Top 10 Invoicing Software for Travel Business

There was once a bustling travel agency that catered to all kinds of clients, each with unique travel dreams—from surfing in Bali to vineyard hopping in Tuscany. 

But as the agency’s bookings grew, an unexpected problem surfaced: invoicing. Just like the travel industry itself, their billing needs were a fast-moving maze of custom requests, multiple currencies, and online bookings.

Invoicing software has become a game-changer for travel businesses aiming to keep up with these demands. 

In this blog, we’ll dive into the top invoicing software options designed to simplify the invoicing headaches for travel businesses. Whether you’re a travel agency owner, a tour operator, or a budding Airbnb manager, these tools offer solutions to common billing challenges.

Common Challenges In Travel Industry Billing

Billing in the travel industry isn’t just about numbers and due dates—it’s about taming a wild rollercoaster of custom requests, currency differences, and international taxes. Here’s a look at some common hurdles:

1. Complex Booking Structures 

Challenge: Travel packages often involve multiple services (flights, hotels, activities), making it tricky to keep track of what clients owe and for what. With so many moving parts, billing can quickly spiral out of control.

Solution: Use automated invoicing software that integrates with booking systems. This ensures each service is tracked and clients are billed correctly for each component of their package. Customizable templates can help break down the bill into clear, understandable sections.

2. Currency Conundrums 

Challenge: Today’s travel businesses are going global which means managing invoices in multiple currencies. The conversion fees, exchange rate fluctuations, and tax calculations can make accounting feel like a full-time job.

Solution: Implement invoicing software with multi-currency support. This will allow automatic currency conversion based on current exchange rates, ensuring accuracy and consistency. Additionally, software that integrates with global payment processors can help mitigate exchange rate risks.

3. Delayed Payments

Challenge: Long invoicing cycles are common in the travel industry, as clients often book far in advance. This delay can impact cash flow, as businesses wait for payments for trips scheduled months ahead.

Solution: Set up recurring billing for bookings that span over time, or utilize invoicing software that allows clients to pay in installments. This can smooth cash flow by receiving partial payments over the course of the booking process, rather than waiting for the final settlement.

4. Different Payment Preferences

Challenge: Travellers might prefer paying by credit card, bank transfer, or even new payment apps. A lack of diverse payment options can turn a smooth experience into a missed booking.

Solution: Offer a variety of payment options by integrating multiple payment gateways into your invoicing software. Accepting credit cards, PayPal, bank transfers, and newer apps like mobile wallets ensures customers can choose their preferred method, improving conversion rates and customer satisfaction.

5. Tax and Compliance Overload

Challenge: International travel comes with a tangle of tax regulations. From VAT to GST, it’s easy to overlook these details, which can lead to compliance issues if not managed correctly.

Solution: Use invoicing software that automatically calculates and applies the correct taxes based on the client’s location. This reduces the risk of errors and ensures that invoices are compliant with local regulations, no matter where the client is based.

6. Frequent Changes

Challenge: It’s not uncommon for clients to switch their plans at the last minute, leading to modifications in invoicing. Handling these updates manually can lead to errors, misunderstandings, and frustrated clients.

Solution: Choose invoicing software that allows easy amendments and adjustments to bookings. Automated systems can quickly update invoices when changes occur, keeping clients informed of any alterations and ensuring that billing is always accurate.

Key Features to Look for in Invoicing Software for Travel Business

Finding the right invoicing software for travel is like finding the perfect travel guide—one who knows every detail, anticipates every need, and keeps things stress-free. Here are some must-have features:

1. Multi-Currency Support: As travelers book from all over the world, having multi-currency support is essential. Look for software that can handle different currencies, offering real-time exchange rate updates to avoid surprises.
2. Automated Billing Cycles: Many travel packages have recurring components, such as monthly subscriptions or regular services. Automated billing cycles can save time and ensure consistency in payments.
3. Customizable Invoice Templates: For a business as vibrant as travel, generic invoices don’t cut it. The ability to create branded invoices with detailed itineraries, itemized services, and even custom messages can elevate the customer experience.
4. Payment Gateways Integration: Travelers value convenience, so it’s important that invoicing software integrates with popular payment gateways (PayPal, Stripe, credit cards) to support fast, flexible payments.
5. Expense Tracking: Travel businesses incur various costs (hotel reservations, excursions), and invoicing software with built-in expense tracking makes it easy to bill clients accurately and monitor profitability.
6. Multi-User Access and Permissions: Travel businesses often involve multiple teams managing bookings, finances, and client communications. Multi-user access allows teams to work together smoothly while keeping sensitive information secure.
7. Tax Calculation Tools: Software with tax calculation tools is invaluable for handling complex tax codes, ensuring compliance whether the trip is within the same country or across international borders.
8. Real-Time Analytics and Reporting: Access to real-time data on unpaid invoices, revenue, and client trends is essential for strategic planning. The best invoicing software provides clear reports that help guide decisions.

By focusing on these features, travel businesses can streamline billing, enhance client satisfaction, and stay competitive in a digital-first market.

Top 10 Invoicing Software for Travel Businesses

1. InvoiceBerry

InvoiceBerry makes invoicing a breeze for small businesses and freelancers, focusing on simplicity and speed. Known for its easy-to-use interface, this software allows users to generate professional invoices in seconds and send them via email, saving time and money. 

With payment reminders, online payment integration, and automated recurring invoices, InvoiceBerry takes the hassle out of billing.

Features

• Instant, Professional Invoices: Create sleek invoices in just a few clicks. Choose a template, add your logo and items, and voilà—your invoice is ready to send via email, save as PDF, or print.
• Email Invoicing for Faster Payments: Send invoices directly to clients’ inboxes, sparing you the hassle of paper and postage. InvoiceBerry ensures prompt delivery by working with top email providers.
• Payment Tracking on Autopilot: Quickly identify unpaid invoices right from your dashboard. Need a gentle nudge? Send a one-click reminder to keep those payments coming.
• Online Payment Integration: Link your preferred payment gateways like PayPal, Stripe, or Square so customers can pay instantly online. Payments are auto-recorded, keeping your records always up to date.
• Recurring Invoices & Quote Conversion: Streamline tasks by setting up recurring invoices for repeat clients and turn quotes into invoices with a single click.

Benefits

• Fast invoicing process with minimal manual effort
• Boosts client convenience with multiple online payment options
• Simplifies overdue tracking and follow-ups
• Saves on printing and mailing costs, increasing overall efficiency

Limitations

• Interface is quite straightforward, which may limit businesses seeking advanced analytics and customization.
• Although reliable, InvoiceBerry might feel a bit like “vanilla” in terms of features—suitable for basic needs but lacking advanced tools for larger businesses.

Pricing

Pro plan starts at $30/month

2. Invoicera

Invoicera is designed for businesses that need flexibility in invoicing and billing, especially those in the travel industry. With features tailored for global clients, such as multi-currency and multi-language support, Invoicera is ideal for travel businesses that handle complex invoicing needs. 

It offers customizable templates, expense tracking, and integrations with multiple payment gateways to streamline billing and improve cash flow.

Features

• Detailed Trip Estimates: Create comprehensive trip estimates, breaking down each service and cost. Perfect for individual clients or group tours, these estimates minimize confusion and ensure clarity.
• Easy Estimate-to-Invoice Conversion: Convert trip estimates into invoices with a single click, saving time and providing a consistent look across all client documents.
• Customizable Invoice Templates: Choose or create invoice templates that represent your brand. Add logos, colors, and fonts for a cohesive, professional image.
• Real-Time Payment Tracking: Stay informed on overdue invoices in real time, ensuring steady cash flow by addressing payment issues as they arise.
• Simplified Expense Tracking: Upload receipts to Invoicera for streamlined expense tracking. Bill clients for specific expenses, keeping everything organized and transparent.
• Multi-Currency and Multi-Language Support: Invoice clients in over 125 currencies and 15+ languages, ideal for businesses with global clients.
• Diverse Payment Gateway Integration: To expedite transactions and enhance client convenience, offer a variety of payment options, including PayPal, Stripe, and more.

