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Travel invoice format for Security

welcome welcome my name is Ariel I'm a travel business owner and I'm also a travel business coach I'm creating this video tutorial for members on my travel team um so I do free one-on-one coaching sessions with all of my agents and this is one of the things that I found myself doing over and over you know doing walkthroughs with travel Joy so travel Joy is basically a customer management database or application and it's basically where you'd come to do various things like send invoices send forms to get more information about trips you could create group trips on this which makes um your life and your clients life a lot easier because you could send out booking links to your client and they could just forward it to the guests of their party and they'll be able to have direct contact with you and not have to bother that person who's celebrating their birthday or hosting the family reunion or celebrating their graduations so it makes it a lot more hassle-free for your guests and for you because everything is right here in one place travel Joy has a free seven-day trial and after that I think it's thirty dollars per month that's like a dollar a day or less than a dollar a day and for someone who's been using it for two years I want to tell you it's worth every penny um I am with the host agency in tele travel and they have um a lot of these forms you know like credit card authorization forms Insurance waiver um we have all this resources in our back office however I find that this application is a lot easier versus you know manually sending those things from email this is a lot more automated so I want to get started by showing you how to create that free trial free account to start um let's say today I already have an email so let's not an email I already have an account so today my name is Sarah my name is Sarah Hoboken I don't know why that came to me Sarah Hoboken and I'll just use one of my emails right here and then let me create a password so I'm creating a new account just to show everyone who you know who's not really familiar with or is tech savvy and also um my account the forms and everything have been adjusted over the years so I've you know kind of changed everything up so I want to show you how it looks like starting new and then I'm going to go back and show you guys my actual um account so you can see how I've changed all of my templates Etc so let me just put in a password right here okay let's start with the free trial I haven't done this in like two years so I'm basically walking through this with you guys okay and it's welcoming Sarah that's me uh never save because I'm about to delete this after this anyway let's go okay so it's asking you you know basically what you want to do and we want to run our business from one platform you want to look more professional to clients all these things we want forms contracts e-signatures we want invoicing online payments we want group trip management unless we want to do all of this so let's just select them on my current host agency is in tele travel and just a few more questions what are your individuals annual sales well if you're starting out you probably don't have sales but we're gonna shoot you know high so we can say 2 million plus we could say what we want you could say less than 50k I don't want to say that because that's not what I'm putting out into the universe how many trips do you typically plan and we're gonna hit for the maximum as always because that's the goal so you have a project that you want to use travel for within the next week let's say yes okay they're preparing our Magic all right your business is about to take off we're here for you for the next seven days what I love about this is the fact that they don't ask for credit card information you know right up front so here set up your brand I think this is where you'd like put your um all your information upload like a profile um if you have like a logo already you can put this here personalize your email signature what you want your clients to see when you send an email then this one right here you'll see all of the different types of forms that you could send and here's where you can start adding clients and then get paid would be where um you would add all of your banking information for direct payments and decide what you want to use for supplier payments as well okay so let's say you have gone through that entire process you set everything up and this would start to change for you till you get to 100 when you're all done um so you're just become a travel agent you've decided to launch your travel business um and one of the mistakes a lot of people make is that they want to launch their business but they don't really have anything set as far as like okay so I'm promoting I decided let's say I want to you know sell cruises or I want to sell all inclusives in Caribbean and you start promoting your Facebook hey I'm a travel agent hit me up for your um all your travel needs and people start actually hitting you up just because and now you're a stuck because it's like okay how do I send invoices how do I do this so what I train my clients to do is to figure all this stuff out so you can actually close the sale when you're presented with the opportunity to instead of waiting and potentially losing that sale because you know it's easy for someone to just go online and look at themselves right so let's say what should I do should I do a mock trip first or kind of go through these templates for you guys to see we can so contacts you here's where you would add people you could add clients you always have to have at least the first name and an email address to add someone templates