Travel agency deposits, supplier costs and customer receipts

Track client deposits, service fees, supplier bills and remaining balances for each booking without double-counting payments.

Travel agencies often receive a client deposit before a supplier's final bill arrives. Keep the booking's agreed customer charge separate from cash received, then link supplier costs and payment status to that same booking. This preserves both the balance due and the operating margin.

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

Identify the booking and agree which charges belong to the agency and which are pass-through supplier amounts.
Record each client deposit as a payment against the booking, with the date and reference.
Review supplier confirmations, commissions, refunds, and final bills before reporting the booking's margin.

Worked example

A $2,000 client booking with a $600 deposit has $1,400 left to collect. If the agency owes suppliers $1,450, recording the $600 deposit as another sale would overstate revenue. The supplier payment also should not add a second cost.

Illustrative figures, not a quote or an industry benchmark.

Does a deposit create a second sale for the travel agency?

No. Apply the deposit against the customer's agreed amount. Revenue, cash received, supplier costs, and remaining balances answer different questions.

Related tools and guides

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