Benefits

• Provides extensive customization options, from trip estimates to branded invoices.
• Simplifies billing for global clients with multi-currency and multi-language support.
• Real-time expense tracking and payment updates improve cash flow visibility.
• Reduces printing costs and improves accuracy by streamlining the invoicing process.

Limitations

• While Invoicera offers robust features, advanced functionality may feel overwhelming for smaller businesses or those new to invoicing software.

Pricing

Invoicera starts at a very budget-friendly price, i.e., only $15/month.

3. Quickbooks

QuickBooks is a go-to for travel and tour business managers who need to keep their financials in check while managing everything from invoicing to tax reporting. It’s like that trusty tour guide who’s been around for years, knows all the routes, and can handle a group with ease.

Features

• Invoicing & Expense Tracking: You can send customized invoices, track expenses on the go, and even split bills for group tours – no more trying to figure out who owes what on that last trip!
• Bank Reconciliation & Financial Reporting: Sync your bank accounts to track payments and withdrawals easily. QuickBooks’ financial reports provide a clear picture of your travel business’s financial health.
• Multi-Currency Support: Perfect for travel businesses that deal with international clients. Whether it’s euros, yen, or rupees, QuickBooks has you covered.
• Tax Management: No more headaches at tax time. QuickBooks simplifies sales tax and VAT calculations for your tours across the globe.
• Mobile App: You can track your finances while on the go, whether you’re booking that last-minute flight or heading out to a hotel meeting.

Benefits

• Easy to share information with accountants
• Robust feature set: invoicing, inventory, and reporting
• Available mobile app for on-the-go management
• Good customer support (chat and phone)

Limitations

• Expensive compared to other tools
• Frequent price increases and upselling
• Limited account users per plan

Pricing

Essentials: $14/month – Not too bad for keeping your tour business on track!

4. TallyPrime

TallyPrime is like your favorite travel agent, and it’s always in tune with the local rules, whether it’s GST or the latest tax updates. It’s tailored for businesses that need detailed reporting and robust accounting solutions. Think of it as your financial “itinerary” for success!

Features

• Invoicing & Accounting: Create professional invoices and track all your expenses with ease. Perfect for tour operators who need to juggle multiple payments for different packages.
• Business Reports & GST Management: Easily generate insightful reports and comply with India’s GST rules, which is crucial for travel agencies running tours in the subcontinent.
• Credit & Cash Flow Management: TallyPrime helps manage incoming payments for bookings and handles those tricky cash flow moments when clients delay payments.
• Multi-task Capabilities: Whether it’s managing multiple tour groups or creating invoices for different services (flights, hotels, tours), TallyPrime can handle it all.
• Secure Data & Excel Import Function: Your data is stored securely, and if you need to import from Excel, it’s all streamlined.

Benefits

• Flexible and customizable for travel businesses
• Detailed GST and tax compliance
• Cost-effective compared to other tools
• Strong reporting and accounting capabilities
• Secure data management and Excel import

Limitations

• Steep learning curve for non-accountants
• Limited customization for advanced needs
• UI can be cumbersome for some users

Pricing

Starts at $99 for 3 months – An affordable option if you’re focused on detailed, tax-compliant billing for your travel company.

5. Bookipi

Bookipi is like your personal travel assistant – only it’s an invoicing app that you can take everywhere. Whether you’re a freelance travel consultant or a small tour operator, Bookipi helps keep your billing simple and efficient with a side of mobile convenience.

Features

• Invoicing & Estimates: Create professional invoices and estimates for your travel services, whether it’s a customized tour or a luxury hotel booking.
• Receipt Capture: Upload receipts for travel expenses like airfares, hotel stays, or meals, keeping everything neat and organized.
• Payment Integration: With Tap to Pay, you can accept payments directly from your clients’ phones, no terminal needed. Perfect for freelance tour guides who want quick, on-the-spot payments.

Benefits 

• Easy to use and quick setup
• Syncs across devices (web and mobile)
• Customizable invoices with image upload
• Instant receipt generation
• Simple and mobile-friendly payment processing

Limitations

• Desktop version is harder to use
• Payment collection may be slower
• No option to merge multiple accounts

Pricing

Professional: $39/month – A solid choice for freelancers in the travel industry who need something easy yet effective.

