Travel Agency Invoice Template

Travel invoices often combine agency service fees with supplier payments (deposits and balances). A clear invoice helps clients understand what is paid to the agency vs. what is paid to suppliers.

Agency and client details

• Travel agency name and contact info
• Client/traveler billing contact

Trip and booking details

• Itinerary or booking reference number
• Traveler names
• Travel dates (start → end)
• Destination(s) (optional)

Agency fees

• Consultation or trip planning fee
• Booking service fee (per supplier or per booking)
• Change/rebooking management fees
• Research or custom itinerary fees (if used)

Supplier payments (if collected)

• Supplier deposit amount
• Supplier balance due amounts
• Pass-through notes (paid to airline/hotel/tour provider)
• Travel insurance (optional)

Totals and payment

• Total due and what it covers
• Payment schedule (deposit due now, balance due by date)
• Accepted payment methods

Many agencies earn revenue from service fees rather than commissions alone. Your invoice should clearly describe these fees.

Common service fees

• Trip planning/consultation fee
• Booking fee (air, hotel, tours)
• Itinerary management fee
• Changes/rebooking fee
• Emergency support fee (optional)

Best practice

• Label fees as “Agency service fees” so clients know what is paid to the agency
• Keep fees separate from pass-through supplier amounts to reduce confusion

Travel bookings often require multiple payments. A payment schedule field helps clients understand deadlines.

Common structure

• Deposit due to confirm bookings
• Interim payment (sometimes)
• Final balance due by a specific date

What to include

• Deposit amount due now
• Balance due date (and amount)
• Notes about supplier cancellation terms

If a supplier will cancel reservations if a balance is late, make that clear in the invoice terms.

Travel invoicing is closely tied to cancellation policies. Clarity reduces disputes.

Important distinctions

• Agency service fees may be non-refundable
• Supplier refunds depend on airline/hotel/tour policies
• Rebooking and changes often create new fees

Tip: If you charge for changes, list “Itinerary changes / rebooking” as its own line item so clients understand why costs increased.