Travel Advisor Invoice Template
A travel invoice has a complication most do not: some of the money is yours and some is passing through to a supplier. Separating the two on the document is what keeps your books straight and stops a client thinking they paid you for the whole trip.
See the coursesEverything on this page is yours to copy and adapt. The courses cover the decisions behind it: what to charge, what to promise, and what to put in writing.
What yours needs to cover
- ✓ Your business details, an invoice number, and the issue and due dates
- ✓ Client details matching the booking exactly
- ✓ Your planning or service fee as its own line
- ✓ Supplier payments listed separately, so pass-through money is visibly not your revenue
- ✓ The booking reference each line relates to
- ✓ Deposit and balance amounts with their own due dates
- ✓ Payment methods and terms, including any card surcharge
- ✓ A note restating the cancellation terms that apply to this payment
How to use it
- Separate your fee from supplier payments on every invoice. Combining them overstates your income and confuses any refund conversation later.
- Tie every line to a booking reference, which is what makes reconciliation possible when commission arrives months later.
- Give the deposit and the balance separate due dates, because the balance date is usually set by the supplier and missing it cancels the booking.
- Restate the cancellation terms on the invoice itself. It is the document people keep.
- Send it immediately. Prompt invoicing is the cheapest thing you can do about late payment.
Travel Advisor Invoice Template FAQs
What should a travel agent invoice include?
Your details, the client, an invoice number, your fee as a separate line from supplier payments, the booking references, deposit and balance with due dates, payment methods, and the cancellation terms.
Should commission appear on the client invoice?
The commission you earn from a supplier is not usually billed to the client, so it does not belong as a line item. Whether you disclose that you are paid commission is a separate question, and your client agreement is where that belongs.
Where do I get an invoice to send?
Most accounting tools include one, and a host agency may supply theirs. What matters is that it carries the fields on this page, because a missing booking reference or balance due date is the usual reason an invoice sits unpaid.
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