The 6 Essential Tools for Travel Businesses

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As an independent travel agent or tour operator, you’re juggling quite a few balls! You’re chatting with clients, organising tours, coordinating suppliers and maybe even leading tours yourself. That’s not to mention all the back office work you likely need to manage like doing the books, following up on payments or paying out suppliers. 

However, with the right tools in your belt juggling those balls may be quite a bit easier. We’ve done the research so you don’t have to and compiled a list of the different tools you can use to make running your business a breeze. 

Without further ado here are the 6 software tools you need to help run your travel business. 

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1. Communication Tools

In the world of travel, communication is key. Tools like Mailchimp and WhatsApp Business help you stay connected with your customers, ensuring they have all the information they need for their adventures. With Mailchimp, you can create beautiful newsletters to showcase your latest offers and destinations. WhatsApp Business lets you meet your customers where they are, making it easier to answer questions and provide personalized support.

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Benefits:

• Keep customers engaged with your latest offers
• Provide real-time support through chat
• Build stronger relationships with high touch, personalised service.

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2. Accounting Tools

Managing, tracking and understanding your finances are critical for all businesses and doubly so for travel businesses. The difference between when a booking is made, versus when it actually is paid can be vastly different. 

Tools like Xero and Sage make keeping your finances in order simple. Using these tools you can track expenses, manage invoices, and get a clear view of your cash flow. 

This helps you make informed decisions and ensures your business remains financially healthy.

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Benefits:

• Streamline financial processes with automated invoicing and reconciliation.
• Gain insights into your financial health with real-time reporting.
• Stay compliant with tax regulations and reporting requirements.

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3. Booking Tools

The old saying time is money is never more true than in running an effective travel business. So managing your time is of the utmost importance. 

Booking software like Calendly and Activitar simplify the booking process, allowing customers to schedule consultations or book trips with ease. This not only enhances the customer experience but also helps you stay organised, avoid double bookings and also ensures you don’t miss a sale by not being online. 

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Benefits:

• Offer a seamless booking experience for customers.
• Keep your schedule organised and avoid overbooking.
• Save time by automating appointment and reservation management.

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4. Payment Tools

Perhaps most important of all is a payment solution suited to your travel business. This point of the customer journey can often be a point of high friction. A safe, secure and smooth payment experience builds significant trust with your customers while also ensuring you get paid easily for all your hard work. 

WigWag Checkout provides a hassle-free payment solution. Requiring no code to implement and letting your customer pay securely in a few clicks. The money will end up in your bank account within 24 hours. While also allowing a simple integration into Xero to reconcile your invoices 

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Benefits:

• Know instantly when a customer has paid you
• Accept international payments with ease.
• Reduce payment-related friction in the booking process.

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5. Website Builders: Crafting Your Online Presence

A website is table stakes nowadays to help build up a strong digital presence. Website builders like WordPress and Webflow provide the tools you need to create a professional and user-friendly website. 

These platforms offer customizable templates and drag-and-drop interfaces, allowing you to set up a website with little to no technical experience. As you become more advanced you can set up additional functionality on the website like online booking and payments through plugins.

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Benefits:

• Build a beautiful marketing website 
• Add additional functionality like online booking and payments 
• Improve your online visibility and reach a wider audience.

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By leveraging the right tools you can help your travel business grow much more efficiently. The correct tools should help you streamline operations, while also enhancing your customer experience.

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