The Best Travel Agency Software

Travel agency software is a set of solutions built for travel agencies, tour operators, and DMCs to simplify complex processes and to help manage their day-to-day business. The software’s primary functions are contacts and products management, packages builder, offer and itinerary creation, integrated payment processing, connected web booking engine, and more.  

Travel agency software should be easy to use, learn, and teach. It should also save time and resources on administration tasks, simplify the itinerary creation process, improve direct communication with prospects, and manage payment processing. 

Many travel agents still use various software, excel spreadsheets, and documents to manage their travel business, which can be time-consuming and inefficient. Therefore, agencies are exploring a complete, cloud-based software to help them manage the entire customer journey from inquiry to payment processing.

Efficiently Automates Daily Tasks and Responsibilities

Travel agents who fully utilize software can speed up and optimize their existing processes. With the right software, daily tasks are made much easier, considering the system has the right “tools”. These tools, or features, ensure that the day-to-day travel agency back office processes are taken care of. 

Travel agency software must streamline and simplify standard operating procedures (SOPs) such as adding profiles, managing products, building itineraries, creating and sending offers, payment processing, etc.  

These functions are essential for every travel agency. Ideally, the entire back office will take place directly inside the software, allowing agents to invest more time into building fantastic travel experiences for their guests. 

Wide range of products Included in the Product Marketplace

Another crucial element that needs to be included in travel agency software is the product marketplace, which allows seamless integration between third-party vendors and independent sellers. 

The product marketplace collates all accommodation and transportation options, making it easy for travel agents to build a trip and add products or services to the itinerary. Also, local and independent experience providers can utilize external products and services and add them to the platform. 

Accessible Everywhere and Across all Devices

While most users access the software through a desktop, computer, or laptop, an increasing number of travel agents now access the software through other devices, such as tablets or mobile phones. 

Of course, you don’t need to do this if you are more comfortable with a desktop or laptop, but once you have experienced the freedom and peace of mind that mobile travel agency software offers, your life as a travel agent will be a lot less stressful. 

Mobile access is especially beneficial when trying to manage the multiple sales channels of your travel business. Nowadays, to stand out from competitors, you need to be able to respond to requests in real-time, which means you need to have access to the software anytime, anywhere.

Integrated Payment with the Flexible Cancellation Policy

Even though payment is the latest step in the selling cycle, it can be complex and time-consuming to process and track payments, distribute commissions, and deal with cancellations.

Once your client is satisfied with the offer, closing the deal as soon as possible is essential. Modern travel agency solutions have embedded payment inside the software, making it easy and convenient for agents and their customers.

Profiles and Contact Management

TripMatrix’s Profiles module allows you to add and manage your contacts. You can add contacts by importing a spreadsheet or manually creating a new contact.  

The smart search feature on the top helps you search your contacts and edit them with a few simple clicks, which saves a lot of time. 

The account section of the module is where all accounts and partners are saved. You can customize your contacts list based on your needs and include the information most relevant to your business. You can also view all the details about each contact and account, including contact information and trip information, notes, and more.

Add your Products and Services

TripMatrix Contacts and Account module is where agents can add all products, services, and experiences. You will have the option to pick a category and add basic information such as product type, name, and location, along with images and descriptions. 

If you don’t have images and descriptions saved on your desktop, the TripMatrix platform can pull images and descriptions directly from Google. 

 Also, you will have the option to add your price per product and profit margins, which are automatically calculated and can be added to the itinerary with a single click. 

Trip Builder

 After adding products and services to TripMatrix, you are ready to create a package using Trip Builder. You will have an option to select products and services from other providers and add them to your itinerary. 

Agents typically start within a route planner map because they probably know which countries or cities they want to build trips for. TripMatrix has an option to use an interactive map and pinpoint the locations of the trip. 

The next step is to add some basic information such as travel dates, the number of people traveling, time spent in each city, etc.  

Once you have entered the basic information, you can search for the best accommodation and transportation options. TripMatrix pulls all available hotels in the area, so you don’t have to go through multiple sources to find the best deal.  

Create and Send Offer

After building a trip, you can simply create an offer. Inside the offer, you will have an option to add your profit margins for each item inside the itinerary. The total price will automatically be calculated and adjusted based on your input. 

The next step is to send a notification and share the entire itinerary with your client. The client can review the offer, request edits, and proceed to payment. 

TripMatrix allows you to track all offers and bookings in one place, and also gives you the ability to track the status of each offer and booking.

Lastly, direct communication via embedded chat can help you communicate with your client directly inside the platform, improve customer experience, and speed up the sales cycle.

Payment, Commission Distribution and Cancelations

The TripMatrix Payment module allows you to manage and complete the entire payment process directly inside the platform. 

The system will automatically generate and send an invoice to the client for each payment, process payment through the embedded gateway, distribute commissions and take care of cancellations. 

You will no longer need to manually check if the payment arrives, pay suppliers and deal with cancellations. The system will send notifications about each transaction.

Web Booking Engine

A Web Booking Engine (WBE) is an online website that you can use to add custom trips and promote worldwide. You can choose a subdomain and customize the look and fill of the website.  

Think about it as your main selling point page. You create and promote all your predefined packages and promote them across all social channels, and share links through your email list. 

You will receive a Web widget that you can use to add trips to your website allowing prospects to view the entire itinerary and either send an inquiry or book and complete payment directly from your own website. 

Cloud vs On-Premises Software

Many companies worldwide are moving away from on-premise over to Cloud-based software. There are several reasons for this. 

Automatic and Free Upgrades
Cloud-based software updates for free every few months. With every upgrade, software becomes more and more functional, whereas on-prem versions can quickly become outdated.