Free Travel Agent Invoice Template & Generator
Create travel agency invoices for trip planning, booking fees, concierge services, and group travel coordination.
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What to include on a Travel Agent invoice
Your invoices need to break down every component of the trip separately. Show the base price for flights, hotels, tours, and transfers as individual line items. Include the booking reference numbers for each service because your clients will need them for their records and insurance claims. Add your service fee or commission as its own line. If you collected any supplier fees or processing charges, call those out too. Accountants hate mystery numbers, and business travelers need this detail for expense reports.
Most travel agents take a deposit when the booking is made, usually enough to cover non-refundable elements plus your fee. The balance comes due about 30 to 45 days before departure, which matches when suppliers want their final payments. Don't front money for clients. If they can't pay the deposit, they can't afford the trip. Some agents do net 15 terms for corporate accounts with good history, but that's the exception.
Send the final invoice the moment you confirm all bookings, not when payment is due. People forget what they booked three months ago. A fresh invoice with all the details reminds them why they're paying and cuts down on payment delays and disputes about charges.
Frequently asked questions
How do travel agents charge?
Travel agents charge planning fees ($100–$500 per trip), service fees ($25–$100 per booking), or earn commissions from suppliers. Many use a hybrid model with upfront fees plus commissions.
What should a travel agency invoice include?
Include trip dates, destinations, planning fee, booking fees per reservation, supplier names, total trip cost, commission disclosure if required, and cancellation policy.
Should travel agents charge non-refundable planning fees?
Yes. Planning fees compensate for research and expertise. Most agents make them non-refundable but credit them toward bookings.