Travel supplier payments software
that knows exactly what you owe, to whom, by when.
It's Tuesday. The payment run is Friday. Which supplier are you paying this week? How much? Have you already paid them once this month? Where's the statement to reconcile against? If the answer involves opening six tabs and a spreadsheet, you've found us at the right time.
Used by agencies who'd quite like to stop paying suppliers twice, or not at all.
No credit card. Cancel any time.
The weekly supplier payment scramble
Friday morning. Bank transfers to authorise. Statements to reconcile. Suppliers to chase for missing invoices. And six different PDF layouts to read. Recognise any?
Six suppliers, six PDF layouts
One puts the booking reference in column A. One uses 'guest name'. One uses an internal product code only they understand. Reconciling them line-by-line against your bookings is a half-day job.
The double-paid hotel
Hotel sent the statement on the 1st. You paid on the 5th. They sent a 'reminder' on the 12th — same lines, slightly different total. Did you already pay this? Open the bank statement to check.
The supplier who's never been paid
Six months later: 'We don't show payment for the September bookings.' Cue an evening cross-referencing statements against bank transfers, finding that yes, one batch was actually missed.
Commission deducted at source
Client paid £4,500. Supplier invoiced you £3,825 net. You think your commission was £675. Or was it £625? Without an automated calculation, the reconciliation is by hand, every booking, every month.
Multi-currency confusion
Hotel invoices in EUR. You paid in GBP. Did you capture the exchange rate? Did the FX gain or loss go anywhere meaningful? Or did it just disappear into 'misc'?
The 'who's authorised this?' moment
Director sees a £14,200 transfer about to go out. 'Have we approved this batch?' Nobody can find the approval trail. The transfer gets paused. The supplier complains. Everyone loses.
Every supplier. Every payable. One dashboard.
travelCRM tracks every penny owed to every supplier across every booking — by due date, by supplier, by month. Reconcile in bulk. Approve in batches. Pay with confidence.
Payables dashboard
See everything you owe across every supplier — this week, this month, overdue, on terms. Filter by supplier, currency, booking, due date. Drill into any line to see the underlying booking, the supplier reference and the payment history.
Replaces: a 'payments due' spreadsheet only one person maintains.
Statement reconciliation in bulk
Upload the supplier's monthly statement. travelCRM matches each line to the underlying booking by reference and amount. Matched lines clear in one click; unmatched lines surface for investigation. The half-day reconciliation becomes a fifteen-minute job.
Replaces: line-by-line eyeballing of supplier PDFs.
Duplicate-payment prevention
When you mark a payable settled, it can't be settled again. The audit trail records who, when, against which bank transfer. If a supplier sends a duplicate statement (it happens), travelCRM flags the duplicates before they enter the payment run.
Replaces: 'I'm pretty sure we already paid that one.'
Commission-at-source handling
Set the supplier's commission rate; travelCRM calculates net payable automatically. The reconciliation shows commission earned alongside the payable, in one view, instead of two separate reports that have to be cross-referenced.
Replaces: calculator-based commission maths.
Multi-currency payables
Each supplier holds its own currency. Payables stay in that currency until you settle them. When you settle in a different currency, the exchange rate and FX gain/loss are captured and flow through to your accounts.
Replaces: 'we'll sort the FX at year-end' wishful thinking.
Approval workflow
Build a batch of payables, send for approval, the director sees the totals, approves once, the BACS or payment file generates. Audit trail records every step. No more pausing payment runs because nobody can find the approval email.
Replaces: ad-hoc 'just authorising' emails.
Why bolt-on accounts payable tools don't fit travel
Xero's bills, QuickBooks' suppliers, ApprovalMax — fine for an SME paying its electricity provider once a month. Travel agencies pay forty suppliers across two hundred bookings, with commission deducted at source, in multiple currencies, on staggered terms, against statements that don't match invoices, with refunds and credit notes flowing in the other direction.
travelCRM was built around the travel payable. Per-booking, per-supplier, per-trip, with the commission, the FX and the reconciliation handled natively. You don't have to bend the tool to the shape of your work.
What's in every plan
- ✓Unlimited suppliers and payables
- ✓Per-supplier currency and payment terms
- ✓Statement reconciliation with CSV/PDF upload
- ✓Duplicate-payment detection
- ✓Commission-at-source handling
- ✓Multi-currency with FX capture
- ✓Approval workflow with audit trail
- ✓BACS / payment file export
Questions agencies actually ask before switching
How does travelCRM stop us paying the same supplier invoice twice?
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Every supplier payable is tied to a specific booking and a specific supplier reference. When you mark a payable settled, it disappears from the 'due' list, so the same line can't be paid again. The audit trail records who marked it paid, when, and against which bank transfer. If a supplier sends a duplicate statement (it happens), travelCRM flags the duplicate before you authorise the payment.
Can we upload a supplier statement and reconcile in bulk?
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Yes. Upload the supplier's statement as a CSV or PDF, and travelCRM matches each line to the booking it relates to using reference numbers and amounts. The matched lines are ready to mark paid in bulk; the unmatched lines surface for investigation. Most monthly supplier reconciliations that used to take half a day now take fifteen minutes.
We pay some suppliers per booking, some monthly in arrears, some on a 30-day account. Does it cope?
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Yes. Each supplier carries its own payment terms — on confirmation, on document issue, monthly in arrears, 30-day account, prepayment. travelCRM generates the right payment schedule per booking per supplier, and groups them on the payables dashboard accordingly. Your weekly payment run shows what's due to whom, by when, in their currency.
What about commission deducted at source? We don't pay net to some suppliers.
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Common in the cruise and tour-operator world. Set the supplier's commission rate, and travelCRM calculates net payable automatically — the client pays you gross, the supplier invoices you net, and the difference is your commission. The reconciliation shows commission earned alongside the supplier payable, so you see both sides on one screen.
We deal with suppliers in multiple currencies. How does that work?
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Suppliers carry their own currency. Payables and statements stay in that currency throughout — no forced conversion to GBP or USD at the wrong rate. When you settle a payment in a different currency to the original payable, you capture the exchange rate used, and the FX gain or loss flows into your accounts properly.
Can my finance team see what's due this week without logging in to ten supplier portals?
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Yes. The payables dashboard shows what you owe to every supplier, ordered by due date. Filter to this week, this month, or a single supplier. Export to CSV for the payment run, or push the BACS file directly to your bank. No more logging into eleven supplier portals to check what's outstanding.
Pay the right supplier, the right amount, once.
Two weeks free. No credit card. Get a payables dashboard you'd actually trust on a Friday morning.
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