Everything you need to run your agency on travelCRM

Sign in

Open your agency URL (e.g. travelcrm.com) and click Sign in. Enter the email and password your agency owner provided, then click Sign in.

Reset a forgotten password

On the sign-in page click 'Forgot password'. Enter your email; you'll get a reset link valid for 1 hour.

Sign out

Click the logout icon next to your avatar in the bottom-left of the sidebar.

Sidebar

Dashboard, Contacts, Quotes, Product library, Invoices, Commissions, Inbox, Suppliers, Tasks and Reports. Click any item to open it. The currently active module is highlighted with your accent color.

Global search (top bar)

Press anywhere in the search box and start typing — it searches across contacts, quotes, invoices and suppliers in real time. Click a result to jump to it.

Quick Actions

The + Quick Actions button (top right) creates a new quote, contact, invoice or task without leaving the page you're on.

AI Concierge

A floating sparkle bubble in the bottom-right of every screen opens the AI Concierge — chat with the assistant, draft replies, or convert a chat into a real draft quote in one click.

Settings

Click Settings near the bottom of the sidebar for business info, branding, team and plan management.

Read the KPI strip

The top row shows four key numbers: revenue this month, quotes sent, conversion rate and outstanding invoices. Click any card to drill into the relevant module.

Recent activity

The middle section lists your most recent quotes and contacts. Click a row to open it; click 'See all' to jump to the full list.

Commissions widget

On the right you see expected vs received commission for the current month. Click through for the full Commissions module.

Add a contact

Click 'New contact' (top right of the list). Fill in name, email, phone, stage, tags and any notes. Save. The contact is immediately searchable.

Assign an owner

Every contact has an Owner — the team member who owns the relationship. When you create a contact, it defaults to you. Use the Owner combobox in the drawer to assign someone else (or set Unassigned).

Filter Mine / All

At the top of the contacts list, the Mine / All tabs control what you see. 'Mine' (default) shows contacts assigned to you plus any unassigned ones — your personal pipeline plus unclaimed leads. 'All' shows every contact in your agency.

Open a contact

Click any row in the list to open the contact detail page. You'll see KPI tiles for their quotes, invoiced amount, paid amount and outstanding balance, plus a timeline of recent activity.

Reassign the owner inline

On the detail page, use the Owner picker in the Contact details panel to reassign at any time. The change is saved immediately.

Search & filter

Use the search box at the top of the list to filter by name or email. Combine with the Stage filter and Mine/All tabs to narrow further.

Use the tabs

On the detail page, tabs across the top jump between Overview (timeline), Travelers (passport details), Quotes, Invoices, Emails, Chats, Tasks and Notes for this contact. Each tab shows a count badge.

Log an activity

Open the Notes tab to log a note, call, meeting or other activity with a timestamp. These appear in the contact's timeline on the Overview tab.

Review chats with this client

Switch to the Chats tab to see every quote conversation you've had with them, grouped by quote. Click any thread to jump back into the conversation.

Delete a contact

Click Delete on the detail page. travelCRM tallies related quotes, invoices, travelers, activities, passenger links and commissions and warns you before deletion. Confirm to remove everything in one transactional cascade.

Add a traveler

On the contact's Travelers tab, click 'Add traveler'. Enter what you know — name, DOB, nationality, passport number, expiry, dietary notes. You don't have to fill everything in upfront.

Record preferences

Capture room preferences (bed type, smoking, accessibility), preferred airlines and cabin class, holiday styles, favorite destinations and time-of-year preferences. These details surface on quotes for the same contact.

Loyalty programs

Add airline, hotel and car-hire loyalty numbers with tier (e.g. Star Alliance Gold, Hilton Diamond). Use them to suggest the right hotel chains or earn frequent-flyer benefits for the client.

Celebrations & anniversaries

Note birthdays, anniversaries and special dates so you can time outreach or arrange a surprise on the trip.

