10+ Travel Invoice Templates
For any traveler, enjoying a trip also means making sure they’ve got their finances right, and not a single cent missing from their budget, calculations or the amount given to them by the travel agency. On the travel agency, hotel, resort or booking firm’s part, this means billing the clients properly.
Elements Of A Travel Invoice
Technically, a travel invoice isn’t a binding document but it’s still considered as one of the most important paperwork in business. If you want to survive the travel and tourism sector, should have a travel invoice with the following elements:
1. Agency Information: If you’re the client, you would only want to make sure that you have the booking agency or company’s legal name, address and contact information noted correctly, showing up at the top and bottom part of the form. If you are the one getting paid you have to make sure that the same information is found on your invoice as well, thereby establishing which party is the payer and which one is the payee by labeling them accordingly. As the one issuing the bill, you should label the payee as “sold to” or “client”, indicating who is responsible to make the payment.
2. Header: This can come as glaringly obvious but many companies, regardless of the industry they belong to, sometimes still manages to miss this. Be sure to label the paperwork as an invoice on its header to avoid any confusion about what the document is for, especially if it tends to become as part of a high pile of other documents that looks about the same if a person doesn’t read them properly.
3. List of Goods and Services: This is the part of the travel invoice that can either be as detailed or as generic as you wish or as the business needs. Don’t forget to include the most important details:
- Name of the service provided
- Date the service was provided or requested (for reservations)
- Price of the service/amenities/tickets
4. Terms: Payment terms are very important to put on an invoice. Standard payment methods can vary depending on the industry. In the tourism sector, it’s usually online payment made out through credit cards, PayPal or the agency’s preference. It is also important to indicate penalties if terms or conditions for payment aren’t complied, such as a late fee or an additional percentage of the total.
5. Total Amount Due: While it may seem trivial, it’s worth mentioning. Make sure that the total amount due is prominently displayed on the invoice.
10+ Travel Invoice Templates
Free Travel Invoice Template
Fee Blank Travel Invoice Sample
Business Travel Invoice Template
Sample Travel Invoice Format
Free Tour and Travel Invoice Form
Travel Agency Invoice Template
Travel Service Invoice Template
Travel Invoice Sample
Travel Invoice Form
Free Travel Invoice Example
Steps To Design An Excellent Travel Invoice
In a travel agency, an invoice is a payment notice you either send out or it’s something the customer can view after booking your services, whether it’s for the whole trip, the round-trip flight, resort or hotel with amenities and tour services or any of them individually. Here are some steps to guide you in creating one:
- Include your business name: This is one of the most basic information, but it should be designed professionally with a good type or font at the top of the document. If you are only using a word processor, you can open a new document and click on the “header”option from the drop down bar to create it, or you can simply type your business’ name and set it to center at the top of the page.
- Add your business logo: If your company have an official logo,there’s no reason why you can’t include it. Place it at the top left or right hand side of the page with your business name, but if the company’s name is part of the logo, you can choose to use the just the logo instead of the business name. While it isn’t necessary to include a logo, it gives your document an added professional air, which will only be good for anyone looking at the document.
- Write the invoice number: You should include the details of your document on the right side of the page or simply make enough space for it when you create the invoice. Details should include the unique invoice number which can be a 4-digit number and numbered numerically or in order of chronology to differentiate one invoice from the next. They should be in order to avoid confusing yourself, especially because this should be kept on record.
- Write the invoice due date: This is when you have an agreement with the client you are issuing the invoice to, about when the payment should be made, and you have to write it down as the due date. If there is no agreement, go by the travel industry’s standard pay period. It’s usually 30-45 days.
- Specify the payment terms: Under the invoice information, indicate whether you’re going to accept cash, checks, credit cards, paypal or any other mode of payment. If you’re charging a penalty for late payment, you have to write it on the policies. Otherwise, you can outline it in another way such as through the contract.
Tips In Designing A Travel Invoice
These days, travel agencies and booking companies make use of manual books as a system for preparing their service invoice or receipts for customers. The rest are using software and other modern techniques for invoicing purposes. Many also found an advantage on using templates such as the ones in this article which you just edit and customize as needed. Furthermore, you can use the following tips for accurate invoicing:
1. Design your invoice professionally: You may find this quite hard to believe but your invoice’s design matters in building customer trust and confidence. This is because haphazardly done invoices can cause annoyance and misunderstanding and people don’t want that since it shows lack of professionalism on the business’ part. Chances are, you’re not gonna be paid on time or worse, you’re not gonna be paid at all.
2. Always keep it professional and polite. Make no mistake about. There’s absolutely no substitute for professionalism in business, and believe it or not, that includes proper billing or getting the invoice right. Keep it ethical when wording your invoice. A please and thank you wouldn’t hurt either, especially in asking the client to pay at a given date. You want to maintain professionalism in your business transactions to build a strong relationship with your clients.
Types Of Travel Invoice
A well-designed invoice ensures the client that you’re a professional. And, as a professional, you deserve to get paid. It also sets you apart from all of the other bland and generic invoices your clients usually receive and they usually comes in these two types:
- Standard Travel Invoice: Probably one of the easiest and most flexible invoice used, the standard invoice is also the travel and tour sector’s go-to invoice as it includes all the basic and necessary information both parties would need during a transaction such as the agency’s name, contact information, unique invoice number, address, client’s name and services acquired.
- Pro-forma Travel Invoice: Businesses, including travel agencies often use this to give the client a ballpark figure of the cost of the travel package he or he wants to avail, hence it is considered simply as a quote or an estimate and not the actual invoice yet. At times, pro-forma invoicing is used by the agency or company, serving as a declaration of commitment to deliver the specific service or package at the estimated price presented.
Travel Invoice Sizes
Half Size – 5.5″ x 8.5″
Standard – 8.5″ x 11″
Legal – 8.5″ x 14″
Travel Invoice FAQs
What is the best way to make sure you’re issuing a professional invoice?
You can either follow the steps and tips as a guide to create a professional travel invoice and make use of the templates and samples available on this website, which you can edit and customize according to our invoicing needs. However, you also have to know when to enlist outside help, which means you may want to hire someone qualified to manage all of your invoices such as an accountant or a bookkeeper.
When do you use a travel invoice?
A travel invoice, bill or tab is a commercial document issued by a travel and our agency, a resort, hotel or an airlines company relating to a sale transaction and indicating the services the business had provided or has agreed to provide for the client.
People need to travel for business or to take a break from the daily grind, and when they do, they would naturally have to part with some of their hard-earned money in exchange for a fruitful experience in some which is why it’s only right to give them that experience for the right price. As a business, you would also want to make sure they get billed accurately and professionally.