Travel agency software that runs the whole trip, enquiry to paid.
A lead arrives, AI drafts the itinerary from your own rate book, the client accepts online, the booking generates supplier vouchers and a payment schedule. One system, your brand, owned entirely by you.
Selling trips shouldn't run on spreadsheets
A multi-day trip means many suppliers, quotes, vouchers, deposits, and refunds to keep track of. Here's what we hear from agencies before they switch.
From enquiry to settled trip, one system
Everything on this page comes from a real travel system we've built and shipped. We keep client systems confidential, so we show illustrations instead of screenshots, but every feature described here is real and in use today.
Describe the trip. The system drafts it.
Type a one-paragraph brief and get a full day-by-day itinerary: timed schedule, property picks, room selections sized to the party, and real prices from your rate book. Then refine it conversationally: 'add a couple', 'swap the day 2 property', 'price them at the resident tier'.
- AI drafts are grounded in your own property library, so nothing gets invented
- The AI proposes, deterministic code prices: the money is always from your real rates
- Built-in warnings: unpriced stays, off-season rates, rooms too small for the party
- Outputs a branded client page, a print-ready PDF, and a short shareable summary
Supplier rate sheets, without the retyping
Drop in supplier PDFs, scans, or photos. The system extracts seasons, room types, occupancies, and extras, reading every document twice independently and comparing the reads cell by cell. Anything doubtful is flagged in gold with the reason written underneath, and nothing goes live until a human confirms it.
- Side-by-side review: the extraction next to the original document
- Diffs against your live rates, so you see exactly what a new season changes
- Multiple traveller rate tiers priced and totalled separately on the same trip
- Expired-coverage flags when a property's newest season has lapsed
Quotes your clients open and accept online
Every quote publishes to a branded page on a private link: cover, route map, day-by-day timeline with photo galleries, per-person pricing, and the supplier rules that apply. The client accepts in-page with a typed signature and a terms tick, or requests changes that flow straight back onto the trip.
- Acceptance is stamped with who and when, and converts to a booking in one step
- Change requests arrive tagged on the trip with a one-click route into an AI edit
- Clients see selling prices only; nett rates and margin never leave the building
- Optional line-by-line cost breakdown that always sums to the quoted price
Bookings, vouchers, and daily reminders
Acceptance becomes a booking with a shared reference across every document. Supplier vouchers generate per property from the actual booked lines, print-ready with prices hidden by default. A live dashboard surfaces what needs you today: unbooked acceptances, unvouchered arrivals, departures with money outstanding.
- Booking flow enforced server-side: confirmed only after the voucher is sent
- Drift detection warns if a booked trip's live price moves from its snapshot
- Month calendar with payment-status dots and supplier pay-by chips
- Reminders are live states, not notifications: they clear the moment you fix the cause
Every payment tracked, in and out
Client payment schedules with deposit chips and receipts on one side; supplier obligations with pay-by dates and itemised transfers on the other. Proformas and invoices generate from the trip with the arithmetic handled per document, and cancellations get a real money model: charges, refunds, supplier obligations, and stale documents all accounted for.
- Percentage deposit chips, live balance math, and receipts on every payment
- Supplier pay-by warnings before the due date, not after
- Refunds recorded as real negative rows that reconcile everywhere
- An append-only activity log answers 'who changed this price' in plain sentences
What makes our travel system different
AI drafts, real prices
The AI writes the itinerary draft, but every price comes from your own rate book, calculated by code. Quotes go out fast and the numbers are never made up.
Margin stays private
You decide, per team member, who can see costs and who can change the margin. That's enforced in the database, not just hidden on screen.
Owned, not rented
Travel platforms charge per seat, every month. Your system is built once and it's yours: the code, the data, and the client list.
Everything a travel agency runs on
The full module list from the travel operations platform we've already shipped. Your build takes what fits your agency.
- Itinerary builder
- AI trip drafting
- Client quote pages
- Change requests
- Nett rate book
- AI rate-sheet import
- Bookings
- Supplier vouchers
- Payments in & out
- Proformas & invoices
- Cancellation handling
- Audit trail & reports
Every build is scoped to you. Modules here reflect systems we've already shipped.
Why get your travel agency system from Orbit Studio?
Because we don't sell a product. We build your system around your requirements, exactly the way you want it.
Built to your exact requirements
Before anything is built, we go through how your business works, step by step. The system is shaped around that. If something doesn't fit, we change it until it does.
A complete custom system
This page shows what we've already built for other clients. Your build can include all of it, part of it, or features that aren't listed here at all. If you need it, we build it.
You own it
You pay for the build once. The system, the code, and the data are yours. No monthly fee per user, and no vendor deciding what you're allowed to change.
Support from the people who built it
After launch you deal directly with the team that wrote the code. New features and changes are a conversation, not a support ticket at a big company.
How we build it
Discovery
We map how enquiries become trips in your agency: your suppliers, your pricing, your team's roles. Clear scope and quote, no commitment.
Design
We design the trip model, rate book, and documents around how you actually sell, including your brand on every client-facing page.
Build
We build in sprints, import your property content and rate sheets, and test the pricing engine against your real quotes.
Launch & Support
We deploy, train your consultants, and stay on for hosting, updates, and new features as seasons change.
Travel software questions
What does custom travel agency software include?
A typical Orbit Systems travel build covers the full commercial lifecycle: a lead inbox, an itinerary builder with AI drafting, a nett rate book with AI-assisted rate-sheet import, branded client quote pages with online acceptance, bookings, per-property supplier vouchers, payment tracking in both directions, proformas and invoices, reports, and a full audit trail. Your build is scoped to what your agency actually needs.
What if we need features that aren't listed here?
Then we build them. Every system is written from scratch for your agency, so there's no plan tier or add-on store in the way. Tell us what you need during discovery, or even after launch, and it gets built into your system.
How does the AI itinerary drafting work?
You type a plain-text brief, like the party size, dates, budget, and style of trip, and the system drafts a full day-by-day itinerary using your own property library and rate book as ground truth. The AI proposes the trip, but deterministic code does the pricing, picking rooms and rates from your actual rate book, so the numbers are always real. Vague briefs get clarifying questions back instead of a made-up trip.
Can it read our supplier rate sheets?
Yes. You drop in supplier PDFs, scans, or photos, and the system extracts seasons, room types, and rates. Every document is read twice independently and compared cell by cell; anything the two reads disagree on is flagged for a human to confirm before the rates go live. It also diffs the import against what's already stored, so you see exactly what changed.
Do our clients need accounts or logins?
No. Clients receive a branded quote page on a private, unguessable link where they can view the trip, accept it with a typed signature and terms agreement, or request changes. Your team controls what's visible; nett rates and margin never appear.
Can it take online payments?
The core system tracks and reconciles payments in both directions: client payment schedules, supplier obligations, refunds, and receipts. Because it's a custom build, we can also integrate a payment gateway for online card or mobile collection if your agency wants one; that's a scoping decision, not a limitation.
How is this different from subscription travel software?
Subscription itinerary tools charge per seat forever and force your workflow into their template. An Orbit Systems build is shaped to your agency's exact process, in your brand, and you own it outright, the code and the data. Your costs don't grow with your team.
Get a quote for your travel system
Tell us how your agency works today: team size, destinations, how quotes happen, where the hours go. We reply within 24 hours with honest advice, a live walkthrough of a real travel build, and a clear price after a short discovery call.
- Reply within 24 hours
- Live walkthrough of a real build
- NDA available on request
- Clear scope and quote after discovery
Prefer email? Reach us at info@orbitstudio.us