6. MYOB Essentials

MYOB Essentials helps you stay on top of invoices so you can get paid without a hitch. Create and send invoices from anywhere, so no matter if you’re at the office or planning your next big tour, your invoicing is in control. 

Try it for 14 days free to see if it’s the travel buddy your business needs.

Features

• Professional invoicing: Impress clients with sleek, customizable invoices that reflect your brand. With MYOB Essentials, all it takes is a few clicks to make invoices your own.
• Accuracy made easy: Turn quotes into invoices effortlessly, with automated GST and customer details filled in for you.
• Quick payments: The ‘Pay now’ button offers a range of payment options, including PayPal, Google Pay™, and credit cards, so your clients can settle up in seconds.
• Automatic reminders: Track who’s paid and give those late-payers a friendly nudge, keeping your travel funds flowing.
• Snap & store receipts: Capture expenses on the go by snapping pictures of receipts, making tax time and expense tracking as smooth as a tropical breeze.

Benefits

• User-friendly interface
• Customizable invoices with branding
• Automated GST and customer details
• Quick payments with ‘Pay now’ button
• Automatic invoice reminders
• Expense tracking via receipt snapping

Limitations

• Errors can be hard to trace
• Auto-reconciliation may cause issues if rules are set incorrectly

Pricing

MYOB Business Pro: Starting from $8/month.

7. myBillBook

For travel businesses juggling multiple clients, currencies, and tour packages, myBillBook is designed to streamline your invoicing processes. Create customizable invoices, track expenses, and keep all your client details in one place—perfect for small and growing travel agencies.

Features

• Customizable invoices: Adapt invoices to fit each tour, adding branding and custom elements easily.
• Recurring invoices: Ideal for subscription-based services or frequent customers.
• Multi-currency support: Invoice international clients without a hitch, accepting different currencies with ease.
• Client management: Keep track of customer details and maintain all records in one spot.
• Expense management: Track tour expenses in real-time for better cash flow oversight.

Benefits:

• Easy-to-use interface
• Customizable invoices
• Multi-currency support
• Mobile & desktop compatibility
• Client and expense management

Limitations:

• No offline mode

Pricing

Diamond Plan: ₹217/month (ideal for small business owners).

8. Zoho Billing

Zoho Billing is like having a VIP ticket to hassle-free invoicing. From detailed tour estimates to multilingual invoices, Zoho keeps your travel billing seamless, helping you focus more on customer experiences and less on administrative details.

Features

• Detailed tour estimates: Craft and send estimates for travel packages, adding discounts, terms, and converting them to invoices with a click.
• Customizable invoice templates: Add your brand’s personality with flexible templates that reflect your unique travel style.
• Multiple payment gateways: Integrates with 7+ gateways, so clients can pay online swiftly, helping keep payments timely.
• Expense tracking: Snap receipts and upload them instantly, ensuring no expense goes unbilled.
• Multilingual support: For global clients, invoice in their preferred language to keep things clear and customer-friendly.

Benefits

• Quick tour estimates and invoice conversion
• Customizable invoice templates
• Integration with 7+ payment gateways
• Expense tracking with receipt upload
• Multilingual support for international clients

Limitations

• Slow customer support response
• Lack of clear documentation for new features

Pricing

Standard Plan: $25/month

9. Swipez

Swipez is the go-to invoicing software for travel businesses looking for flexibility and simplicity. Whether you’re managing group tours, hotel bookings, or even last-minute trips, Swipez makes the invoicing process smoother than a luxury cruise. 

It offers a variety of features that cater to the unique needs of the travel industry, like multi-currency support, customizable templates, and automatic reminders, ensuring that you never miss a payment deadline while keeping everything organized.

