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ERPNext for Travel Agencies & Tour Operators — Egypt & MENA

400 Tickets a Day. Six Service Lines. One Customer File.

  • Tickets imported straight out of Amadeus — issues, voids, refunds, reissues and ancillaries
  • Hotels, visas, transfers, airport services and MICE on a single customer file
  • Cost and selling price side by side on every service line — margin visible before you invoice
  • Sales and supplier invoices generated from the file in one click and submitted to ETA
MODULE INTRODUCTION

ERPNext for Travel Agencies, Tour Operators & DMCs

A complete guide to how ERPNext serves the travel trade — covering automated ticket import from Amadeus, BSP reconciliation with airlines, hotel and visa bookings, transfers and meet-and-assist, MICE programmes, multi-currency cost-versus-sell margin control, one-click invoicing, ETA e-invoicing and profitability per file — in one integrated, open-source ERP.

MODULE INTRODUCTION

Why Travel Agencies in Egypt and MENA Are Moving to ERPNext

A travel agency sells six different services — air tickets, hotel nights, visas, transfers, airport services and events — each with a different supplier, currency, VAT treatment and margin. Most agencies track them in six different places: Amadeus for tickets, Excel for hotels and visas, WhatsApp for transfers, and an accounting package that only sees the total at month-end. Nobody can say what a file actually earned until it is closed.

ERPNext, configured for tourism by Data Value Solutions, replaces all of it with one operating record — the Customer File. Every service sold to a client sits on that file with its cost, its selling price, its supplier and its currency. Invoices are generated from it. Profit is read from it. Nothing is sold that is not costed, and nothing is costed that is not invoiced.

One File per Booking

Every request from a client opens a Customer File — a numbered, auditable record that carries the booking from enquiry to invoice to closed profit.
  • Three references on every file — sequential number, monthly serial (01-072026), and your own folder number and name
  • Classified on creation: Incoming, Outgoing or Domestic — drives the correct revenue account, expense account and ETA tax code automatically
  • Client, requesting contact, C/O account, nationality and the client's own reference number
  • Service start and end dates, and the staff member who created it
  • A submittable, auditable document that moves through your own approval workflow before submission
THE CUSTOMER FILE

Six Service Lines, One Record

Hotels, visas, transfers, airport services, air tickets and MICE each get their own tab on the same file — so a fifteen-passenger group programme is one record, not fifteen spreadsheets.

  • Dedicated tabs: Hotel · Visa · TRF (Transfers) · Airport Services · Aviation · MICE & Others
  • Each tab holds the fields that line of business actually needs
  • A separate Miscellaneous table per tab for incidental costs
  • Service rows can be transferred to another Customer File when a booking is re-assigned — with linked invoices updated to follow
THE CUSTOMER FILE
Customer File Form with Service Tabs 1
Customer File Form with Service Tabs 2
Customer File Form with Service Tabs 3
Customer File Form with Service Tabs 4
Customer File Form with Service Tabs 5
Customer File Form with Service Tabs 6

Packages & Bundled Programmes

Sell a package at one price while keeping every underlying cost visible — the client sees a programme, your accounts see the components.

  • Flag any service line as part of a package: hotel, visa, transfer, airport service or MICE
  • Package item tables hold the bundled selling price separately from the component costs
  • The client is invoiced for the package; suppliers are still invoiced individually
  • Package margin is calculated the same way as any other line — cost total against sell total
THE CUSTOMER FILE

The Amadeus Bridge

A dedicated import service, built by Data Value Solutions, reads the standard back-office interface files Amadeus already produces for your office and turns each one into a ticket in ERPNext — within about a minute of issuance.
  • No GDS API contract required — the bridge reads the AIR interface files your office already writes
  • Runs continuously, scanning the interface folder on a set interval (one minute by default)
  • Reads the full record: carrier codes, agent, itinerary segments, fare, taxes, commission, form of payment, tour code
  • Fare-accurate — negotiated and IT fares, foreign-currency fares with EGP equivalents, taxes summed per element
  • Every accepted file is recorded so re-scanning never creates duplicates; failures are logged with the reason
  • Tickets issued outside Amadeus are entered as Manual Tickets on the same structure, so reporting
AMADEUS INTEGRATION
Imported Ticket with Full Itinerary 1
Imported Ticket with Full Itinerary 2

Every Document Amadeus Issues

The awkward half of ticketing — the part that leaks money — is imported as a first-class transaction, not left as a note in the margin.
  • Voids flagged with void date and agent, dropping out of billing automatically
  • Refunds create their own linked document — basic refund, refund taxes, airline penalty and net refund
  • Automatic and manual reissues captured with new fare, new taxes and reissue penalty recorded separately
  • Ancillaries and EMDs (baggage, seats, deposits, fees) merged onto the ticket without ever overwriting the fare
  • A deposit turns a quoted-but-unissued passenger charge into recorded money, before the ticket is finalised
AMADEUS INTEGRATION
Ticket with Refund & Void Detail 1
Ticket with Refund & Void Detail 2
Ticket with Refund & Void Detail 3

