Know who owes you, without opening a spreadsheet
The collections and operator payments module of the management software for travel agencies.
Every booking splits into passenger groups, and each group carries its own current account per currency. Register the payment and the balance drops on its own. On the other side of the ledger you track the operator payment, against what you owe the wholesaler.
From the amount owed to the issued invoice
One place for what comes in, what goes out and what you have already invoiced.
A current account per group and per currency
The booking is split across passenger groups, and each group keeps its own account in each currency: total to charge, collected, invoiced and outstanding balance. A group only counts as collected once every one of its currencies is covered.
- Total, collected and balance
- Status per group and per currency
- Unpaid, partial or paid
Collect in one currency, cancel debt in another
If the debt is in dollars and the passenger pays you in pesos, you record both: the currency they paid in and the currency of the debt being cancelled. The balance drops by the amount expressed in the debt's currency, not by what came into the till.
- Payment currency and debt currency
- The equivalent is calculated for you
- Pesos and dollars
The exchange rate is stored, with source and date
You pick Oficial, Blue, MEP or a manual rate, and the system records which one you used and when it was quoted. Months later, reviewing a payment, you know which dollar the maths was done at instead of having to reconstruct it.
- Oficial, Blue, MEP or manual
- With the quote date
- Live quote
Operator payments, the other side of the ledger
The balance with each operator derives from the services loaded on the booking, and is tracked per booking, operator and currency. You register each operator payment against that balance, with its receipts attached and with the same exchange-rate machinery as collections: the rate source and its date are stored. Only Administrator, Supervisor and Finance can see it.
- Per booking, operator and currency
- With the rate and its source stored
- No access for the Seller role
You only invoice what you collected
What is available to invoice is what the agency collected minus the net already invoiced, counting credit and debit notes. The system will not let you issue above that, and you can issue several partial invoices against the same group.
- Available per group and per currency
- Partial invoices allowed
- Net invoiced, with credit and debit notes
Void without breaking the trail
A voided payment is not deleted: it stays struck through, with its reason and date, and leaves the balances. If it was already invoiced, the invoiced amount has to be freed first by issuing a credit note against every voucher that covers it.
- Void with a mandatory reason
- The record is preserved
- Receipts attached per payment
Frequently asked questions
Collections in Tripwise
What we get asked most about payments and balances.
Yes. You record the amount that came in and in which currency, pick which debt currency you are cancelling, and enter the exchange rate. The dollar balance drops by the equivalent, not by the pesos that came into the till. Today you can operate in pesos and dollars.
The amount has a floor, which is whatever is already invoiced. To go below it you have to issue a credit note. To void the payment entirely, the system builds the plan and issues one credit note per invoice covering it, one at a time. These are real tax vouchers with a CAE, so it is a guided operation rather than an undo button.
No. The operator payments block is only available to the Administrator, Supervisor and Finance roles. A seller sees the collections on their bookings, but not the agency's debt with the wholesaler or its receipts.
No. The Pending filter shows bookings that are not fully collected yet, which is not the same as overdue: there are no payment due dates, no balance ageing, no instalments and no automatic reminders to the passenger.
From the booking editor, not from Collections. When you build the booking you split the total across passenger groups, and that split is what each group then owes. In Collections you record what comes in against that debt, but the total is not edited from here.
Explore the other modules
Your agency's whole back-office, in one place.
Calendar
Departures, returns and expiry dates for the whole agency, built from your bookings.
Learn morePassengers
One record per person, with their documents, recognised on its own as you build the booking.
Learn moreEntry requirements
Visa and passport warnings based on the passenger's nationality and the trip's destination.
Learn moreSeller commissions
Volume tiers, splits across several and override, calculated as the booking is saved.
Learn moreMulti-currency
Pesos and dollars with separate balances, and the rate stored with its source.
Learn moreTake control of your agency today
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