one of the most important options I want to go through that so you guys can see and these templates come in different categories so you have confirmations you have emails you have forms you have invoices you have signature you have task lists terms and conditions and these are all you know you're able to edit all these let's start with forms Because by the end of this I want you guys to be able to send forms to get more client information um send credit card authorization forms you could adjust this to whatever you'd like so they have a default what I do is because sometimes I create forms specifically for somebody's group so let's say client inquiry right I want to edit this I'll go ahead here to copy client in Korean and I will always leave that default one that's unedited okay so this is an inquiry form and this is basically what um your client sees when you send them this link and they want to um inquire about a trip so you could do a preview to see what it looks like basically where you want to go when you would you like to depart when would you like to return all the basic questions that you need um I have adjusted this on mine very severely because once you start selling out inquiries and you see like you don't ever want to have to reach out to a client to ask them for more information after they've already filled out this lengthy form so you want to make sure you're hitting all your bases and getting all the questions um that you need answered so where would you like to go is pretty standard when would you like to depart one thing that I do suggest doing that I did on mine is to go ahead and put required right and what that does is it puts this asterisk here so they can't move forward or submit this form without putting this because some people would be like okay anywhere or they won't put dates in so you could go ahead like simple things like where you want to go the dates your budget all these things are required for you to at least be able to have somewhere to start to plan a trip what is your departures I can't tell you how many times I have to email people next and where they're traveling from because they skipped this question so to avoid that you go ahead and put required so they'll be it they won't be able to move forward without answering that question how many Travelers these are all pretty standard and very important there's no way to pull up a quote if you don't know how many people are coming and let's say maybe it's a group and they're like hey you know I want to put a group together I'm not really sure who's coming yet but I just want to get a quote you could just do a quote for double occupancy and then let them know that the price could be adjusted whether it's solo occupancy quad or triple but two is usually standard as far as how many people are going to be in a room and then with the budget of course you want to put this as required but then you also want to adjust if you'd like this to whatever I know when I started doing this the first option was like 500 right 500 to 99 I took that off of mine um and it seems like they just started starting at 1500 regardless because I guess prices are going up um I know some agents who have a minimum on their um their booking so you have some clients some people who don't want to make any bookings let's say under 4 500 so I'm saying to you that for in order for you to work with me you have to have a budget a minimum budget of 4 500 to even work with me and those are people who you know are into a lot of luxury travel or they just don't want to deal with people who are penny pinching or um you know dealing with strict budgets so and there's absolutely nothing wrong with that you can tailor your business to whatever you want it to because you're the business owner um this is a good option to have although I think I took it off on mine because a lot of people would be like I want luxury and put like my budget is 500 and sometimes that's almost impossible to do unless there's like some crazy sale going on this is a good option to have these as well um this is well one of the things that I added to mine and let's say I wanted to add it to my let me show you how you would add it select right here gonna give you a drop down box one of the questions I really like to ask with quotes and I'll put it as required is are you deposit ready and then you could put different um options so the first option could be ASAP ready to book second option could be within one week third option could be within two weeks three weeks and then the last option could be just looking at my options and honestly I filter out my um inquiries by importance not So Much by order of how they come in so if I have let's say 10 requests and three of these 10 requests say ASAP read a book those are the ones I'm going to prioritize because they're deposit ready they're ready to you know put a deposit down or even ready to book and pay in full so those are who I'm going to prioritize and then I'm going to prioritize based on the time so I'm going to go to one week two week three weeks and for just looking at my options those are going to be the last ones because clearly they're not ready to book so you don't have to rush not to say that you're gonna not you know prioritize but I do prioritize people who are ready to vote as far as inquiries so you go to the bottom of the page and save this and then you could preview your form and this is what they see you see the addition that I put here all your all your deposit ready it has the red asterisk so they have to select something oh it doesn't allow me to select it okay another important template would be what happens after you send that inquiry form and someone's basically right you well you have to send a proposal there's no phone