From Ticket to Invoice

An imported ticket is a record of what the airline charged you. It becomes revenue the moment it is pulled onto a Customer File — and the system does the pricing arithmetic for you.
  • Attach multiple imported tickets to a file at once, landing on the Aviation lines as sellable services
  • The supplier resolves itself — BSP tickets cost against your BSP supplier, Non-BSP against the issuing vendor
  • Cost side fills in from the ticket automatically; refunded tickets cost what was actually refunded
  • Sell side is built, not guessed — ticket cost plus markup plus handling fee, less discount, with 14% VAT on the handling fee
  • Exchange rates applied per side, with EGP equivalents produced for both cost and sell
AMADEUS INTEGRATION
Aviation Lines on a Customer File 1
Aviation Lines on a Customer File 2

Hotel & Accommodation

A complete record of every inbound and outbound call — with duration, phone numbers, type, and status.
  • Hotel, chain and supplier selected from your own maintained lists — not typed free-hand
  • Room type, room category and meal plan per booking, with guest name and supplier confirmation number
  • Check-in, check-out, rooms and nights held separately on the cost side and the sell side
  • Cost and selling price each in their own currency with their own VAT treatment
  • Hotel report across all files: occupancy sold, supplier spend and margin by property and by chain
LAND SERVICES

Visa Services

Visa work is deadline work. The system tracks the dates that matter and the fees that are easy to lose.
  • Embassy, visa type, nationality, passport number and duration per applicant
  • Request date and interview date tracked per file, so appointments are never missed
  • Visa fee, appointment fee and handling fee held as separate amounts — not merged into one untraceable total
  • Supplier and cost currency per application, with selling price and its own VAT treatment alongside
  • Visa report across all files: applications by embassy, by visa type and by margin
LAND SERVICES

Transfers, MICE & Groups

Ground handling with the operational detail your drivers and representatives actually need, plus everything the standard tabs don’t cover — conferences, incentives, excursions, guides — with the same cost and sell discipline.
  • Transfers: type, car type, driver, pickup/drop-off points and times, client and driver mobile numbers
  • Meet-and-assist: flight number, airline, terminal, arrival/departure, service time and assigned representative
  • Supplier, cost and selling price per movement — a transfer is a costed service, not an unbilled favour
  • MICE: free-form service type per line, component lines linkable to a parent item for multi-part events
  • Quantity, unit rate, currency, exchange rate and VAT per line on both cost and sell sides
LAND SERVICES

Email Template Library

A searchable library of ready-to-use templates — one for every stage of the sales cycle.
  • Multiple templates: welcome email, demo invite, follow-up, partner referral
  • Search templates by name, subject, or content
  • Preview the template before sending with the option to edit
  • Templates support Rich Text formatting
EMAIL TEMPLATES

Auto Merge Tags

Templates use dynamic merge tags auto- filled with the lead name, organisation, and other data at the moment of sending.
  • Built-in merge variables: {{lead_name}}, {{organization}}, {{name}}, and more
  • Subject line supports merge: 'ERPNext @ {{ organization }}'
  • Content auto-populated — no manual editing before each send
  • Saves sales team time while keeping a personal touch
EMAIL TEMPLATES

A Template for Every Sales Stage

A ready template for every step — first response, demo invite, follow-up, partner handoff.
  • First Response: sent immediately when a lead is created
  • Webinar Demo: invite to live interactive product demo
  • Passing to Partner: hand off to a certified ERPNext partner
  • Partner Prospect First Response: Frappe partner programme invitation
EMAIL TEMPLATES
WHY FRAPPE CRM

Why Choose ERPNext for Your Travel Business?

No Ticket Goes Unbilled

Tickets arrive from Amadeus automatically and stay visible until they are invoiced.

Margin Before Invoice

Cost and selling price on every line means you price the file, not guess at it.

BSP Settled on Time

Balance payable per airline calculated from your own records, ready before the settlement date.

Every Currency, One Ledger

Buy in any currency, sell in another, and report in EGP at the rate that actually applied.

Egyptian Tax Compliance

ETA e-invoicing and 14% VAT configured from day one, with out-of-scope services handled correctly.

Open Source — No Lock-In

Your data, your system, forever — no per-user licence fees.
ERPNEXT VS. TRADITIONAL TRAVEL AGENCY SOFTWARE

ERPNext vs. Traditional Travel Agency Software

Feature ERPNext (Data Value Solutions) Traditional Approach
Ticket Import
Automatic import from Amadeus, visible until billed
Manual cross-check against an Amadeus report
BSP Reconciliation
Per-airline report with balance payable, commission & tax
Line-by-line manual matching
Voids, Refunds, Reissues
Imported as linked documents with penalty & net refund
Handwritten notes, unrecovered penalties
Multi-Service Bookings
Six service lines on one Customer File
Margin Visibility
Activity Log
Cost & sell on every line, P&L on the file itself
Costing sheet built in Excel after the fact
Multi-Currency
Separate cost/sell currency per line with applied rate
Single-currency accounting, manual conversion
Supplier Invoices
Generated per supplier directly from the file
Matching invoices to bookings by memory
ETA e-Invoicing & VAT
Configured per service type, submitted automatically
Manual portal entry, invoice by invoice
Management Reporting
17 ready-built operational and financial reports
Month-end Excel consolidation

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