30-page editable travel agency system (PDF, Word, Excel). Build itineraries, price tour packages, track bookings, payments and profit in any currency.
TravelAgency Command: Plan, Price & Book Every Trip From One System
TravelAgency Command is a 30-page editable travel agency system (fillable PDF, Word and Excel) for building custom itineraries, pricing tour packages with markup and tax, and managing bookings, payments and supplier commissions. Its Excel workbook calculates selling prices, balances and monthly profit automatically in any currency. It suits travel agents, tour operators and home-based travel consultants.
Digital download only, no physical product. PDF + Word + Excel, delivered instantly after purchase.
Who Is a Travel Agency Management Template Like This For?
Most small travel businesses run on a messy mix of WhatsApp chats, supplier emails and a spreadsheet that only one person understands. That works until you have ten trips in progress, three unpaid balances and a client asking why the Bali price changed. TravelAgency Command replaces that mix with one repeatable workflow, from first inquiry to post-trip review.
Independent travel agents
Quote faster and look more professional than agents sending plain-text prices.
Tour operators & DMCs
Cost multi-supplier packages and group departures without formula mistakes.
Home-based consultants
Run a complete back office without paying monthly software fees.
Group & MICE organisers
Price by group size, manage rooming lists and track instalments.
What’s Inside: 30 Pages Mapped to an 8-Step Travel Workflow
The pages are not a random template pack. They follow the order a real trip moves through an agency, so a new team member can pick up any file and know what happens next.
Set up
Agency profile, brand kit, annual goals and quarterly KPI targets.
Capture
Client inquiry form with lead source, plus a full client travel profile.
Discover
10-question trip discovery questionnaire and destination research sheet.
Design
Itinerary overview, 10-day planner, flights, transfers, hotels and activities.
Price
Cost builder, markup calculator, three-tier offer and group pricing.
Book
Quotation, booking confirmation and a 27-row booking register.
Deliver
Payment schedule, documents checklist, packing list and emergency contacts.
Grow
Post-trip feedback, monthly sales review and a 12-month campaign planner.
The three formats at a glance
| File | What it contains | Best for |
|---|---|---|
| Fillable PDF | 30 A4 pages, about 2,260 typeable fields and tick boxes, clickable contents page | Client-facing forms, tablets, quick printing |
| Word (.docx) | The same 30 pages, fully editable, with clickable checkboxes | Adding your logo, colours and own wording |
| Excel (.xlsx) | 13 tabs: dashboard, pricing and group calculators, itinerary builder, clients, bookings, payments, suppliers, commissions, expenses, monthly report | Live numbers, profit and cash-flow tracking |
How to Price a Tour Package: Markup, Fees and Tax Step by Step
A profitable tour package price has four layers: net cost from suppliers, your markup, a service fee, and tax where your country requires it. The Package Pricing tab stacks them in that order so you never apply tax to the wrong number.
Margin % = Gross profit รท Price before tax
Worked example: a 7-night Bali package for two
These are the actual numbers from the sample package in the workbook, using a 25% markup, a 50 service fee and 5% tax. Swap in your own suppliers and the results update instantly.
| Step | Calculation | Amount |
|---|---|---|
| A. Total net cost | Flights, villa (7 nights), transfers, tours, fees, meals, guide, visa, insurance, contingency | 3,556.00 |
| B. Markup | A ร 25% | 889.00 |
| C. Service fee | Flat, per booking | 50.00 |
| D. Price before tax | A + B + C | 4,495.00 |
| E. Tax | D ร 5% | 224.75 |
| F. Final selling price | D + E | 4,719.75 |
| Rounded price per person | F รท 2, rounded up to the nearest 10 | 2,360.00 |
| Gross profit | B + C | 939.00 |
| Profit margin | Gross profit รท D | 20.9% |
| Markup % | Margin % | Sell price on 1,000 net | Profit |
|---|---|---|---|
| 15% | 13.0% | 1,150 | 150 |
| 20% | 16.7% | 1,200 | 200 |
| 25% | 20.0% | 1,250 | 250 |
| 30% | 23.1% | 1,300 | 300 |
| 40% | 28.6% | 1,400 | 400 |
Why a three-tier offer converts better
The Package Tiers page lets you present Essential, Premium and Luxury side by side. Offering three clearly different options gives clients an easy comparison instead of a yes-or-no decision, and the Excel tier builder shows your profit per person on each one before you send the quote.