for the proposal that's something that you create and I'll show you that in a second but after you create the proposal and let's say they approve it you have to send them um an invoice you know what I can show you the invoices let's do this let's start a trip for someone hi my name is Tamika and I want to go to Jamaica all right so one cute thing that I do to kind of build up momentum with my clients I meet someone here I want to go Jamaica my name is Tamika um and you want to get more information from her what you do is and to make is not in your database so you don't have to go create new if she was you'd be able to select her from here now it's showing myself as the only person right so what you can do is create new I know her name is Tamika I don't know what her last name is but I can't leave this um empty so I usually just put a and once she receives this form she'll be able to change it as she sees fit put her actual name in there so let's put another one of my emails so I could get the actual email and then the name of the trip is going to be let's say tamika's Jamaica takeover right and then I'm gonna go choose a different photo because I want it to be relative to her trip right so you have a host of different pictures to add let's search Jamaica and see what comes out when we searched Jamaica I really like this beach one I use it a lot but you have a lot of other options I want to use this one because this one basically shouldn't like Tahiti or something that's not Jamaica so you could build a Jamaican flag or I prefer this one all right and then you'll go ahead and create that trip for Tamika what's up again um I'm gonna add Tamika okay create that trip okay to make this trip is created so now what you can do is you have the option of sending Tamika a form we don't have any details for tamika's trip is yet so what we want to do is send her inquiry form and you have the option to select different forms right we need an inquiry form and let's say you had an inquiry form which you um let's say it's for a group that you're putting together a chemical and put a group together you could adjust the form based on what so let's say Tamika said hey I want to go to a Brewster Beach Hall in Jamaica she already picked the hotel picked the room category picked everything you could now do an inquiry form for her group and basically put um all information and then mention that you know the hotel is Liberia stock which room category would you like would you like Ocean View ocean front or the privileged Suite you could ask how many people are going to be in your Suite so when they fill out this inquiry which is basically already preset you can now just go ahead and send an invoice for whatever their selections are for this specific group but since Tamika hasn't decided anything yet we're just going to send her a client inquiry right and then you have the option to see what Tamika sees in her email so it says it's in preview mode and this is basically what she sees she's gonna fill this out and then it's gonna come back to you let you know that the inquiry has been filled out and what I love about travel Joy is it sends so many notifications like I know when clients open my invoices I know when they look at my emails with the client profile it notifies you of everything so you have an idea where you are in each step of the process so this is basically a preset email template and you could go back to home to the templates to change this um verbiage to be whatever you want it to be um I'll show you mine in my um actual profile here so this says need a few more extra details thank you for so much for reaching out to me I'd love to know more what I did was put my own um signature that I've adjusted that to my business and I've tailored this to my business as well and then you go ahead and send that I'm a little scared to open my email on this because I have no idea what's in my personal email right now so what I'm gonna do is I'm going to open up my phone and I'm Gonna Fill this form out really quick and then you're gonna see what it would look like if your client would respond to you and also let me show you I just opened the form on my phone Let me refresh this and you see it says viewed right here at 5 19 PM the time on this is wrong because it's 8 20 right now but it says viewed so I know that Tamika opened this um this form right so now I'm gonna go I'm actually filling it out right now on my phone and then it's gonna update and show you guys all right I'm submitting the form right now and it basically has a confirmation that says thank you I'll be in touch shortly you could also adjust that in um the templates as to what you want them to see when the forms are submitted okay so we're gonna update refresh the page again just to see the form and as you see her inquiry form has been filled out and everything is coming back to you um it basically says she'd like to go to Jamaica from March 15th through the 24th she didn't answer if days are flexible she's living from New York City with two people and their budget is 6 500 to 8 500 what you do now is you choose what supplier you want to work with and then you go to the supplier page might go to is Vacation Express I'd go there put log in all of her details that she she's looking for find her a quote and then I'll go to create a proposal for her this is where you create a proposal now I'm going to show you how I use some create proposals I've strayed away personally from selling proposals I really feel like they're a waste of time unless you're charging a fee where someone's paying you to put all this together I found them as always time if someone's ready to book and they give me the details I skip and go straight to the supplier invoice create the invoice