Process management and software for travel agencies.
A travel agency's work is not the holiday it sells — it is the chain of steps between the first enquiry and the client landing home safely: options, approvals, deposits, supplier confirmations, visa deadlines, guide assignments, vouchers and satisfaction follow-ups. When those steps live in inboxes, chat apps and spreadsheets, one missed link can unravel the whole booking. Tenderely BPM connects every step into a single traceable record, without code, so the team can focus on selling rather than chasing.
What does a travel agency repeat on every booking?
01
Enquiry and guest profile
Capturing what the client wants alongside passport details and validity. If passport data is scattered, visa deadlines and name mismatches on tickets surface at the worst moment.
02
Option and client approval
Sending a quote, holding an option with a supplier and waiting for the client to confirm. Time-sensitive options that sit unanswered mean lost inventory or awkward cancellations.
03
Deposit and payment plan
Collecting the deposit, agreeing the balance schedule and tracking what has been paid and what is still outstanding. Without a plan, chasing payments becomes a daily improvisation.
04
Supplier confirmation and voucher
Confirming hotel, transfer, guide and airline bookings with each supplier and issuing vouchers. A confirmation that never arrives is a problem that shows up at the airport.
05
Visa application process
Collecting documents, submitting to the consulate, tracking appointment dates and visa decisions. A missed deadline costs the client the trip and the agency the relationship.
06
Departure and post-trip follow-up
Checking guide availability, managing last-minute changes on the day of departure and collecting satisfaction feedback afterwards. The return call that never happens is a repeat booking that never comes.
Where does this break down today?
The booking lives in too many places
The quote is in an e-mail, the payment plan in a spreadsheet, the supplier confirmation in a chat thread and the passport copy in someone's downloads folder. Any team member who was not part of every exchange has an incomplete picture.
Deadlines are tracked by memory
Option expiry, visa appointment dates and balance due dates are entered into personal calendars — if at all. When they slip, the agency absorbs the cost or the apology.
Supplier costs and profitability are invisible until it is too late
How much was paid to each supplier for a booking, and what margin is left, is only clear after the trip closes. Decisions about discounting or upselling are made without that number.
Guide and resource clashes are found last
Two groups assigned the same guide on the same date, or a vehicle double-booked, is usually discovered when both groups are waiting. Checking by hand only works until it does not.
What changes with Tenderely BPM
01
One record from enquiry to return
Guest profile, passport validity, option, approval, payment plan, supplier confirmations, visa status, voucher and satisfaction score all sit on the same record. Whoever opens it sees the full picture.
02
Client approval is a step, not an e-mail
Send the quote to the client as a link. Their approval or change request lands back on the same record and the next step — deposit, supplier booking — does not open until it arrives.
03
Deadlines remind themselves
Assign an SLA to the option hold, the visa appointment or the balance due date and the system sends the reminder when time runs short. No one has to remember to remember.
04
Suppliers confirm from outside
Send a supplier a public form link and their confirmation lands directly on the booking record. They need no account, and the confirmation is timestamped and traceable.
05
Profitability is on the record, not in a spreadsheet
Supplier costs logged against a booking make the margin visible before the trip departs. Tenderely BPM turns those numbers into a dashboard instead of a month-end exercise.
06
Departures and guide assignments are checked before the day
Role-based access and structured records mean clashes between guides, vehicles and groups are visible in advance. Last-minute discoveries become rare rather than routine.
FAQ
Can clients approve quotes and submit documents without having an account?
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Yes. A public form can be sent to a client as a link. They open it in a browser, fill it in or give their approval, and the response attaches to the booking record automatically. They never see your internal system.
How do we handle bookings that go through multiple approval stages?
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Conditional and parallel approval steps are configured without code. A booking that requires a manager sign-off above a certain value, or parallel confirmations from two department heads, is set up as a flow — not enforced by asking people to remember.
Can different staff members see only the bookings relevant to them?
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Yes. Unit-, role- and field-level permissions control who sees what. A sales agent can be limited to their own bookings, an accounts person can see payment data without seeing operational notes, and a guide can see only the departure details relevant to them.
Is there a ready-made setup for a travel agency?
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Yes. The Travel Agency package opens with forms, approval flows and a dashboard already in place, so a working setup is available within minutes. Each form and flow is then adjusted to match how your agency already operates — the package is a starting point, not a constraint.
How do we track satisfaction after a trip?
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A post-trip form is part of the same booking flow. It can be sent to the client as a link once the return date passes. Responses collect on the record and feed the dashboard, so satisfaction scores are visible across all completed trips without manual compilation.