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Tour expense tracking: deposits, supplier costs and group profit

Organize tour deposits, guide fees, hotels and supplier bills by group. Review outstanding balances alongside the cost of delivering each tour.

Use one group record to connect the agreed tour revenue with hotel, transport, guide, and attraction costs. Record deposits as customer payments, not a second sale. Keep supplier balances visible until their bills are settled.

Create a free receipt

No account required for the PDF receipt tool. Customer records and invoices are available on Pro; costs, payment tracking, and profit reports require Business. Compare plans.

What to record and review

  1. Record the group, service dates, agreed charges, and customer deposits.
  2. Attach supplier bills and guide receipts to the group as they arrive.
  3. Reconcile customer collections and supplier payments before reviewing final group profit.

Worked example

For an illustrative $5,000 group booking with $3,200 in direct costs, profit before overhead is $1,800. A $1,000 customer deposit changes the outstanding customer balance to $4,000; it does not increase the booking revenue to $6,000.

Illustrative figures, not a quote or an industry benchmark.

Should I wait until every supplier is paid to review tour profit?

No. Include recorded costs even when their bills remain unpaid. Review payment status separately, and revise the estimate when missing or late supplier costs arrive.

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