for them or the payment plan and then they're able to make payments but another option is to do a proposal and what I do is I after I found the good um a quote on Vacation Express I'll come here and I'll select new document and basically I would you know maybe get a picture from their website add a picture here I'm really scared to go into my computer pictures you know what let me add a picture who knows what's on my this laptop I don't really use this too much but let's see what's on here I found a hotel this is the hotel and I'm gonna put this in here I usually find one good picture or maybe two or three usually with um a picture showing outside of the resort picture showing like the rooms in the bathroom or you could just do one and there's no problem with that I would put one picture of the resort and then I will copy and paste the package summary from the supplier site put it here and then I'll go down here and put the pricing so let's say the total package cost is five thousand dollars the deposit due is 424.99 and the due date is you know week after next Friday anything you want to let her know you'll put in the notes right here and then you'll be able to preview your um proposal this will have all the information and then you'll send it save and review and here's another email template that they have so it says hi to make a put together your proposal once you click in the link below you can review it ask a question or approve it right and sometimes I usually change this to say what it is so let's say proposal for Cancun or it is actually proposal for Jamaica and that's crazy this picture is actually of um ocean Eden Bay all-inclusive is Jamaica one of my favorite all-inclusives in Jamaica anything else you want to add to the email body and then you'll send and I'm gonna check my phone right now and look at the email and then approve that to show you guys what it would look like so I'm going to show you guys when she opens the proposal is going to update and tell you that she's open the proposal so you see to make it a trips proposal it says nothing right here I'm opening on my phone right now the unit on my phone let's update this refresh really quick and it says viewed so this is a good way you know in clients say you know I didn't get your email um maybe it went to my spam or something well it says viewed on my end so you really could filter out who's wasting your time and who's not okay so I'm gonna go ahead and approve this right here on my phone and then we're gonna refresh again and mind you all of these notifications are going to the email that you set up this account with so it's telling me all the way you know to make us look at the proposals she's approved it and you can see all of this right here approved so now Tamika has approved her proposal what do we do next we are going to do two things we need to create an invoice for to make up but we also need to send her a client profile form and this is going to include all the information you need to actually book the trip my actual um account has different forms for different things so depending on the supplier you use they request different things I know with Vacation Express the only thing you need to book somebody's trip is their first and last name their birthday and you don't even need an email address or phone number you could just book with their first and last name and their email but my ve form has all of those things um email phone number and you'll be able to select from here so inquiry is when you know they want to book the trip and you don't have any of the details yet profile update is when they've decided to book the trip approved everything and now you need their information to go ahead and book the trip for them I usually send this before I even put the invoice together so it gives them time to fill this out while I'm creating the invoice so everything can be done in a timely manner let's do a quick preview everything you email you can preview it to see what she sees and this is basically asking for contact information passport information I have reduced my um form to match each supplier you know cruises they ask for different things we'll just ask for like your nationality so that's on my cruise form to get information so we're gonna review and send again and while Tamika is filling this out giving me her information to book I'm gonna send her an invoice and this kind of gives you an update of where each client is at and you can see that from your dashboard so now we're going to create an invoice so there are two types of invoices once you set up um your profile you'll be able to see the other type because I don't have any payment information in here right now like my bank account or credit or debit card you don't see it but you're going to see invoice supplier and you're going to see invoice direct the difference between these two is invoice direct is literally going towards your personal bank account your personal um account so let's say you want to charge someone let's say um you charge someone for like itinerary Services you want to charge someone extra for creating detailed itineraries for them and your fees a hundred dollars per booking or whatever you you want to charge you'll send them a direct invoice because when they fill that out it's being processed and coming to your bank account you never want to do a direct invoice to pay a supplier supplier invoice is basically an invoice is going to be sent to your client and it's a credit card authorization so let's say the trip was five thousand dollars to make his gonna pay her deposit of 400 she's going to authorize 400 and then when this comes back to you you're gonna see the card payment information and you're going to be able to show the credit card