Send a passenger collection link

Click 'Request details' to generate a secure token link. Send it to the traveler — they fill in their passport and preferences via a public form, and the data lands straight on the traveler profile. See the Passenger collection chapter for the full flow.

Create a new quote

Click 'Create New Quote' in the sidebar — or from the Quotes list page, hit 'New quote' in the top-right to start blank, or 'Quick proposal' (wand icon) right next to it to have AI draft the whole quote from a one-line brief (see the Quick proposal chapter). Pick the contact (or create one), enter the destination, trip dates and a quote name. Save the basics.

Add a cover image

Below the destination field, upload a photo from your computer or paste an image URL. This becomes the hero image on the shared quote and the PDF.

Set currency, markup and tax

Each quote has its own currency (defaults to your agency currency, override per quote), an optional markup percentage and an optional tax percentage. Totals recalculate live as you add items or change the rates.

Set a 'valid until' date

Optionally set a Valid until date — it appears on the shared quote so travelers know when prices may change. Useful for time-sensitive offers.

Build the itinerary

Use the day timeline to add items. Click 'Add item' inside a day, pick the type (flight / hotel / activity / transfer / cruise / insurance / custom) and fill in the details. Each item supports its own image, supplier, dates, times, traveler counts and price. Drag items to reorder or move between days.

Use AI assist

Click 'AI assist' on any item to have AI write a polished description from a few keywords. Click 'AI itinerary' on a fresh quote to draft a full multi-day itinerary from a destination + duration. Use 'Find image' on any item to search Unsplash and Wikimedia for a matching photo.

Reuse from your library

Click 'From library' inside any day to pull in a saved hotel, transfer or activity (see Product library chapter).

Share or send

When ready, click Share to copy a public link, or Send to email the quote directly to your traveler. The recipient sees a branded, mobile-friendly version with an Accept button.

Generate the PDF

Click PDF to download a print-ready document with your branding. Send it as an attachment or hand it over in person.

Chat with your client

Every quote has a built-in chat panel. You and the traveler can message back and forth in real time — they reply from the share link without needing an account. A soft alert sound plays when a new message arrives on either side.

Save as a reusable template

If you sell a fixed itinerary repeatedly, click 'Save as template' on a finished quote. The whole structure (days, items, descriptions, defaults) is stored in your Itinerary library and can be re-used in one click.

Start from a template

On a brand-new empty quote, click 'Start from itinerary template'. Pick a template — every day and item is copied in, totals are recalculated, and you just adjust dates and the contact.

Add a library item

Click 'New product'. Choose a type, fill in the name, description, supplier, default price and an image. Save.

Use it in a quote

Open any quote, click 'From library' inside a day, then pick the product. All its details copy into the quote and you can still tweak the price or text per booking.

Update a library item

Edits to a library item only affect FUTURE uses — quotes that already pulled it in keep their snapshot.

Save a quote as a template

Open any quote and click 'Save as template' in the actions panel. Give it a name and description. Every day, every line item, the cover image, markup, tax and notes are stored — but specific dates are stripped so the template stays date-agnostic.

Browse your templates

Open Library → Itineraries. Each card shows the duration, item count, total price, and how many times you've used it. Search to filter.

Create a quote from a template

On a brand-new quote click 'Start from itinerary template', pick the contact and the template. A draft quote is generated with all items copied in, totals re-calculated, and the template's usage counter bumps up.

Edit or delete a template

From the Itineraries tab click Edit on any card to open the full template editor — change the name, description, destination, cover image, currency, default pax, markup/tax and add, edit, reorder or remove individual itinerary items just like in a quote. Hit Save when you're done.

Send the share link

Share or send the quote as usual. The recipient opens it in their browser and sees the chat panel right beside the itinerary.

Reply from the quote

Open the quote in travelCRM. Type in the chat panel and press ⌘/Ctrl+Enter or click Send. Your message appears on the traveler's view immediately and a beep plays for them.

