Tour operators (wholesalers) contract management

(Also known as Vaucher calculations, Group invoicing and Contingent management)

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Efficient end-to-end workflow - from contracting, through daily operations to invoicing and collection

Once the contract is introduced, all that you need to do, is to select a contract profile to which to associate the respective rooming list - no manual rate/package postings or adjustments are needed at all. Users introducing rooming lists or performing check-ins may not even be aware with the specifics of the contract.

Upon check-in, the correct prices are automatically posted and the invoice is ready to be printed in the agreed format or with the required specification breakdown - with practically no operator intervention.

The issued invoice then automatically goes to the AR (accounts receivables) log, where you may track its collection and ageing.

: Tour operator rate plan setting screen

More state of the art functionality

*evolution will track whether any introduced reservation meets the agreed allotment, release period or room types and will notify you regarding any combinations, exceeding or excluded from the contract.

*evolution will also produce a sophisticated occupancy forecast, combining all specific aspects of tour operator business such as allotments, booking positions, release periods, rooming lists and guests in-house, thus allowing you to maximize your sales opportunities.

To make the process even more comprehensive, *evolution allows you to customize rooming list templtes for each tour operator, so that if fully matches the structure of the rooming list as delivered by the tour operator and so that even the slightest confusion is avoided.

: Occupancy forecasting screen

Key features, related with tour operator contracting

Special advanced multi currency, multi tax, multi discount rates, supporting:
- guest, room and/or apartment pricing - no room shares or manual postings
- automatic handling of all multiple parallel absolute and percentage discounts, i.e. discounts for guests ages, voucher purchasing dates (early birds), number of adult and child guests on regular and extra beds in a room, etc., based on more than 75 discount and rate application parameters
- flexible boards, packages and board/package supplements configuration, including element price allocation
- flexible packages revenue breakdown and revenue group allocation
- multiple tax policies for calculating different VAT and alternative sales, local or consumption tax rates to all or to selected package items.
Handling advance payments, early birds and deposits
Contingent/allotments handling and forecasting:
- contingents/allotments and release periods
- introducing and matching booking positions with allotments and rooming lists for more sophisticated occupancy forecasting
Price confidentiality on tour operator contracts, i.e. posted price details on tour operator contracts may remain invisible for users without authorization
Native rooming list functionality with possibility to customize the format of the rooming lists screen for each tour operator to match the format of the real life rooming list formats issued by him
Voucher registration, charter list check reports
Multiple invoicing formats and supplemental detailed invoice specification according to the agreed or required format
Multi-currency AR (Accounts receivables) for tracking outstanding invoice collection and ageing
Automatic rooming list import interface (pls, check the list of the available import interfaces with our Sales department: sales@clockbs.com).
Operational department workload reports
- meal plans (boards) forecast
- flexible housekeeping room maintenance schedules applied by contract
- housekeeping work planning report based on maintenance schedules

Occupancy forecasting

Scenario occupancy forecasting
Booking pace
Revenue forecasting
Statistics by market segments, sources, profiles, nations, etc.