Travel agency invoicing software
that doesn't live in a Word document.
A confirmed booking should become a branded, accurate, paid-on-time client invoice without anybody opening a Word template, copy-pasting last week's prices, or sending a polite 'just chasing' email at 9pm on a Sunday.
Two clicks from booking to invoice. One link from invoice to card payment. Used by independent agencies who'd rather be planning trips than chasing money.
No credit card. Cancel any time.
The way most agencies invoice, today
You sell brilliant trips. The invoicing process, however, is held together with masking tape and a prayer. See if this list looks familiar.
The duplicated Word template
New booking, new invoice — so you open last week's, save it as a new file, change the name, the price, the date, and pray you didn't leave someone else's address in the header.
PDF, attach, send, hope
Export to PDF, attach to email, send, wait. Did they receive it? Did it land in spam? Did they read the payment terms? Have they actually paid? Open the bank statement to check.
Chasing on the 16th
Deposit was due on the 15th. It's now the 16th. You draft a polite reminder. You send it. It's now the 22nd. Draft another. You start to wonder if you should be a debt collector instead.
The Jenkins balance
The Jenkins family owe £2,400 by next Friday. You wrote it on a Post-it. You're 60% sure the Post-it is on your monitor. Or maybe in your bag. Or maybe at home.
Refunds done by journal
Client cancelled, supplier refunded 80%, you keep your admin fee. Three separate journal entries in a spreadsheet, none of them reconcile, and the client wants to know what they're getting back by tomorrow.
Different invoice per brand
You run two trading names — one for retail, one for groups. Each needs its own logo, terms and bank details on the invoice. Currently maintained as two separate Word templates with two separate versioning headaches.
From confirmed booking to paid invoice. Two clicks, no copy-paste.
Pricing already lives on the booking. Client details already live on the contact. travelCRM combines them into a branded invoice and tracks it through to payment.
Branded invoice generation
Your logo, your terms, your bank details, your ATOL/ABTA numbers, your colours, your sequential invoice numbering. PDF and HTML versions, in the client's currency, with the right tax treatment for the supply.
Replaces: the Word template, the manual PDF export, the 'oh god I sent the wrong logo' email.
Deposit and balance schedules
Set the rules per booking — 20% deposit on confirmation, balance 56 days before departure, late fee of 2% per week. travelCRM issues the right invoice at the right time and tracks every payment against it.
Replaces: the calendar of payment reminders only one person can see.
Pay-by-link card payments
Every invoice carries a secure card payment link. Client clicks, pays through Stripe, the invoice marks itself paid, the receipt fires automatically. Bank transfer details on the same invoice for those who prefer it.
Replaces: 'I'll send you my bank details, can you do a transfer?'
Automated payment chasing
Day 1 overdue: friendly nudge. Day 7: firmer reminder. Day 14: copy the agency director. The cadence and tone are yours to set, and you can pause it for individual clients when you need to.
Replaces: writing the same 'just following up' email eleven times a month.
Refunds and credit notes
Issue a partial refund, a full refund, or a credit note against a future booking. Linked to the original invoice, visible on the customer record, reported as a proper negative in your monthly revenue rather than a hand-typed adjustment.
Replaces: spreadsheet journal entries and 'how much do we actually owe them?' conversations.
Multi-brand and multi-currency
Trade under more than one name? Each brand carries its own logo, bank details, invoice numbering and email signature. Selling in GBP, USD, EUR or AUD? Invoice in the client's currency without retyping anything.
Replaces: two Word templates and two mental models.
Why a generic invoicing tool falls over for travel
FreshBooks, Wave, Zoho Invoice — fine if you sell consultancy hours or a single product. Travel doesn't work like that. A booking has multiple suppliers, a deposit, an interim payment, a balance, sometimes a refund, sometimes a credit note rolled into the next trip, and a commission that only confirms eleven months later.
travelCRM understands all of that natively. The invoice is one record on a connected graph — booking, customer, supplier costs, commission, payment schedule, documents — not a standalone PDF that has to be reconciled later.
What's in every plan
- ✓Unlimited branded invoices
- ✓Multi-currency invoicing (USD, GBP, EUR, AUD and more)
- ✓Deposit, interim and balance payment schedules
- ✓Stripe card payments and bank transfer
- ✓Automated overdue chase sequences
- ✓Credit notes and refund handling
- ✓Multi-brand invoice templates
- ✓CSV export to Xero, QuickBooks, FreeAgent, Sage
Questions agencies actually ask before switching
Can I put my own logo, bank details and terms on the invoice?
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Yes — invoices are fully white-labelled. Upload your logo, set your bank details, add your ATOL/ABTA/IATA numbers and registration details, and customise the footer and terms. Every invoice that goes out is unmistakably yours, not a generic SaaS template with our name on it. You can have different templates per brand if you run multiple trading names.
How does it handle deposits, balance payments and late fees?
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Every invoice is linked to a payment schedule — deposit on confirmation, balance 8 weeks before departure, or whatever your terms say. travelCRM tracks what's been paid against what's due, automatically sends reminders the day a payment becomes overdue, and applies late fees according to the rule you set. The same booking can carry deposit, interim and balance invoices, all linked.
Will it connect to Xero, QuickBooks or my accounting software?
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travelCRM exports clean CSV summaries — daily, weekly or monthly — that map straight into Xero, QuickBooks, FreeAgent or Sage. We don't try to replace your ledger software. Most agencies push monthly revenue totals across rather than syncing individual transactions, because travel invoices often span deposits and balances months apart, and you want one ledger entry per accounting period, not one per booking.
What about refunds and credit notes?
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Credit notes are first-class records. Refund a deposit because a supplier cancelled, partial-refund a booking because the client trimmed the itinerary, or issue a credit note that's redeemable against a future booking — all linked to the original invoice and visible on the customer record. Refunds appear in your reports as negative revenue, not as a manual journal entry.
We take card payments and bank transfer. Does travelCRM accept payment?
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We integrate with Stripe for card payments — the client clicks 'Pay deposit' on the invoice, pays by card, and the invoice marks itself paid. For bank transfer, the invoice carries your bank details and a unique reference; mark it paid manually when the funds clear, or upload a bank statement CSV to reconcile in bulk. Cheque, BACS, faster payments — all supported.
Is it compliant with HMRC's Making Tax Digital and EU e-invoicing rules?
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travelCRM produces invoices that include all the legally required fields for UK and EU jurisdictions — sequential numbering, registered business details, VAT/GST treatment, date of supply. The CSV export for your accountant lines up with MTD-compatible bookkeeping. We don't file taxes for you, but the data we produce is what your accountant or MTD-bridging software needs.
Stop chasing. Start invoicing properly.
Two weeks free. No credit card. We don't even know who you are unless you tell us.
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