Review past chats per client

Open a contact and switch to the Chats tab. Every quote conversation with this client is listed; click a thread to keep talking.

Create an invoice

From the Invoices list click 'New invoice', or from any quote click 'Convert to invoice'. Line items, contact and totals carry over.

Set a payment plan

On the invoice detail page open the Payment plan panel. Add one or more installments with a due date and amount each — for example 30% deposit, 70% on departure.

Record a payment

Click 'Record payment'. Enter the amount, date and an optional reference (bank transfer, card last 4, etc.). Payments are auto-allocated against installments oldest-first.

Mark as paid

When the recorded payments cover the total, the invoice is automatically marked Paid. You can also mark it manually if you've reconciled outside the app.

Send to traveler

Use Share to copy a public link, or Send to email it. The customer-facing page shows the balance due and any installments coming up.

Set rates per supplier

Open Suppliers → pick a supplier → 'Commission rates'. Add a default rate (e.g. 10%) and any tiered overrides per category (hotels 12%, activities 8%).

Review expected commissions

Open Commissions. The list shows every commission line generated by paid invoices, with status: expected, invoiced, received or overdue.

Mark as received

When a supplier pays you, click the row → 'Mark received', enter the amount and date. The status flips to received and the dashboard widget updates.

Add a manual commission

Use 'New commission' for one-offs that don't come from an invoice (e.g. an off-platform booking).

Create a form

Click 'New form'. Give it a name and a URL slug (lowercase letters, digits, dashes). Choose which fields to collect: destination, travel dates, travelers, budget, message — toggle each on or off.

Assign incoming leads

Pick a teammate to own every submission, and optionally an email template that sends an automatic reply to the traveler.

Share the URL

Copy the public URL (e.g. yourdomain.com/forms/honeymoons) and share it anywhere — Instagram bio, website, email signature, QR code on a flyer.

Review submissions

New leads appear in Contacts with the 'web-lead' tag and a timeline entry showing the form they used and what they wrote.

Pick or create a template

Open Settings → Email templates. Start from one of 8 predesigned templates (welcome, quote sent, invoice reminder, payment received, passenger details request, thank-you, etc.) or click 'New template' to write your own. The body uses a full WYSIWYG editor — bold, headings, lists, links, blockquotes — and a Source button when you want to hand-edit the underlying HTML.

Compose with AI (optional)

On any template editor click 'Compose with AI'. Optionally describe the template's purpose (e.g. 'Friendly reminder for pending quotes') and pick a tone — friendly, professional, warm or concise. The AI generates a subject and body using your template category as context, and weaves in merge fields automatically. The draft lands in the editor; tweak before saving.

Use merge fields

Insert {{contact_name}}, {{quote_total}}, {{invoice_number}}, {{agent_name}} and other variables — they fill in automatically when the email is sent.

Register your sender address

Open Settings → Email identity and add the from-address you want to send from (e.g. you@youragency.com). Submit it for verification.

Wait for verification

A super-admin whitelists your address in our email service. Until verified, sends fall back to the agency's global sender — once verified, every email goes out from your address.

Pick a template when sending

On any quote or invoice click Send. Choose a template from the dropdown — subject and body pre-fill with merge fields applied. Edit anything, then send.

Create with AI (fastest)

On the Workflows page click 'Create with AI'. Describe what you want in plain English — e.g. 'Send a thank-you email when a quote is accepted, then create a follow-up task in 3 days'. The AI asks a few clarifying questions if the brief is ambiguous (which template? how many days?), then drops a complete workflow draft into the editor. Review, tweak and save.

Or build manually

Prefer to wire it yourself? Click 'New workflow', give it a name and pick a trigger: lead created, quote sent, quote accepted, invoice paid, invoice overdue, or passenger info received.

Add actions

Add one or more actions in order: send an email template, create a task for a teammate, wait N minutes (or days), add a tag to the contact, or set the contact's stage. Each action uses data from the trigger event (contact, quote, invoice, traveler).