get copy and paste all that take it to your supplier and make the payment on behalf of Tamika using the information that she um she put inside so I know Vacation Express asks for credit card number the um the CCV number the expiration date address and the amount that you're charging I know Carnival Cruise Lines doesn't really ask for the CCV Number it only asks for the expiration date and the card number and you're able to process so whatever you need from that um Supply you'll be able to grab and go to the supplier and process it so we're going to create that invoice right now okay first thing you want to do it took me a while to figure this out when I first started because I didn't I'm the type that I hate tutorials I don't want to watch tutorials I just want to know what I know and I want the answers right now so I quicker you know put a question in the Facebook group than watch a YouTube tutorial which is crazy that I'm making a tutorial right now so you go to add item and these are also templates that are pre-made for you there's so many templates in travel Joy that's what makes our life so much easier so let's say you want to charge someone a trip planning fee or whatever you you can select that one if you're charging them just for insurance package or just a cruise so we're doing a package because we're doing her flight to Hotel everything so I'm going to change this to let's say Jamaica takeover whatever the hotel name is usually what I do so let's do ocean Eden Bay so remember when I told you guys I skipped The Proposal Part usually what I do is in this part where it says description that's where I usually put the trip package details so when they receive this invoice they're going to be able to see all their flight information the room category everything that's available terms and conditions all in this box you can copy and paste and this kind of eliminates the need the need to even do the proposal step right so we're gonna say that it's two passengers and then we're gonna you have to put a unit cost so if the trip is five thousand dollars you have to put what it would cost for one person and then it will multiply to 500. or you could just put quantity one and put five thousand I mean not 500 right all of this is not really necessary starting and they you could put as much information as you need to when you select a cruise I know it acts like cabin type and all that stuff you can fill it in if you'd like now go ahead and save this and you see up here oh I put twenty five hundred and two dollars so that's why it's saying um five thousand four dollars I could still go back and edit this and change that to what I want it to be now it says five thousand now very important a lot of agents are always like how do I create a payment plan is it automatic is it the only thing that A supplier does for you is they tell you what the deposit is and what the final payment date is it is up to you to converse with your um at your client to see what payment increments they want sometimes they don't tell you this up front so I basically just judged you know based on the conversations I've had with them you know if there's someone who you know having pen and pension or whatever and they want lower payments I'll probably do like a weekly on Fridays type thing or I'll do bi-weekly or I'll do monthly depending on how long they have to make these payments right so the first thing I always do is add a payment these two need to equal to the same thing before you're able to move on and actually send the invoice so we're going to change this I usually change it and say deposit deposit for two and then we said earlier that the deposit was 400 per person so we're going to put 800 in here and when you click out of that you see the total you have charged the invoice is 800 but it's showing you red because it needs to equal out to 5 000 right a lot of suppliers will require payment full payment within 30 to 60 days I know 90 days for some cruise lines that full payment is made so you would know from your supplier that you use what the payment date is and here's where you have to get your calendar and start to get a little bit more Savvy with counting how many days you have so let's say you just want situation where you do the positive and final you'll be able to select put a deposit amount put the due date put the final amount but do it and everything will compute for you right here but let's say you want to do it monthly and let's say you want to do it on the 15th of every month you choose the day of the month that you want to do and then you'll put the final payment date here you'll put whether you want to put a custom amount or whether you want equal payments I usually do equal payments and it just calculates everything for the time so let's say we put the first of every month and we put um what do we we I'm in March right now let's say we put um April May June July August August so you have um five monthly payments it's gonna break your balance up which is 4 200 into five payments equally and then it'll create that schedule based on every month so what we the most traditional ways to do a fixed amount right so it's gonna be a fixed amount you have to not go to your calendar so I'm going to open my calendar and the final payment is due on August 31st I am going to count between now that is March 8th how many Fridays or every other Friday is in between now and the date that it's due and let's say if I counted that's what we're doing weekly and I count let's say 15 Fridays right in between now and when it's due and then I'm going to select equal payment so it's going to chop that forty two hundred dollars up into 15 payments all equal payments and then I'm gonna create schedule the only thing I don't like about this