5 Tips for Creating Travel Agency Quotes

Creating a quote at a travel agency is the foundation of every successful sale in tailor-made tourism.

Between margin calculations, the presentation of services and mandatory legal mentions, crafting a professional quote represents a real commercial challenge for travel agencies, DMCs and tour operators.

In this guide, you will discover:

• Tips to speed up your quote production.
• The mandatory mentions to include.
• Common mistakes to avoid.
• How to calculate your margins and service fees.
• The benefits of travel agency software.

‍

5 Tips for Preparing Quotes at a Travel Agency

Here are the tips for creating your quotes:

1. Create a library of brochures and preloaded content.
2. Standardize your travel proposals.
3. Automate margin calculations for your travel packages.
4. Use travel agency software.
5. Integrate your general terms and conditions directly.

1. Create a Library of Brochures and Preloaded Content

Store supplier files, activity descriptions, brochures and negotiated rates in a centralized database.

Whether you organize trips to Africa, tours in the Caribbean or stays in Andalusia, this approach divides the time needed to create a new quote by three.

You can then centralize your destinations, itineraries and favorite excursions to gain efficiency.

2. Standardize Your Travel Proposals

Develop customized templates according to your types of travel:

• Organized tours.
• Beach holidays (e.g.: the Canary Islands or the Balearic Islands).
• Honeymoon trips.
• Tailor-made travel to off-the-beaten-track destinations.

You never start from scratch and respond faster to each quote request.

3. Automate Margin Calculations for Your Travel Packages

Optimize your margins with smart quotes that automatically calculate your selling prices.

A management solution for a travel agency natively handles VAT applicable to your markets and allows you to choose your billing currency.

No more Excel errors eating into your profitability, especially on complex organized trips or group travel.

💡 Tip: agencies that automate their margin calculations save time and reduce billing errors. The investment in a dedicated tool pays for itself in just a few weeks. Check out our guide on creating quotes for travel agencies to learn more.

4. Use Travel Agency Software

Solutions like Ezus, TravelJoy or Tourplan generate your quotes in one click from the program you created.

Whether you manage self-drive tours, cruises, safaris or business travel, each service modification automatically updates the budget, PDF documents and supplier vouchers.

This centralization eliminates manual re-entry and inconsistencies between documents.

5. Integrate Your General Terms and Conditions Directly

Automatically include your general terms and conditions of sale in every quote.

You stay compliant with regulations without any manual handling.

This element is essential to protect your tailor-made travel agency.

Mandatory Mentions in a Travel Quote

The content of the quote may vary depending on the specifics of the service offered. But at a minimum, your travel quote must include:

• The date of the quote.
• The name and address of the travel agency.
• The client's name.
• Departure dates and the duration of the stay.
• The breakdown of each service and product, including quantity and unit price.
• Service fees, if applicable.
• Additional charges (insurance, visa).
• The total amount payable before tax and including all taxes.

The absence of this information exposes your agency to legal disputes and weakens your commercial credibility with your partners.

5 Mistakes to Avoid in Your Travel Quotes

Forgetting the quote's validity period: without an expiration date, you expose yourself to price fluctuations from your suppliers, especially on flights and accommodation bookings.

Neglecting multi-currency conversion calculations: an exchange rate error directly erodes your margins, particularly on long-haul destinations like Vietnam, Peru or Polynesia.

Presenting ambiguous prices: your B2B clients (tour operators, local agencies, travel organizers) must immediately understand whether your prices are net or commissionable.

Omitting cancellation conditions: this legal mention protects your agency in the event of a dispute, in accordance with tourism regulations.

Sending a quote with inconsistencies: mismatched prices (before/after tax), contradictory dates or unsynchronized services undermine your professional credibility.

Calculate Your Service Fees Correctly to Offer the Best Prices

Service fees cover the time spent designing the trip, coordinating suppliers and managing client follow-up. They are charged independently of the service price and represent a legitimate source of revenue for your travel agency.

The amount varies depending on the complexity of the file and the level of expertise required. Here is an overview of market practices:

For standard travel (classic program, all-inclusive stay, minimal customization), service fees generally range from $50 to $100.

For simple tailor-made travel (program adaptation, targeted destination research), expect fees between $100 and $200.

For a complex program (full creation, supplier negotiation, personalized itineraries), fees typically range from $200 to $350.

For MICE events (multiple coordination, complex logistics, group travel), fees range from $350 to $500.

Some travel agencies prefer to integrate these fees into their overall margin rather than displaying them separately. Both approaches are valid, but transparency strengthens client trust and facilitates your budget management.

💡 Tip: a budgeting tool allows you to configure your service fees by service type, calculate your margins in real time and adjust your selling prices instantly. Also optimize your travel agency's cash flow with centralized financial management.

Why Choose Travel Agency Software Like Ezus?

The all-in-one platform of our solution transforms your quote creation process by automating the entire chain.

The advantages of our solution for your agency:

• Complete automation: from the initial program to the customized PDF quote, with no re-entry.
• Multi-currency calculations: automatic margin and exchange rate management in real time.
• Instant updates: every modification is automatically reflected across all your documents.
• Zero errors: eliminate typos and calculation mistakes.
• Automatic generation: quotes, programs and travel invoices in one click.

Try Our Solution for Travel Professionals Today

Discover how our SaaS tool can transform your productivity and increase your conversion rate.

Request a demo of Ezus and see the benefits for your travel agency for yourself.

‍

‍

Frequently Asked Questions

What is a travel agency quote?

A travel agency quote is a commercial document detailing all the services for a tailor-made trip, a cruise or any other type of stay. It presents the day-by-day program, flights, accommodation, excursions and activities. This document must include the agency's registration details, financial guarantee and professional liability insurance.

How do you write a quote for a travel agency?

To write a quote, start by identifying the traveler's needs: a city break, an escape to a tropical island, or a safari in Africa. Structure your proposal by detailing each service (flights, coach transfers, travel insurance, etc.) and calculate your margins on the travel packages. Remember to also include your general terms and conditions of sale. Don't forget the mandatory mentions: financial guarantee, registration, departure dates and validity period.

How do you calculate the margin on a group trip or an all-inclusive stay?

To calculate the margin on a group trip or an all-inclusive stay, add up all your actual costs: flights, accommodation, guides, transfers and insurance. Specialist agencies generally apply a margin of 15% to 25% depending on the complexity. For an organized trip to destinations like the Dominican Republic, Madeira or the Caribbean, also factor in your service fees. Dedicated software automates these multi-currency calculations for your travel proposals.

What is the difference between a quote for an individual trip and a group trip?

A quote for an individual or personalized trip focuses on the specific expectations of a single traveler or a family. A group travel quote involves multiple participants with negotiated rates on coaches, resorts, group flights and excursions. Travel consultants adapt their travel offers according to the type of clientele.

How do you manage quotes for exotic or unusual destinations?

For exotic destinations (Pacific Islands, Sri Lanka, Polynesia) or unusual travel, anticipate the specifics: visas, vaccinations, travel insurance and ferry tickets for islands. Specialized agencies and travel creators offer detailed travel notebooks. Clearly state the best offers, departure dates and quote validity period for these destinations with high price fluctuation.

What tools should you use to create efficient quotes for an inbound agency or tour operator?

Inbound agencies and tour operators use specialized software to automate quote creation. These tools manage tours, beach holidays, short breaks and business travel. They automatically calculate margins on packages, integrate VAT, generate brochures and synchronize all documents. You can then offer special deals and best deals to your clients.

‍