The Best Travel Agency Software
What is 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.
Key Functionalities of Travel Agency and Tour Operator Software
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.
Key Travel Agency System Features
When looking at travel agency software, it is important to understand the difference between features and functionality. Features are all the cool bells and whistles that salespeople like to rattle off while trying to sell you their product, while functionality is what the product can do to solve your unique business problems.
Some features will make your life easier but won’t add value to your travel business.
Finding a technology partner that can work with you to understand your unique operational issues and then provide you with the technology to solve those issues is the real reason technology companies exist. Below, we look at the most common features and important functionalities of a world-class, modern travel agency system.
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.
Elastic search makes it simple to search for your offering on the map and pinpoint the exact location together with the address – just like Google. This feature will be a game changer, making it easier for your customers to find the exact location of their destination.
TripMatrix platform products and services
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.
Modern and Intuitive Design
Cloud-based solutions look modern and have far better user experience. It is much easier to get used to the software and learn its features and functionalities.
Security is another important factor for every company when choosing between cloud and on-premises solutions. If you choose the right partner, cloud options are as secure as on-premises solutions. On top of that, you don’t have to keep hardware inside your office or hire expensive IT staff to keep the software running.
Key Benefits of Using Travel Agency Software
Travel agency software provides many benefits for travel agencies, tour operators, and DMCs. In this section, we will explore the key benefits of using travel agency software.
One of the most significant benefits of using travel agency software is time-saving. Manual processes such as creating itineraries, managing customer data, and processing payments can be time-consuming and prone to human errors. However, with travel agency software, agents can automate many of these processes, which frees up time to focus on other areas of the business.
Using travel agency software can increase efficiency in a number of ways. For example, agents can quickly search for and add products to an itinerary, manage customer data, and communicate with customers all from a single platform. This reduces the need for multiple software and tools, saving time and effort.
Improved customer service
Travel agency software can help improve customer service by providing agents with a 360-degree view of their customers. This includes their preferences, past bookings, and any other relevant information. By having this information at their fingertips, agents can provide personalized recommendations and create custom itineraries that meet their customer’s needs and preferences.
By automating many of the back-office tasks and streamlining the booking process, travel agency software can help increase profitability. Agents can quickly and easily create and send quotes, process payments, and manage bookings all from a single platform, which saves time and reduces the chance of errors.
Access to a many products and services
Travel agency software often includes a product marketplace that provides agents with access to a wide range of products and services. This includes flights, hotels, tours, and activities, all of which can be added to an itinerary with just a few clicks. This not only saves time but also provides agents with a broader range of options to offer their customers.
Travel agency software can help improve collaboration between team members and partners. Agents can quickly share information and collaborate on bookings, itineraries, and other tasks, which improves communication and reduces the chance of errors.
Accessible from anywhere
Travel agency software is often cloud-based, which means it can be accessed from anywhere across all devices. This provides agents with the flexibility to work from anywhere, whether it’s in the office, at home, or on the go.
Real-time data and analytics
Travel agency software often includes real-time data and analytics, which provides agents with insights into their business performance. This includes information such as booking trends, customer preferences, and revenue. By having access to this data, agents can make informed decisions and adjust their strategy to maximize profitability.
Travel agency software often includes security features such as data encryption, access controls, and backups. This helps to protect sensitive customer information and reduce the risk of data breaches.
In conclusion, travel agency software provides many benefits for travel agencies, tour operators, and DMCs. By automating many of the back-office tasks and streamlining the booking process, travel agency software can save time, increase efficiency, improve customer service, and increase profitability. It also provides agents with access to a wide range of products and services, improves collaboration, and provides real-time data and analytics. Furthermore, travel agency software is often customizable and includes security features to protect sensitive customer information. Overall, travel agency software is a valuable investment for any travel business looking to improve its operations and stay competitive in the industry.
Travel Agency software Cost, Implementation, Onboarding and Support
TripMatrix is a commission-based software that allows you to save upfront cost or monthly subscription fees. With the TripMatrix platform, you only pay a 2% commission once you sell the trip and once the client completes the booking process.
TripMatrix is easy and free to implement. You will have the option to create an account and start adding your products and create your trips immediately.
Our onboarding specialists will walk you through the entire setup process and show you all the cool features and functionalities you can utilize to simplify processes and run your travel business more efficiently. Find out more about digital customer onboarding.
TripMatrix support team is available 24-7-365 days to help you solve any issue.
What is TripMatrix?
TripMatrix is a commission-based travel agency software for selling and managing travel products and services. Built in the Cloud, and available across all devices, theTripMatrix platform is an easy-to-use, all-in-one software solution.
Whether an independent agent or a large travel agency, you can utilize TripMatrix to manage your day-to-day business. The platform will save you significant time on administration tasks, simplify the entire trip-building process, improve communication with your clients, and process payments.
The pricing model allows everyone to start immediately without spending money on installation fees or implementation costs. Simply create a log-in and start using the tool. We will charge a 2% commission per transaction. Click here to find out more about our pricing model.
What is Travel Agency Software?
How much does Travel Agency Software costs?
How to manage travel products and services?
With TripMatix travel agency software you will have an option to add your offerings directly inside the platform, manage prices, get a wider reach, and improve bookings of your products and services.
How to use Trip Builder to build an Itinerary?
TripMatrix allows you to use an interactive map which helps find all nearby accommodation, transportation options, activities, and more. You will no longer need to use multiple sources to build your trips since you can find everything directly inside the TripMatrix platform.