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 invoice

Create a free PDF invoice without an account. In the accounting workspace, Pro includes Daytime, customer records and managed invoices; Business adds costs, payment records and profit reports. Compare workspace plans. For the standalone generator, see invoice plans and availability.

What to record and review

Record the group, service dates, agreed charges, and customer deposits.
Attach supplier bills and guide receipts to the group as they arrive.
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.

Related tools and guides

ReceAI by Best Partner Travel Inc. · About ReceAI · Support