Enable it

Toggle the workflow on. From this moment, every matching event fires the workflow automatically.

Run on demand

Need to test a workflow without waiting for the trigger? Use 'Run now' on the workflow editor to fire it manually against a specific contact.

Review run history

Open any workflow to see every run — when it fired, which contact/quote it touched, and whether each action succeeded or failed. Click any failed step to see the error.

Read messages

Unread messages are bold. Click any row to open the conversation thread, with the related quote/invoice linked at the top.

Reply

Type your response in the reply box at the bottom. The traveler receives an email; the thread stays in your Inbox.

Add a supplier

Click 'New supplier'. Enter name, contact details, website and an internal note. Save.

Set commission rates

Open the supplier → Commission rates tab. Add a default rate and optional per-category overrides. These feed the Commissions module automatically.

Use in a quote

When adding a quote item, pick the supplier from the dropdown. Their commission rate will be applied when an invoice using this item is paid.

Create a task

Click 'New task'. Title, optional due date, optional link to a contact or quote. Save.

Mark done

Click the checkbox beside any task. Done tasks move to a collapsed section at the bottom of the list.

Filter

Toggle 'Show completed' to include or hide done tasks. Sort by due date for what's most urgent.

Pick a date range

Top right of the page — month, quarter, year, or a custom range. All charts update.

Drill into a chart

Hover any chart for tooltip values. Click a bar/segment to filter by that dimension.

Export

Use the Export button on any card to download a CSV of the underlying data.

Open the panel

Click the sparkle bubble in the bottom-right. The panel slides in over the current screen — your work isn't disturbed.

Chat in context

If you're on a contact or quote page, the Concierge automatically picks up that context, so you can ask things like 'draft a follow-up email for this client' or 'suggest activities for this trip'.

Convert chat to a draft quote

When the conversation has shaped a trip you like, click 'Convert to quote' in the chat footer. The Concierge creates (or matches) the contact, generates a draft quote, and runs the AI itinerary builder in the background — populating days, items and totals. You're navigated straight into the new quote when it's ready.

Start a new thread

Use the New chat button at the top of the panel to clear context and start fresh.

Open Quick proposal

Easiest path: open Sidebar → Quotes and click the 'Quick proposal' button (wand icon) next to 'New quote' in the header. You can also launch it from the top-right Quick Actions menu or from the Concierge panel. A short dialog opens.

Write the brief

Describe the trip in one or two sentences — destination, travellers, dates or duration, vibe, and an optional budget. The more specific, the better the draft.

Generate

Click Generate. Behind the scenes Quick proposal creates the contact (if needed), spins up a draft quote, and runs the AI itinerary builder to populate the day-by-day items and totals.

Tweak and send

You're navigated straight into the quote editor. Change anything — prices, descriptions, images — then Share or Send as usual.

Open the composer

Click 'New Email' on the Emails tab. In the dialog, click the small 'Compose with AI' button next to the Message label.

Give it a steer (optional)

Type one sentence describing what the email is about — e.g. 'Share an idea for Greece in late summer' or 'Follow up on last week's call'. If you leave it blank, the AI picks a sensible reason based on the context.

Pick a tone

Choose Friendly (default), Professional, Warm or Concise. The same instruction with different tones produces noticeably different drafts.

Generate

Click Generate. Within a couple of seconds the Subject and Message fields are filled in. The body is properly formatted HTML — paragraphs, no awkward inline styling — ready to send.

Edit then send

Review the draft. Tweak whatever you like with the WYSIWYG toolbar (bold, lists, links, etc.) and hit Send. The AI is a first-draft tool, not a final-send tool.

Read the badge

Hot means strong intent or recent engagement; Warm means active but slower-moving; Cold means stale or low-intent. The badge updates as new activity (quotes, emails, replies) happens.

Expand for the summary

Click the badge to see the AI's one-paragraph summary of where this client stands and a recommended next action (e.g. 'Send a follow-up about Italy options — they replied positively two weeks ago').

