Travel CRM
Travel CRM software that turns enquiries into booked trips
See every enquiry on one board, know each traveller before you call, and follow up on time. Leads, quotes, bookings, payments and documents share one customer record.
- Five-stage lead pipeline
- Customer 360 profiles
- Quotes and itineraries
- Self-hosted, source code
The board
Travel CRM software, from new enquiry to travelled
This is how travel CRM software looks in PHPTRAVELS. Every request is a card that moves from left to right as the deal moves, and the customer profile beside it shows who you are talking to.
New enquiry2
Stage value –
- Maldives honeymoon2 adults · 7 nights–WebsiteUnassigned · reply within 1 hour
- Umrah, family package5 travellers · 10 nights–WhatsAppOwner: Bilal
Quoted2
Stage value –
- Istanbul and Cappadocia2 adults, 1 child · 6 nights–WhatsAppQuote v2 sent · OmarOpen in profile
- Bali incentive group12 travellers · 5 nights–EmailAwaiting rooming list
Follow-up1
Stage value –
- Swiss rail tour4 adults · 8 nights–PhoneCall back Thursday
Booked2
Stage value –
- Dubai company offsite120 guests · 3 nights–EmailDeposit paid
- Rome school trip32 travellers · 4 nights–WebsiteVouchers issued
Travelled1
Stage value –
- Bangkok and Phuket2 adults · 9 nights–WebsiteFeedback request sent
What it is
A CRM that knows what a trip is
Travel CRM software is a customer system built around how travel is sold. A general CRM tracks a contact and a deal. A travel business also needs the travellers on that deal, the dates, the quote versions, the supplier bookings, the payments still due and the passports that must be valid on the day.
In PHPTRAVELS the CRM is part of the same installation as the booking engine and the back office. A website booking, an agent booking and a WhatsApp enquiry all land on the same customer record, so nobody copies details from one screen to another.
Retail agencies with many walk-in and repeat customers can read the Travel agency CRM guide. Teams that want to change the code first can start with Travel CRM open source.
- Enquiries
- Source, dates, destination, travellers and budget
- Quotes
- Itinerary, inclusions, exclusions and every version sent
- Bookings
- Status, supplier references and vouchers
- Payments
- Deposits, balances, invoices and what is still due
- Documents
- Passport and visa details with expiry dates
- Messages
- Email, SMS and call notes on one timeline
- Owner
- The agent responsible and the next follow-up time
The pipeline
Five stages, each with a clear next step
Stages only help when everyone agrees what moves a card. These are the rules most travel teams start with. You can rename them or add your own.
- 01
New enquiry
Moves in whenA form, email, call or chat request arrives.ThenAssign an owner and set a reply time, so the lead does not wait in a shared inbox. - 02
Quoted
Moves in whenThe agent sends a priced itinerary.ThenKeep each quote version on the record and log what the customer changed. - 03
Follow-up
Moves in whenThe customer has the quote but has not decided.ThenA task reminds the owner to call, and an email sequence can keep the trip in mind. - 04
Booked
Moves in whenThe deposit or full payment is received.ThenRaise the invoice, track the balance, confirm suppliers and issue vouchers. - 05
Travelled
Moves in whenThe return date has passed.ThenAsk for feedback, note what they liked and plan the next trip from the same history.
Compare approaches
Spreadsheet, general CRM or a travel CRM
Most agencies start with a spreadsheet and an inbox. Some move to a general sales CRM. This is what changes at each step.
| Task | Spreadsheet and inbox | General sales CRM | Travel CRMPHPTRAVELS |
|---|---|---|---|
| Capturing enquiries | Spreadsheet and inboxTyped in by hand, often late | General sales CRMWeb forms and email capture | Travel CRMWebsite, agent and chat enquiries on one board |
| Trip details | Spreadsheet and inboxFree text in a cell | General sales CRMCustom fields you build yourself | Travel CRMTravellers, dates, itinerary and quote versions |
| Bookings and suppliers | Spreadsheet and inboxA separate system | General sales CRMNotes or an integration project | Travel CRMLinked to the booking engine and supplier APIs |
| Payments due | Spreadsheet and inboxAnother sheet | General sales CRMUsually a separate finance tool | Travel CRMDeposits, balances and invoices on the deal |
| Passports and visas | Spreadsheet and inboxScans in email | General sales CRMAttachments | Travel CRMDocument details with expiry dates per traveller |
| Follow-ups | Spreadsheet and inboxMemory and sticky notes | General sales CRMTasks and reminders | Travel CRMTasks, reminders and email sequences by stage |
Calculator
What one point of conversion is worth
A CRM pays for itself when fewer enquiries go cold. Enter your own numbers to see what one extra booking in every hundred enquiries means for you.
Sample figures · change them
- Booked sales per month today
- –
- Extra sales from +1 point
- –
- Extra margin per month
- –
- Months to cover the Startup licence
- One-time licence
This is simple arithmetic on your inputs, not a forecast. The licence price is the one-time Startup price from our pricing page.
Who uses it
One record, four teams
A travel CRM is not only for sales. Each team uses the same customer record for a different job.
Sales agents
- A personal list of leads and follow-ups due today
- Quotes and itineraries built from templates
- The full message history before every call
- Lead source on every card
Operations
- Booking status and supplier references
- Vouchers and travel documents per traveller
- Rooming lists and passenger lists for groups
- Changes and service requests after booking
Finance
- Deposits, balances and receivables per deal
- Invoices linked to the booking
- Exports limited to the roles that need them
- Audit history of who changed what
Managers
- Pipeline value by stage and by owner
- Response time and conversion reports
- Role-based access by team and branch
- Reasons why deals were lost
Finance teams usually pair it with Travel agency accounting. Agencies that sell through sub-agents add the B2B travel portal, and repeat sales run through the Newsletter module.
Costs and licensing
Pay once, keep your customer data
PHPTRAVELS is sold as a one-time licence with the source code, not a monthly fee per user. You host it on your own server, so the customer records, passports and payment history stay where you decide.
Every plan includes the source code and self-hosting. The plans differ in languages, currencies, the B2B portal and how far you can customise the code. For every other cost line, see the Software cost guide.
Startup
One-time licenceone-time licence- Source code and self-hosting
- English and one currency
- Reports and markup rules
Agency
One-time licenceone-time licence- Unlimited languages
- Agent wallet
- Priority support
Enterprise
One-time licenceone-time licence- Multi-currency quotes
- B2B portal and white label
- Full customisation of the code
FAQ
Travel CRM software questions
Short answers for agencies, tour operators, DMCs and OTAs.
Talk to salesIt is customer relationship management built for selling travel. It keeps enquiries, traveller profiles, quotes, itineraries, bookings, payments and follow-ups on one record, so your team replies faster and books with fewer errors.
You can, but you will build the travel parts yourself: travellers per deal, quote versions, supplier bookings, payments due and document expiry. A travel CRM has these from the start and is linked to your booking engine.
Yes. The five stages on this page are a starting point. You get the source code, so your developers can rename stages, add new ones or add fields for your products.
Website forms and bookings, agent bookings, email, phone calls logged by the agent and chat. The source is saved on every lead, so you can see which channel brings booked trips.
Yes. The CRM sits in the same installation as the booking engine, so bookings from your connected suppliers and GDS land on the customer record with their status and documents.
On your own server. PHPTRAVELS is self-hosted, so you choose the provider, the region and who has access. That matters when you store passports and payment history.
Licences start as a one-time payment with the source code. There is no fee per user. Hosting is paid to your own provider.
Keep exploring