is it just multiplies the date when you do like a fixed amount so now you'll see that that 4200 was split up into 280 so they're paying 280 every week the only thing I don't like about this or maybe I haven't figured out how to get around it is this is the due date for the deposit so now what I have to do is go back to my calendar and select every other Friday so let's say they're paying today I won't choose the 10th I will start counting from the 17th so I put the 17th and then I go in and put the 24th and so on until you get to the bottom to the payment date and you make sure all of the dates you know make sense before you send them and as you can see now the total is now 5 000 on both sides if let's say I change this to 280 and two three cents is gonna go back red because I have more than what it's supposed to be so it always needs to be equal to the total balance including deposit so now this is where I'll go ahead and and then when you have the two options the suppliers to invoices you have to make sure that the payment method says supplier and not direct because if it says direct and to make it go ahead and pays this 800 it's gonna transfer it to your bank and that's not what you want you want to supplier invoice so when she fills it out you're able to see credit card information right they're gonna go the next save and review and this is saying I put your invoice together and I usually choose invoice let's say invoice for Jamaica so they could review they could ask a question they could authorize payment we want them to authorize payments I'm going to send that and that's going to come to my email this is as far as I could show you guys because I can't actually put my credit card information here and you know put this on the Intel web but I am going to open it so you can see when they open it you could see that they have viewed your invoice foreign and basically what they see and you could play around with your own email and send these things to yourself so you could see what the client sees so when I open this I see that the deposit is due it's 800 and then it shows me all of the other payments and the dates on the bottom when they're due all that comes up and then they're able to pay this um they're able to fill out their client form and send all this so you take all this information and you go to the supplier and you make the booking it is up to you if you want to send your confirmation emails directly from the supplier I don't see an issue with doing this because as far as I'm concerned they're already booked with me um but some people don't they'll like take the confirmation email send it to themselves then copy what's in the email and then email it from their business email that's up to you if you choose to do that what else can I show you guys this evening so I've showed you how to send forms um both the client and every form I'll show you how to send an invoice how to send proposals so we want to venture into some group stuff or do I want to show you guys my actual profile before we wrap this up so this is my actual profile I want to show you guys some templates that I've created for myself one of the form templates that I've created I'm going to show you guys my official templates Okay so um confirmation email invoices client anchoring not any of these not the defaults oh wow I'm still on I was wondering why I'm still seeing um um this email I'm like this is not any of my stuff so I need to go ahead and log into travel Joy again see if it's giving me what it did was logging me out of my old one and put me in this new one I'm gonna log out of this and then log into my um log into mine oh my goodness I hope I can remember the password because everything new is used oh here we go perfect it's auto save so this is my travel Joy account as soon as it loads oh it's asking me if I'm a robot oh my goodness select all the squares with chimneys is this a chimney I don't know let's see all right so this is my dashboard these are all the group trips and forms that I created and these are my individual trips that I have trying my best not to have anybody's personal information come up here um okay so let's go to my template so I can show you guys what I've done as far as editing them to work for my business okay so forms it's the most important one okay so this is the profile form I was talking about for ve that I created just to get the minimal this is Cruise guest form for different cruises um this is my in-tech form for the Dr single strip that I'm hosting um I have a graduation going on right now a group let me show you guys this one so Tia is going to Jamaica for her graduation and she's able to send her clients this form that I created just for her group so they don't really have to contact her for any information about her group should they said she's under this form they fill it out and they deal with me moving forward so this form basically says let's get your book for Tia's trip so it gives you the option of what do you wanna let me go back to it because I can't select from the preview it gives them the option whether they want to keep the same basis here because sometimes people need different dates they want to fly in a day later or stay longer they have the option to do that so keep the same days or use different dates it asks for dates um then it asks for their package type whatever they want to do just find a hotel um they want to do flight hotel and transportation or just the hotel and transportation only without the flights it asks for the departure City it acts how many Travelers how many rooms and then I love this question right here are you deposit ready and you'll let me know yes or no do you need a payment plan yes or no because I always feel like I don't want to offend