Travel Agency Invoice Template

Bill your agency service fee as a distinct line. Commissions from airlines, hotels, or cruise lines are income but not a client charge. Example: “Service Fee – International itinerary design: $125.” Use our Travel Agencies Invoice Template to keep fees and commissions clear.

Break out ticketing, GDS/booking fees, and any reissue or fare difference. Include the carrier’s penalty as a pass-through. Example: “Exchange Penalty (Airline): $200” and “Agency Reissue Processing: $35.”

Use a nonrefundable planning retainer and apply it if they travel. If not, it stays earned. Example: “Trip Planning Retainer – Italy 10 days: $250.”

Collect a per-guest deposit, then milestone payments tied to supplier due dates. Show each tranche. Example: “Group Deposit – 20 pax @ $150 = $3,000” and later “Second Payment – Land package: $8,000.”

Yes, many operators markup net hotel or tour rates. Either show a single gross package price or list “Agency Package Management” as a fee. Rules vary—check local rules. Example: “Agency Package Management: $295.”

List the supplier refund as a negative line, and keep your earned fees separate. Show any cancellation policy reference. Example: “Hotel Refund (Supplier): -$450” and “Agency Cancellation Processing: $50.”

Separate your handling fee from government or insurer charges. Note courier or rush costs. Example: “Visa Courier: $60,” “Agency Document Handling: $25,” “Travel Insurance Premium (Insurer): $182.”