Apr
20
2016

Travel & Tourism Invoicing and Accounting Management System

The Travel and Tourism business industry may include transportation services, travel agencies, accommodations service, tour guides, or other related travel services. To manage your clients and your business expenses efficiently, you will need Invoicing and Accounting software that suits your Travel Business.

To manage your accounting tasks, register for a free account on OnlineInvoices Billing and Accounting Software, or if you are in a hurry, use our free Travel and Tourism Invoice Template.

In this tutorial we will highlight:

  • How you can use online invoices to add new clients.
  • Add your travel services or products.
  • Add your business travel expenses and assign these expenses to a certain client.
  • Send quotes for your travel programs to your clients.
  • Create invoices and invoice your clients for services you provide and your products.
  • Receive online payments for your invoices to your favorite payment gateway.
  • Add staff members to help you manage your travel business.
  • Create advanced reports to track how your business is going and your profit or loss over certain periods.

First, you will need an account in OnlineInvoices. Login to your account or Register for a free account, now.

Adding New clients to your system:

  1. From the “Clients” menu, choose “Add New Client“.
  2. Add the new client’s details: Please Note, only the required fields are (client business name, client number – and client email address if you choose the “Send Via Email” invoicing method).
  3. Complete the “Client Details” field: check this for more info How to Add New Clients in Online Invoices.
  4. Click on the Save button to save the new client.

After you complete adding your clients you can list the services you provide, like fixed tours, accommodations, tour guides, tips…etc.

 

Adding your services or products.

  1. From the”products” menu choose “Create product“.
  2. Add your product or your service details: check this for more info How to add new products in Online Invoices.
  3. Click on the Submit button to save the new product.

Now you are ready to add the expenses of your business, like Car trips, drivers, tickets (or any other expenses, like car, gas, rent …etc ), and if required, you can then assign certain expenses to specific clients.

Recording business expenses.

OnlineInvoice also works as an online expenses tracking software.

To create or add new expenses to your online invoices system:

  1. From the “Finance” menu choose “Add Expenses“.
  2. Fill the detail of the expense: check this link for more info Tracking Expenses in Online Invoices.
  3. Click “Submit” to save the new expense.

Now, your business expenses are in place, so you can review and track where the money goes. You can also send quotes for your services to your potential clients.

Quote your tour plans and services and send it to your client.

  1. From the “Invoices” menu, choose “Estimates”.
  2. Click the “New Estimate” button.
  3. To get in-depth info about creating estimates, visit: Creating Estimates in the Online Invoices System .
  4. After filling out the estimate with your service info, click the “Save & Send Email” button.
  5. Your client will receive the estimate by email and will have the power to accept the estimate and add notes if required via that email.
  6. When your client receives the estimate and accepts it, you will receive an email notifying you of the update.
  7. When opening the invoice, it will be marked as accepted; simply click the “Convert to invoice” to generate an invoice, based on this estimate.

conver to invoice

  1. Once you generate the invoice, you can edit it or add more fields. Check this link: Create Your first invoice to get in-depth knowledge of creating invoices.
  2. To receive payments online for your invoice, you will need to set up a payment gateway.
    Check these links and configure your gateway:

    1. How to Invoice Your Client Using 2Checkout.
    2. How to Invoice Your Clients Using Stripe.
    3. How to Invoice Your Client Using Authorize.net.
    4. How to Invoice Your Clients Using PayPal.

 

To add more staff to your system

  1. From the “Staff” menu, choose “Add Staff“.
    Add-staff-details
  2. Add your staff member details:
    1. Name
    2. Email address and a password the staff member will use to login to the system.
    3. Set a role for your staff member.
    4. Tick the “Active” check box.
  3. Click the “Save” button.

Set roles for your staff within the system

According to your staff member’s role in your business, you can assign him/her a set of roles, so he/she can use the system to add info about clients, note work done, or invoice your clients.

To Create a New Role:

  1. From the “Staff” menu, choose “Manage Staff Role“.
  2. The “Manage Staff Role” page lists all the available created roles.
    manage-staff-roles
  3. From the top right corner click “New Role“.
  4. The “New Roles” page will list all the permissions that can be associated with the staff member as in this picture below.
    All Staff roles
  5. Add a name for the role.
  6. Tick the “Is Admin” if you wish to give this staff member full permission for the system.
  7. Tick the permissions you wish to give to that role, but be careful, as some roles need other roles from other sections so the staff work together smoothly.Before you give a person invoicing ability you should give them access to the products and clients, and enable them to view invoices, too.
  8. Click “Submit” to save the new role.

 

Creating Profit and loss Reports

What is a Profit & Loss Report (P&L)?

The profit and loss statement/report is a summary of the financial performance of a business over time (monthly, quarterly or annually is most common). It reflects the past performance of the business and is the report used most often by small business owners to track how their business is performing.
To access the Profit and Loss report (P&L):
From the “Finance” menu choose “Profit & Loss Report“.
  1. Choose a Period: Monthly, Quarterly (3 months) or Yearly.
  2. Income: Choose to include only paid invoices or all invoices in the income .
  3. Date Range: Choose a date range.
  4. Currency: Choose a currency.
Click “Show Report” to generate the report.

The report generated will show your income (from invoices) and your expenses in a graph and a table. The last field is the profit (or loss) for the selected time period.

Once the report is generated, you can Export it to CSV , PDF or print it.

Invoicing and Tax Reports

For any date range, you can generate reports related to taxes, payments or general invoice. With easy to use filter options, you can customize the results displayed by client, currency, status and many other options. See what you are up to, in seconds, any time.

General Invoice Report

  1. From the “Invoice” menu choose “General Invoice Report”
  2. Group by client, staff, invoice statues or time period.
  3. Choose a certain client or all clients
  4. Invoiced by: Choose a staff member to show all his created invoices.
  5. Choose status: paid, partly paid, unpaid or overdue
  6. Choose a date range.
  7. Choose the currency and then click Show Report

Note: You can print the report directly or export to CSV or PDF file with graphs and tables.

Invoice Taxes Report

  1. From the “Invoice” menu choose “Invoice Taxes Report”.
  2. Choose a tax.
  3. Choose revenue type: Accrual or Cash
  4. Choose a date range.
  5. Choose the currency and then click Show Report

Note: You can print the report directly or export to CSV or PDF file with graphs and tables.

Invoice Payments Report

  1. From the “Invoice”menu choose “Invoice Payments Report”.
  2. Group by client or time period
  3. Invoiced by: Choose a staff member to show all his created invoices.
  4. Choose a specific client or all clients
  5. Choose a date range.
  6. Choose a payment method or all methods.
  7. Choose the currency and then click Update.

Note: You can print the report directly or export to CSV or PDF file with graphs and tables.

Start managing your accounting tasks. Simply register for a free account on OnlineInvoices Billing and Accounting Software or if you are in a hurry use our freeĀ Travel and Tourism Invoice Template.

Contact us if you have an issue or more questions.

 

Comments are closed.

This website is protected by 256-bit SSL security