Refresh on demand

Click the refresh icon on the badge to ask the AI to re-score the contact right now — useful after a long call or new info you just added to their notes.

Read the card

The card appears as soon as a destination is set on the quote. Skim the highlights for ideas, or copy snippets into your day descriptions.

Refresh

Click Refresh to regenerate the briefing — useful if you change the destination or the time of year.

Enable sharing

Open the quote or invoice, click Share. Toggle 'Public link' on. The URL is generated; click Copy.

What the traveler sees on a quote

The shared quote page renders the full itinerary day by day with images, totals in your quote's currency, and an Accept button at the top. The recipient can also download a print-ready PDF and chat with you in real time.

What the traveler sees on an invoice

The shared invoice page shows the line items, total, balance due, payment plan installments, and a complete payment history (date, method, reference). If you've set bank transfer details (IBAN, SWIFT, account number) in Settings → Business, they're displayed here so the traveler can pay.

Accept flow

When the traveler clicks Accept on a shared quote, its status changes to 'accepted' automatically. You see this in your dashboard, the contact timeline, and you can convert it to an invoice in one click.

Disable sharing

Toggle 'Public link' off in the same popover — the URL stops working immediately.

Open Send

Click Send on a quote or invoice. The dialog pre-fills the recipient with the contact's email and a default subject/body — edit any field.

Attach the PDF (optional)

Tick 'Attach PDF' to include a print-ready PDF in the email. Otherwise the email contains a clickable share link.

Send

Click Send. You'll get a toast confirmation; the email appears in the Inbox if the recipient replies.

Generate the link

On the Travelers tab of a contact, click 'Request details' next to any traveler (or 'Create new' to request fresh details). travelCRM generates a unique URL like /collect/passengers/<token> that's tied to that traveler.

Send it to the traveler

Copy the link and send it via WhatsApp, email or SMS. Or have a workflow do it automatically when a quote is accepted.

What the traveler sees

A branded form with fields for title, first/family name, date of birth, nationality, passport number, issue country and expiry date, plus dietary restrictions and room preferences. The form is private — only the token holder can submit.

Submission lands on the profile

When the traveler hits Submit, their details save straight to the traveler profile on the contact. You see a confirmation in the contact's timeline and (if configured) the 'Passenger info received' workflow trigger fires.

Token expiry & one-time use

Tokens are single-use — once submitted, the link can't be reused. Regenerate a new one from the Travelers tab if you need another update.

Invite a customer

Open the contact's profile and click 'Send portal invite'. travelCRM emails them their unique portal link. You can also copy the link and send it via your own channel.

How they sign in

The customer opens the link, enters their email, and receives a 6-digit one-time code by email. They enter the code and they're in — no password to remember, no account to create.

What they see

A dashboard with their open quotes and invoices, their list of travelers, an inbox of past emails from your agency, and a message form to contact you. Everything is read-only except their own traveler details and the message form.

Travelers & passport details

Customers can add or update travelers themselves — including passport number, expiry, nationality, DOB and preferences. Edits land straight on the contact's profile, encrypted at rest. No more passport scans by email.

Send a message

From the portal, the customer can send you a message — it lands in your Inbox tagged to their contact, with a timeline entry. Reply from the contact page as you would for any email.

Branding inherits from your agency

Logo, accent color, fonts and agency name all come from your Branding settings. Update brand → portal updates automatically. No separate portal theme to configure.

Update agency details

Edit any field in place — they save when you click outside the field.

Set your currency

Pick the currency you bill in. All money in the app is displayed in this currency.

Configure invoice numbering

Set a prefix (e.g. 'INV-2026-') and a starting number. Invoices number sequentially from there.

Upload your logo

Drop a PNG or JPG. Square or wide, transparent background recommended. It appears in the sidebar header, on share links and on PDFs.

Pick colors

Set primary, secondary and accent colors using the color pickers. The app preview updates live so you can see exactly how things will look.