Group Tour Pricing: Fixed Costs, FOC Places and the “FOC Cliff”
Group pricing works differently from individual packages. Some costs are shared by the whole group (coach, tour leader, local guide), while others scale with every traveler (hotel, flights, meals). Many suppliers also give one free place, called FOC (free of charge), for a set number of paying guests.
The Group Pricing tab in the workbook uses a sample Dubai group with 4,100 of shared fixed costs, 1,075 of per-person costs, a 20% markup, 5% tax and 1 FOC for every 15 paying guests. Here is what happens as the group grows:
| Total pax | FOC | Paying | Price per paying pax | Total revenue | Profit (ex tax) |
|---|---|---|---|---|---|
| 10 | 0 | 10 | 1,871.10 | 18,711.00 | 2,970.00 |
| 15 | 0 | 15 | 1,698.90 | 25,483.50 | 4,045.00 |
| 20 | 1 | 19 | 1,697.68 | 32,256.00 | 5,120.00 |
| 30 | 1 | 29 | 1,579.34 | 45,801.00 | 7,270.00 |
| 40 | 2 | 38 | 1,561.74 | 59,346.00 | 9,420.00 |
Booking, Payment and Commission Tracking That Updates Itself
Enter a booking once in the Bookings tab and the workbook calculates nights, gross profit, margin, amount paid and balance due. Record a receipt in Payments against the booking reference and the balance updates instantly.
- Payment alerts: each confirmed booking shows “Balance due” with the date, “Balance overdue” or “Paid in full”, based on the payment deadline you set in Settings (30 days before travel by default).
- Commission tracker: flags supplier commissions as Pending, Overdue or Received.
- Client lifetime value: the Clients tab totals each client’s bookings and last travel date automatically.
The 12 numbers on the dashboard
Confirmed and completed only
Excludes inquiries, quotes and cancellations
Selling price minus net cost
Profit as a share of revenue
All receipts logged
What clients still owe
Revenue per booking
Trips to prepare now
Passengers handled
Supplier money owed to you
After business expenses
Bookings needing a reminder
The monthly report counts revenue by booking date and subtracts your logged expenses, so you see true net profit for each month alongside a chart.
Custom Itinerary Design: 6 Rules Clients Actually Notice
The day-by-day planner splits every day into morning, afternoon and evening, with the overnight stay, meals and transport on the same card. These rules help you fill it well:
Keep arrival day light
Plan a transfer, check-in and one easy evening activity. Long-haul travelers rarely enjoy a packed first day.
One anchor per half-day
One main experience per morning or afternoon leaves room for meals, rest and delays.
Group by geography
Use the Route at a Glance table so clients are not crossing the city twice in one day.
Mark meals clearly
Tick breakfast, lunch and dinner so clients know what is included and avoid budget surprises.
Add a signature moment
One memorable upgrade, like a sunset cruise or private guide, creates the story clients share.
Buffer the departure
Allow enough time before international flights and note it on the transport schedule.
Fillable PDF vs Word vs Excel: Which Travel Template Should You Use?
| Task | Best format | Why |
|---|---|---|
| Filling the inquiry form during a client call | Fillable PDF | Type straight into fields on a laptop or tablet |
| Sending a branded itinerary or quotation | Word | Add your logo, colours and custom text |
| Calculating a package or group price | Excel | Formulas handle markup, tax and rounding |
| Tracking bookings, balances and commissions | Excel | Balances and alerts update automatically |
| Pre-departure and packing checklists | PDF or Word | Easy to print or email to clients |
Compatible with Adobe Acrobat Reader, Microsoft Word and Excel (2010 or later, Windows and Mac), Excel Online and Google Sheets (via File > Import). A4 pages print on US Letter using “Fit to page”.
How to Set Up TravelAgency Command in 15 Minutes
- Unzip and save a master copy. Keep a blank copy of each file before you type anything.
- Open Excel’s Settings tab. Enter your agency name, currency code, tax rate, default markup, service fee and payment deadline.
