengers860963
  • Hotel, 4 nights640717
  • Airport transfers90101
  • Desert safari, 2 guests150168
Net cost
1,740
Quote total
–
Sub-agent commission (3%)
- 0
Agency margin
209

Sample figures in USD, for illustration only.

  1. Contracts and net rates per supplier

    Store supplier contracts and net rates, then apply markups by supplier or product instead of editing prices by hand.

  2. Commissions on every agent booking

    When a sub-agent sells, the commission is tracked on the booking, so payouts match what was actually sold.

  3. Accepted quote becomes the booking

    No retyping: the accepted quote turns into the reservation, then the voucher and the invoice, on the same record.

Margins, receivables and supplier payables then flow into Travel agency accounting.

Branches and agents

One agency, many desks, clear permissions

Head office, branches, online sales and a B2B network of sub-agents work in the same system. Each person sees and does only what their role allows, and every sub-agent books against their own credit limit.

Sample structure
Head officeOwner and admin
Online deskB2C website and app
City branchWalk-in and phone sales
B2B deskSub-agent network
  • Sub-agent SA-01Credit used3,100 / 5,000
  • Sub-agent SA-02Near limitCredit used7,400 / 8,000
  • Sub-agent SA-03Credit used900 / 3,000

Choose a role

What this role can do

  • Create quotesAllowed
  • Confirm bookingsAllowed
  • Edit markup rulesAllowed
  • Approve refundsAllowed
  • See reportsAllowed
  • Manage supplier contractsAllowed
  • Create quotesAllowed
  • Confirm bookingsAllowed
  • Edit markup rulesNot allowed
  • Approve refundsAllowed
  • See reportsOwn scope only
  • Manage supplier contractsNot allowed
  • Create quotesAllowed
  • Confirm bookingsAllowed
  • Edit markup rulesNot allowed
  • Approve refundsNot allowed
  • See reportsOwn scope only
  • Manage supplier contractsNot allowed
  • Create quotesNot allowed
  • Confirm bookingsNot allowed
  • Edit markup rulesNot allowed
  • Approve refundsAllowed
  • See reportsAllowed
  • Manage supplier contractsNot allowed
  • Create quotesAllowed
  • Confirm bookingsAllowed
  • Edit markup rulesNot allowed
  • Approve refundsNot allowed
  • See reportsOwn scope only
  • Manage supplier contractsNot allowed

An example set-up. Shape the roles around how your own agency is organised.

Sub-agents work from their own branded portal: see B2B travel portal.

Operations

The work queue your team opens every morning

Bookings sit in clear states, so nothing waits in someone's inbox. Filter by team to see what sales, operations and finance need to act on today.

Why a queue beats an inbox

  • Every booking has one status that everyone reads the same way.
  • Payment and refund status sit next to the supplier status, not in a separate sheet.
  • Changes are logged on the record, so a hand-over between shifts takes minutes.
Today's queueSample bookings
  • Q-2051Quote sent, awaiting customerFollow up or revise the quoteSales
  • BK-10482Confirmed, balance unpaidCollect the balance before the due dateFinance
  • BK-10477On request with supplierChase confirmation or switch supplierOperations
  • BK-10471Confirmed, vouchers not issuedIssue vouchers and the itineraryOperations
  • BK-10466Change requestedReprice and confirm with the customerSales
  • BK-10459Cancelled, refund pendingMatch the supplier refund to the customer refundFinance
  • BK-10431Travelled, ready to closeReconcile and close the fileFinance

Business models

Set up for the way your agency sells

The same licence runs a retail agency, a tour operator or a DMC. What changes is which modules carry the weight and who logs in.

  • 01

    Agency and OTA

    B2C storefront and B2B agents side by side, with markups, coupons, wallets and customer messages around each booking.

    • B2C websiteCore
    • B2B agent portalCore
    • Flight and hotel suppliersCore
    • Tours and packagesOptional
    • Agent credit and walletsCore
    • Invoices and vouchersCore
    • Branch reportsCore
    More for this model:Travel agenciesOnline travel agencies

  • 02

    Tour operator

    Packages, departures, add-ons and vouchers, with supplier coordination and payments tracked per departure.

    • B2C websiteCore
    • B2B agent portalOptional
    • Flight and hotel suppliersOptional
    • Tours and packagesCore
    • Agent credit and walletsOptional
    • Invoices and vouchersCore
    • Branch reportsCore
    More for this model:Tour operatorsTour operator software

  • 03

    DMC and corporate

    Net-rate contracts, B2B partners, invoicing, branches and traveller documents for inbound or company travel.

    • B2C websiteOptional
    • B2B agent portalCore
    • Flight and hotel suppliersCore
    • Tours and packagesCore
    • Agent credit and walletsCore
    • Invoices and vouchersCore
    • Branch reportsCore
    More for this model:DMCsCorporate travel

Comparison

Management system, generic CRM or spreadsheets

A CRM is good at contacts and pipelines. It was not built around PNRs, vouchers and supplier net rates. A fair view of where each option stands for travel work:

Travel workflowPHPTRAVELSGeneric CRMSpreadsheets and email
Quote to booking to invoiceBuilt inCustom workManual
Supplier contracts and markupsBuilt inCustom workManual
Itineraries and vouchersBuilt inThrough add-onsManual
GDS, hotel and tour APIsAvailableRarelyNot available
Sub-agents with credit limitsBuilt inCustom workManual
White-label portalsBuilt inRarelyNot available
Source code includedBuilt inRarelyNot available

CRMs vary widely and some travel-focused ones cover more. If the CRM side is your main gap, see Travel agency CRM.

Own the system you run on

A one-time licence, self-hosted on your own server, with the source code included under a commercial licence. If you would rather not run the server, managed hosting is available as an add-on.

Budgeting for more than the licence? Software cost guide covers hosting, suppliers and customisation.

Try the demoCompare plans

FAQ

Questions about agency management software

Short answers on scope, pricing control, agents and cost.

Talk to sales

It is the operational system behind a travel agency. It connects quotes, bookings, vouchers, invoices, payments, refunds, suppliers, agents, customer records and reports, so the whole life of a booking is handled in one place rather than across a CRM, supplier sites and spreadsheets.

A booking engine focuses on search, pricing and checkout. A management system continues after checkout into documents, changes, refunds, supplier control, agent permissions, invoicing and reporting. PHPTRAVELS includes both the online booking side and the management side in one platform.

Yes. You store contracts and net rates per supplier, apply markups by supplier or product, and track commissions on bookings made by sub-agents, so the margin on each file is visible.

Yes. You can create agent logins with their own credit limits and pricing, and give partners and sub-agencies a branded portal that books into the same system.

Yes. B2C storefront, B2B agent portal and B2B2C distribution are deployment modes of the same PHPTRAVELS licence, not separate products. Flights, hotels, tours, transfers and cars can be sold and managed from one install.

PHPTRAVELS is sold as a one-time licence: Startup, Agency and Enterprise. It is self-hosted with the source code included. Supplier API fees, hosting and custom work depend on your setup; the pricing page lists what each plan includes.

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