anyone you know and send them a quote that has a deposit on it versus a final payment so this kind of eliminates that and you let me know if you need the deposit the payment plan or are you ready to pay full price and then this ask them again if they're ready to book because you could be deposit ready and still not ready to book right so this says ASAP within two weeks for the next month just looking at my options and this is kind of like a little waiver that I put in here because let's say someone reaches out to me right and I send them the invoice for this trip for Tia and then they don't authorize this invoice until a week later and make the payment then I go to the supply website pull up that same quote and the prices have changed now I have to go ahead and adjust that invoice and resend it to them for reauthorization they may not have to enter their card information but they would have to approve that new amount um Intel travel who I'm with they're very strict about making sure that you know clients are authorizing what you're charging so even if um it's two pennies different they need to reauthorize that because if there are any issues with chargebacks you'll need to be able to provide that authorization form that says hey the client authorized 400 not for 100 and two cents right it needs to all match up to protect you so what I did was I put this little disclaimer in here I put required so they can't skip it so I know they see it and I only put one option and it basically reads I understand that until the deposit is made prices are subject to fluctuate invoices not paid immediately would need to be refreshed before payment is applied so they know this going into this right and they'll be able to advise whether they're ready to pay or not or they won't be surprised when the price changes because some people think you know this isn't a traditional group right so a traditional group would mean that I have went to the resort and I have put group a group contract together and I have pricing for this group so let's say they say the packages are 800 per person I know that until March 31st I could offer 800 per person and have everyone know that that's the standard rate and that's not going to change until it March 31st but when we're doing a group like this where it's not a standard contract you have to let people know that the prices fluctuate and that could be by the seconds because I've had situations where I literally just refresh the page and it's um the price changes or I went in and put all the client information in I'm now ready to pay and the price has changed so I'm getting the error message so you have to let people know that these are just other little things that I add or whether you want insurance or not and if you say yes I'll just add it to your invoice and if you decline it says I declined insurance and I will sign waiver so these are just little things that you could do and once you've been running your business for a while you realize that the Necessities for the clients that you have and you'll be able to adjust your templates for whatever um your needs are to make your life easier so this is an additional request option for them to put in I always let people know that you know betting requests are you know subject to availability once you arrive at the resort and this is pretty standard there's a difference between a betting request and a category um choice so let's say my clients opted for a sum up room or ocean front room when they get to the resort I don't care how packed the resort is if they pay for that category that's what they need to get and the BDM whoever they need to figure it out and get my client a swim up room Oceanfront or better right but when it comes to betting let's say you have a category that says it comes with one king or two queens right betting is subject to availability so you always want to make sure your clients know this regardless of what their requests are you can put requests in you could call the hotel to put notes in but it always it gets thumbs down to when they arrive the resort what they have available right so you have to always make sure you have that terminology in there so that's just one way that you could you know create custom templates for yourself and you can do this for everything invoices your signature page emails that you send out the different emails that you can send everything is automated let's look at the emails real quick before we wrap this up so this is a black history poem I was doing I was giving away free um vacation vouchers to anyone who booked with me within the month of February um you have a bon voyage email so you basically just send this automated to send to your clients when they leave for their trip um this is your authorization email what they see when um they receive the credit card or the invoice friendly reminder let's say you send a proposal out and you still haven't heard anything from them they have a template already set up for you you see how easy this is like everything is done for you you don't have to start from scratch so I think I did edit this to say um something else hope you're having a great day I'm following up to see if any questions about information sent over you can access it by clicking the link below are you ready to book this trip or should I cancel your quote now you just send these out maybe two weeks or three weeks after I send the proposal because what you don't want is your dashboard to just be filled up with stuff that you know let me show you guys how to Archive something let's say let me look at one of these old inquiries I have where I sent out a proposal and they haven't responded I've sent a reminder they haven't responded you can go ahead and now and archive their