Travel Agency Management & Accounting Software: The Complete 2026 Guide

Running a travel agency means constantly juggling between creating bespoke trips, managing client relationships, and... accounting. And not just any kind of accounting - travel agency bookkeeping follows very specific rules, starting with the VAT on margin scheme.

The result? Many agencies end up with two disconnected worlds: on one side, a specialized travel tool to produce their trips; on the other, a generic accounting platform that doesn't understand their industry-specific needs. Manual re-entries pile up, errors accumulate, and precious time is wasted.

The good news: in 2026, there are solutions to seamlessly connect travel management and accounting. This guide helps you understand how to choose the right tools - and more importantly, how to make them work together.

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Why Travel Agency Accounting Is So Unique

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The VAT on Margin Scheme

Unlike most businesses, travel agencies don't calculate VAT on the total amount invoiced to the client. They're subject to the VAT on margin scheme, defined by Article 308 of the EU VAT Directive.

In practice, this means:

The tax base is the difference between the price paid by the client and the cost of services purchased from suppliers (hotels, carriers, DMCs...).
VAT on purchases directly related to the trip cannot be reclaimed.
VAT must be calculated on a transaction-by-transaction basis, not globally over a period.
Invoices must include the mention "Special scheme – travel agents".
Trips outside the European Union are VAT-exempt.

This regime demands a high level of granularity in accounting and management systems - a real challenge when the tools aren't built for it.

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Transit Accounts and Third-Party Tracking

Another specificity: expenses advanced by the agency on behalf of clients (accommodation, transport, local providers) don't directly impact the profit and loss statement. They must be recorded in transit accounts, which need to be cleared at the end of each operation.

This logic of transitional accounting entries requires rigorous, operation-by-operation tracking - something nearly impossible to maintain with a simple spreadsheet.

Distinguishing Between VAT Regimes

A travel agency may carry out operations falling under several different regimes:

VAT on margin for tourism packages (transport + accommodation)
Standard VAT regime for standalone services (sale of guides, shows, consulting)
Exemption for trips outside the EU

The accounting must therefore be organized by distinct business segments, adding yet another layer of complexity.

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The Limitations of Generic Accounting Software for Travel Agencies

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Pennylane, Sage, QuickBooks: Are They the Right Fit?

The most popular accounting platforms - Pennylane, Sage, Xero - are excellent solutions for general SME accounting. But for travel agencies, they have structural limitations:

With a generic accounting tool, you're on your own: margin-based VAT calculation isn't built-in, transit accounts require manual setup, EU vs. non-EU margin distinction must be configured by hand, there's no per-trip profitability view, supplier management stays generic, and invoicing remains basic.

With a travel-specific management tool connected to your accounting, it's a different story: VAT on margin is integrated directly into your quotes, transit accounts are automated per operation, EU/non-EU allocation happens automatically, you get a real-time margin dashboard trip by trip, supplier management is purpose-built (availability, vouchers...), and you go from quote to invoice in one click.

Important note: QuickBooks ceased operations in France on January 1, 2024. If you were using it, migration to an alternative is required.

The problem isn't that these tools are bad - it's that they weren't designed for the specificities of the travel business.

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The Solution: Travel Management Software Connected to Your Accounting

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The Integrated Approach: Industry Tool + Accounting Export

Rather than searching for an accounting tool that understands travel, the most effective approach in 2026 is to start with a specialized travel management platform that natively integrates with your accounting software.

The principle is simple:

Your travel management tool handles trip production (itineraries, quotes, budgets), client relationships (CRM), invoicing, supplier management, and margin calculations - including margin-based VAT.
Your accounting software receives pre-formatted accounting entries, ready to be validated by your bookkeeper.

Zero double-entry. Zero risk of error. And accounting that's always up to date.

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What a Good Travel Management Tool Should Offer on the Financial Side

For a travel management platform to effectively feed your accounting, it should provide:

A built-in budgeting tool to track margins in real time, trip by trip
Multi-currency management with automatic conversion
Full invoicing capabilities (quotes, invoices, credit notes, deposits) with mandatory legal mentions
Supplier purchase tracking with purchase orders and payment schedules
A financial dashboard offering a comprehensive view of the agency's financial health
Accounting exports compatible with the leading software on the market

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Ezus + Your Accounting Software: The Winning Combination

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What Ezus Brings to Financial Management

Ezus is an all-in-one software built specifically for tailor-made travel agencies, DMCs, and MICE operators. Over 600 agencies already use it worldwide.

On the financial management side, Ezus enables you to:

Create precise, flexible budgets for every travel project
Track supplier margins in real time to maximize profitability
Handle invoicing end to end: quotes, invoices, contracts, vouchers - generated in one click
Monitor client and supplier payments with automated schedules and alerts
Manage your entire business through a centralized financial dashboard
Handle multiple currencies with automatic conversions
Configure margins based on purchase price or selling price, according to your preferences

Available Accounting Integrations

Ezus connects to the leading accounting platforms on the market via API, Zapier, and native integrations:

Pennylane - France's leading collaborative accounting platform
Sage - Enterprise-grade accounting software suite
Xero - Cloud-based accounting and invoicing
Evoliz - Online invoicing and accounting tool
Dext - Expense and receipt management
Odoo - Complete ERP solution
Expensify - Expense tracking
FreshBooks - Cloud accounting for freelancers
Wave - Free accounting and invoicing software

These integrations allow you to automatically transfer financial data from Ezus to your accounting tool, with no manual re-entry.

How to Choose the Right Combination for Your Agency

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Step 1: Assess Your Needs

Ask yourself the right questions:

How many trips do you produce per month?
Do you work with international suppliers and multiple currencies?
Do you have an external accountant? What software do they use?
Do you need automatic margin-based VAT calculation?
Do you want real-time margin tracking, trip by trip?

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Step 2: Choose Your Travel Management Platform

For a tailor-made travel agency, a specialized tool like Ezus will save you considerable time compared to a generic solution. The challenge isn't just accounting, it's the entire workflow: from trip design to invoicing, through supplier management.

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Step 3: Connect Your Accounting

Once your travel management tool is in place, connect it to your existing accounting software. With Ezus's integrations, this connection takes just a few clicks and enables a continuous data flow.

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Step 4: Involve Your Accountant

Your bookkeeper or accountant needs to understand the specifics of travel accounting. Share the structure of Ezus's accounting exports so they can integrate them into their workflow.

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What's Changing in 2026: Regulations and Trends

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Electronic Invoicing

The electronic invoicing reform is being rolled out progressively across Europe. Travel agencies need to prepare for this transition by equipping themselves with tools compatible with certified e-invoicing platforms.

Ongoing EU VAT Reform

The European Commission is currently working on modernizing the VAT regime for travel agencies. A legislative proposal is expected by the end of 2026. Agencies should stay prepared for potential changes in how the tax base is calculated.

Automation as a Growth Lever

Agencies that automate their financial management save several hours per week on average - time they can reinvest into creating exceptional travel experiences and strengthening client relationships.

Stop Struggling With Your Accounting

Travel agency accounting shouldn't be a headache. With the right tools, a specialized travel management platform connected to your accounting software it becomes a powerful decision-making asset.

Ezus was built for exactly this: centralizing your agency's trip production, sales, and financial management in a single platform, while integrating seamlessly with your existing accounting ecosystem.

👉 Request a free Ezus demo and discover how to simplify your financial management while keeping your accounting fully under control.

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FAQ

Can travel management software replace my accounting tool?

No. A platform like Ezus handles the industry-specific side (trip production, invoicing, margin tracking) but integrates with your accounting software for statutory bookkeeping. The two tools are complementary.