A travel agency resells someone else's inventory, so not everything can be sold at a fixed price on a web page. Bookings arrive down one of two paths.
Path A — instant booking
Anything with a firm price is bought outright: a dated departure, or a flat-priced service like a visa.
For a departure, the seats are reserved before payment. The booking goes to Awaiting payment with a hold deadline, and only becomes Confirmed once payment lands. That ordering is deliberate — the alternative is taking money and then discovering the trip sold out.
If a hold is never paid, the seats are released automatically and the booking is cancelled. Nothing to clean up by hand.
Path B — enquiry to quote
Flights, hotels, transfers and custom itineraries have no live fare, so the traveller sends an enquiry instead. It lands in Travel Bookings → Enquiries.
Open it and price the lines. For each line you enter:
- Sell per unit — what the traveller pays.
- Net per unit — what you owe the supplier.
- Rate — converts the net into your base currency when the supplier bills you in another one.
Margin updates live as you type. Send the quote and the traveller gets an email with a payment link; the booking moves to Quote ready.
What happens on payment
Confirming a booking does four things:
- Marks it Confirmed and stamps the payment reference.
- Raises an Invoice and a Receipt against the customer.
- Accrues what you owe the supplier — see Track margin and supplier payables.
- Issues the voucher and emails it as a PDF.
Repeating a confirmation is safe: it will not raise a second invoice or a second voucher.
Cancelling and refunding
Cancelling releases any held seats and reverses the supplier accrual, so a cancelled trip leaves nothing behind in your books or your inventory. Refunding does the same from a confirmed booking.