- Add your dropdown lists. Type your destinations, supplier types and lead sources into the yellow cells.
- Replace the sample data. Delete the example rows in Clients, Bookings, Payments, Suppliers, Commissions and Expenses. Keep the grey formula columns.
- Brand the Word file. Add your logo and colours to the cover and quotation pages.
- Price your first package. Enter supplier costs in Package Pricing and send the quote from the Word or PDF quotation page.
Ready to Run Every Trip From One System?
Get the fillable PDF, editable Word file and 13-tab Excel system in one download. Set your currency once and start quoting today.
โ Download TravelAgency Command now โDigital download only, no physical product is shipped.
Frequently Asked Questions
What is TravelAgency Command?
Does it work in my country and currency?
Do I need advanced Excel skills?
Can I use it on an iPad or Android tablet?
How do I calculate a tour package selling price?
What is the difference between markup and margin?
Will I receive a physical product?
Can I customise the design and wording?
Quick Quiz: How Well Do You Know Travel Pricing? (10 Questions)
Tap a question to reveal the answer.
1. A 25% markup equals what profit margin? (a) 25% (b) 20% (c) 30%
2. What does “FOC” mean in group travel? (a) Free of charge (b) Fixed operating cost (c) Final order confirmation
3. Which cost is usually shared by the whole group? (a) Hotel room (b) Coach hire (c) Flight ticket
4. Should tax be applied before or after markup in a typical package price? (a) Before (b) After
5. What markup gives roughly a 25% margin? (a) 25% (b) 33% (c) 50%
6. Which tab tracks money suppliers owe your agency? (a) Payments (b) Commissions (c) Expenses
7. How many pages are in the TravelAgency Command PDF? (a) 20 (b) 30 (c) 50
8. Why keep the arrival day light? (a) It’s cheaper (b) Travelers are often tired after long journeys (c) Hotels require it
9. In the sample group, why does the price per person barely drop between 15 and 20 travelers? (a) Tax rises (b) The first free place is added (c) Hotels charge more
10. Which file is best for live profit tracking? (a) PDF (b) Word (c) Excel
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Disclaimer & Compliance Note
Digital product only
TravelAgency Command is a digital download. No physical product is shipped. Files are delivered electronically after purchase through Gumroad. Refunds and purchase terms are governed by the policy shown on the product page.
Not professional advice
This article and the templates are for general business-organisation and educational purposes. They are not legal, tax, accounting, financial or insurance advice. Pricing examples, markups, tax rates and group figures are illustrative sample data from the template, not recommendations or guaranteed results. Consult a qualified professional for decisions about your business.
Travel industry regulations vary by country
Many countries and states regulate the sale of travel. Depending on where you operate, you may need a travel agency licence or registration, seller-of-travel registration (for example in some US states), financial protection for package holidays (for example under the EU Package Travel Directive or UK ATOL rules), or membership of a trade body. Tax on travel services also differs by jurisdiction. You are responsible for checking and following the laws, licensing and tax rules that apply to your business.
Client data and privacy
Forms in this product can hold personal data such as names, contact details, dates of birth and passport expiry dates. Store, share and delete client information in line with the privacy laws that apply to you (for example GDPR in the EU/UK, CCPA/CPRA in California, or the DPDP Act in India). Collect only what you need, keep files secure, and obtain consent where required.
Accuracy and responsibility
We test the formulas carefully, but you should review every quote, invoice and price before sending it to a client. Supplier rates, visa rules, entry requirements and travel advisories change often; always verify them with official sources before travel. Digital Idea Tool is not responsible for losses arising from the use of these templates.
Sample data and trademarks
Client names, suppliers and figures in the templates are fictional examples. Product names such as Microsoft Excel, Microsoft Word, Adobe Acrobat, Google Sheets and Gumroad are trademarks of their respective owners and are mentioned for compatibility only; this product is not affiliated with or endorsed by them.
Ownership disclosure
TravelAgency Command is our own product, and links in this article lead to our Gumroad store. We earn revenue when you purchase. Our descriptions reflect the actual contents of the files.
Last reviewed: November 1, 2026. Content is updated periodically to keep compatibility notes and references current.
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