Features

• Invoice Management: Create and manage invoices for different travel services with ease.
• Recurring Billing: For travel agencies offering subscription-based packages, this is a lifesaver.
• Payment Gateway Integration: Swipez integrates seamlessly with multiple payment gateways, making international transactions a breeze.
• Expense Tracking: Keep track of every penny spent on your travel operations.
• Customer Management: Store and organize customer details to streamline billing and improve customer service.
• Tax Calculation: Automates tax calculations to avoid those confusing moments during tax season.
• Multi-Currency Support: Ideal for travel businesses that deal with clients across the globe.
• Automated Reminders: Never forget to send an invoice or follow up with a client again.
• Customizable Templates: Choose from various templates or create your own to match your travel business branding.
• Reporting and Analytics: Get detailed reports to track your finances, making it easy to see where your travel business is going.
• Mobile Access: Manage your invoices, expenses, and payments on the go.

Benefits

• Easy to set up and use
• Fast and responsive customer support
• Highly customizable for various business needs
• Excellent payment conversion rates with multiple payment gateways
• Flexible invoicing for different travel business models

Limitations

• Some business-specific features may not be available initially.
• Custom features are added as business volume increases, which may take time.

Pricing

Swipez offers a free plan for billing and invoicing, while online payments come with fees:

• UPI/Debit cards: 0.5% for transactions under ₹2,000, 1% over ₹2,000.
• Credit cards: 2.1% for Visa, Mastercard, RuPay cards; 2.8% for Amex and Diners.
• Net banking: 2.1% for transactions via 50+ banks.

10. ProfitBooks

ProfitBooks is a travel business-friendly accounting software that keeps everything in check while you focus on making your clients’ travel dreams come true. With features like real-time financial monitoring, multi-currency support, and automated GST reports, it’s the perfect choice for those who want to stay on top of their finances without breaking a sweat.

Features

• Real-time Data Access: Get a live view of your financial health no matter where you are.
• Collaborative Features: Invite team members to work together and stay updated on all travel transactions.
• Automated Backup: Ensure your travel-related data is safe with regular backups.
• Secure Financial Data Sharing: Share data securely with team members, bookkeepers, or accountants.
• Travel Expense Monitoring: Easily track and categorize travel-related expenses, from transportation costs to accommodation fees.
• Multi-Currency Support: Ideal for managing international travel bookings and clients.
• Real-Time Exchange Rates: Keep your invoices accurate with live currency conversion rates.
• Recurring Invoices: Perfect for agencies offering subscription-based services or packages, like travel plans or memberships.

Benefits 

• Real-time access to financial data
• Easy collaboration with team members
• Automated data backups for security
• Ideal for tracking travel-related expenses
• Supports multi-currency for global transactions
• Automatically generates GST reports

Limitations

• Limited user permission filters for team members

Pricing

Starts at $15/month, offering a straightforward pricing plan that suits small to medium-sized travel businesses.

Conclusion 

Choosing the right invoicing software is crucial for streamlining billing processes in the travel industry. 

Whether you’re handling multi-currency transactions, complex itineraries, or offering flexible payment options, the software options highlighted here offer tailored solutions to simplify your invoicing. 

From automating recurring payments to ensuring tax compliance, Invoicera is the right tool that can improve cash flow, save time, and enhance client satisfaction.

By leveraging these advanced features, travel businesses can focus more on delivering exceptional experiences to their clients and less on the administrative burden of invoicing.

FAQs

Ques. How do I handle taxes for international bookings?
Ans. Invoicing software like Invoicera and QuickBooks automatically applies the correct taxes based on the client’s location, helping you stay compliant with local regulations and reduce manual errors.

Ques. Is there any invoicing software that works well for small travel businesses or freelancers?
Ans. Yes, InvoiceBerry and Bookipi are both great options for small travel businesses or freelancers, offering simple, cost-effective invoicing solutions with easy setup and mobile compatibility.

Ques. How can invoicing software help improve cash flow for a travel business?
Ans. By offering features like recurring billing, automatic payment reminders, and installment options, invoicing software ensures more timely payments and helps manage cash flow, reducing delays caused by long invoicing cycles.

Ques. What features should I look for in invoicing software for handling group tours and complex bookings?
Ans. Look for invoicing software that offers multi-line items, expense tracking, and the ability to handle multiple services in a single package, like QuickBooks and TallyPrime, to manage bookings with multiple components.