Travel Agency Software —
Bookings, Invoicing & Accounts

A single travel booking can involve flights on three carriers, a hotel in a foreign currency, a visa agent, a ground transfer company and a commission split between two sales agents — all tied to one client invoice, with a deposit paid now and the balance due before departure. That's a lot to track.

Most agencies use booking software, spreadsheets and a separate accounting package. The result is manual reconciliation at every step, commission mistakes and no reliable picture of what each booking actually cost against what it earned.

Vendra handles the whole chain in one system — from the first client quote to supplier payments and staff payroll — without needing a separate tool for any part of it.

What travel agency software needs to handle

Travel agencies have operational requirements that general business software handles poorly:

• Build a detailed client quotation with individual line items — flights, hotel nights, transfers, visa fees, travel insurance
• Invoice in the client's currency while accounting in your base currency
• Collect a deposit upfront and issue a balance invoice closer to departure
• Track what is owed to each supplier separately and in their currency
• Record agent commissions per booking without mixing them with operating expenses
• Maintain corporate client credit accounts with agreed payment terms
• Generate client statements showing all bookings, payments, and outstanding balances
• Run seasonal pricing — peak, low-season, and early-bird rates — without manual updates
• Pay staff payroll including commission-based compensation

How Vendra handles travel agency operations

Travel packages as Sales products

In Vendra, each travel package — a seven-night beach holiday, a business class city break, a group safari — is set up as a product in the Sales module. Products carry a base price, applicable taxes, and can have seasonal pricelists attached. When a consultant opens a new quotation, they select the package and Vendra fills in the price automatically based on the travel date and the applicable pricelist.

For custom itineraries, the quotation is built line by line: one line for the return flight, one for each hotel night, one for the airport transfer, one for the visa service. Each line has its own price and description. The client receives a clean, itemized PDF quotation showing exactly what is included and at what cost.

Deposit and balance billing

Most travel bookings require a deposit to confirm, with the balance due weeks or months later. Vendra handles this through the down payment feature in the Sales module. When the client confirms a booking, you raise a deposit invoice — either a fixed amount or a percentage of the total. The balance invoice is created when you are ready to collect it, and both invoices are linked to the original booking so the client's payment history is always complete.

Multi-currency invoicing

Vendra supports invoicing in over 90 currencies. If you book a client on a dollar-denominated package and want to invoice in USD, you select the currency on the invoice and Vendra converts it to your base currency for accounting purposes using the exchange rate you set. If you pay a hotel in euros and receive the client invoice in dollars, both transactions post correctly to separate currency accounts. The accounting module handles the foreign exchange difference automatically.

Supplier payments as vendor bills

Every supplier payment — the airline settlement, the hotel pre-payment, the ground operator deposit — is recorded as a vendor bill against the relevant supplier. Bills are linked to their source bookings where possible. The accounts payable ledger shows you exactly what is owed to which supplier, in what currency, and when it falls due. You can pay from the same screen, selecting the payment currency and bank account without jumping between systems.

Agent commission tracking

Vendra's Expenses module handles agent commissions without needing a separate payroll run or manual spreadsheet. Each agent submits a commission claim linked to their booking reference, attaches a supporting document, and submits it for approval. The agency manager reviews and approves, and the finance team processes the payment. Every commission payment is traceable back to a specific booking and a specific agent.

For in-house agents on a salary plus commission structure, the Payroll module handles the base salary while the Expenses module handles the variable commission. Both are tracked separately for accurate cost reporting per booking.

Staff payroll

Travel consultants, operations staff, drivers, and admin teams are all managed in the Employees module with the salary structures relevant to your country's labour regulations. The Payroll module calculates gross pay, statutory deductions, and net pay each month. Payslips are generated in batch and can be distributed by email directly from Vendra.

Which plan covers a travel agency?

Most travel agencies run comfortably on the Pro plan at $27/month, which covers Sales (quotations and invoicing), Accounting (multi-currency, payables, receivables), Purchase (supplier bills), Expenses (commissions), and Payroll. Agencies with multiple branches or multiple legal entities need Pro Plus at $50/month for multi-company support and consolidated financial reporting.