Choose fonts

Pick a heading font and a body font. Both apply to your customer-facing pages and PDFs.

Invite a teammate

Click 'Invite member'. Enter their email and pick a role (Owner, Admin or Member). They receive an email with a sign-up link.

Change a role

In the team list, click the role badge next to a user to change it. Owners can do everything; Admins can manage settings; Members can use day-to-day modules.

Remove a user

Click the menu next to a user → Remove. They lose access immediately; their created data stays with the agency.

See your current plan

The top card shows your plan (Solo, Studio or Agency) and renewal/trial date. Features available on each plan are listed below.

Upgrade or downgrade

Click 'Change plan'. Pick the new tier. Upgrades take effect immediately; downgrades at the end of your current billing period.

Check your balance

The top card shows tokens used this month vs. your monthly limit, plus the days remaining in the cycle.

See where it's going

Below the balance, a usage breakdown by feature tells you whether Concierge chats, itinerary drafts, image searches or lead scoring is consuming the most.

Overage

If you exceed the monthly pool, additional calls are billed at the overage rate shown on the page. Agency owners are notified when the balance crosses 80% and 100%.

Pick a subdomain

Open Settings → Subdomain and type the name you want. travelCRM checks availability in real time and shows a green check when the slug is free.

Activate

Click Save. From this moment, your agency is reachable at yourname.travelcrm.com and every share link, lead form URL and outgoing email uses this host.

Custom apex domain (advanced)

Want your own root domain (e.g. portal.youragency.com)? Contact support — we'll guide you through DNS records and TLS certificate provisioning.

Solo ($19/mo)

Contacts, Quotes, Product library, Dashboard, Branding, Share links, PDFs. 1 user. Perfect for getting started.

Studio ($49/mo)

Everything in Solo, plus Invoices, Commissions, Suppliers, Inbox, Tasks and white-label PDFs. Up to 5 users.

Agency ($119/mo)

Everything in Studio, plus Reports and custom roles. Up to 20 users.

Why can't I find a photo with AI?

The 'Find image' button searches Unsplash and Wikimedia Commons. If neither has a match for your prompt, try a more specific description (add the city or hotel name). You can always upload your own photo or paste an image URL instead.

Why didn't my email send?

Check the recipient address and that your agency has a From address configured (Settings → Business). If you keep seeing send failures, contact support — your agency's email provider may need reconnecting.

I can't see the Commissions or Invoices tab

Both are gated to Studio and Agency plans. Upgrade in Settings → Plan to unlock them.

Can my customers log in and see their own quotes?

Yes — every contact gets a branded customer portal at /portal/<contact-id>. Send the invite from the contact's profile and they'll sign in with a 6-digit code sent to their email. See the Customer portal chapter.

My branding isn't showing on a shared quote

Hard-refresh the page (Ctrl/Cmd + Shift + R). Branding is cached for performance and a normal refresh may not pick up changes immediately.

How do I send emails from my own address?

Go to Settings → Email identity, add your from-address, and submit it for verification. A super-admin whitelists it in our email service; until then, sends fall back to your agency's default address. Once verified, every email you send goes out from your address.

How do I delete an agency?

Contact support — agency deletion is not self-serve to prevent accidents. Once confirmed, all data is removed within 30 days.

How much does the AI cost me?

Every AI call (Concierge chat, Quick proposal, AI itinerary builder, lead scoring, destination intel, AI image search) is metered against your monthly AI usage allowance. See Settings → AI usage for your current spend and remaining balance.

Where's my data stored?

All your data lives in our managed Supabase database, encrypted at rest. Files (logos, photos, PDFs) live in private storage. We never share your data with other agencies.

Email us

Send a note to support@travelcrm.com. We aim to reply within one business day.

Use the contact form

Visit /contact and send a message. It comes straight to our team inbox.

Suggest a feature

Same channels — we love product ideas. Tell us what would make your week easier.