trip so that this dashboard is a little bit more neat and organized and you know you're not being overwhelmed by just too much so let's see if there's anyone from a long time ago okay this says 10 months right so I could go ahead and archive her and say completed no response outside budget not a good fit the trip was canceled whatever your reason is I'm gonna say no response and that's gonna move her from my um from my dashboard all right so all these other tabs are pretty self-explanatory where you could you know play around with this you could play around with creating trips for yourself sending them to your own emails see what your client sees you can play around with a preview tab there's so many options um to do this one thing that I wish I learned a long time ago as far as client requests so this client request is basically a form that I created for new clients and every time they fill out this form and there's a link on my link tree it comes here to this and let me show I want to how can I show you guys this oh View group that's how I can show you so the way for you to do this where you see it says group funds because I charge 25 for [Music] um for like a quote request right so what it does is you could create a group and I call that group new client request right and what you would do is you would create a group form let me see you could add that group form think this is it not file yeah go to files I think it's in files okay so what you can do is go and create that form here using your templates that you want everyone to see that's you know trying to patronize your business you go here to create and instead of creating a booking page because what I don't like about the booking page to an extent is with the direct booking page where you'll create the group you'll be able to put like um all the group information and they'll be able to actually select a trip that they want or category and make payments on the booking page I'm sure you guys have seen like group booking Pages before the direct one is going to go to your bank account as per usual or to group funds right you don't want that you want to do a group booking page with supplier so that when they do make payments you're getting that supplier but I prefer this way where I just create a group form and I'll be able to select client inquiry form and that's the form you can say like traditional clothing group so you know that's the form that everyone sees as standard I'm going to show you guys this form that I use that everyone sees really quick and then I'm gonna wrap it up here so let's preview is this the one this is the one this is an old one I want to show you guys the one that I use that charges them charges them that fee I'm trying to remember this was so long ago that was this a View group files this might be a whole other tutorial on how to do this from scratch from start to the end I wonder how I could show you guys let me go to my website okay what do you mean fight can be reached what is going on here we go okay so if someone comes on my website and they want to request a custom trip I think I'm going to do another tutorial and show you guys how to create this actual form that they'll see so this is what they see when they go to request a custom trip it looks a little bit different than on the cell phone the cell phone's a little bit more um well foam View so they see my logo is thanks them for considering me lets them know how much it costs as a research fee and then it basically taught details my booking process how many quotes are sent all of the terms and conditions um unless I know they'll receive a quote within 24 to 72 hours unless they pay a rush fee and then always everywhere please be advised the code pricing and stuff exchange at any time until deposit to reserve has been paid and then they're able to go down here and look at available packages so if someone's trying to book a group of four they'll select this one if they're doing five or more group they'll select this one and pay 50 and if they want the same day they'll go ahead and pay that Rush fee so I'm gonna book now the only option to select is one someone trip research fee for a group of four and then they'll be able to continue to travel so basically they'll come here and they'll this is my actual inquiry form where it's been detailed specifically how I like it so it says where would you like to go all the traditional stuff departure City I go a little bit more in detail to flight preferences whether they want to be non-stop or layovers okay they don't have a preference um always ask about budget Airlines because you have some people who prefer no they're not doing Spirit of Frontier and then if your client has any loyalty programs you could add this this is a tab for you to add for whether they have loyalty programs that they want to use not all suppliers allow you to use loyalty Pro so you want to figure that out before you even um try to do that um how many travels please stand there I changed my um budget tab from being a drop down I want to actual figure so tell me what your budget is it acts about you know payment plans you create a book all that okay anything you'd like me to know ages for travelers very important for cruises and then Insurance they'll enter their name and stuff then they'll continue to payment and then I would receive I think I remember wearing this now I think it's um trip planning service is that it if not I'm gonna wrap it up and figure it out and make another tutorial for you guys but basically after watching this video you should be able to create um you know create your own form send your own invoices and get yourself booked and start making some money so here it is trip planning service this is where it all comes I was in the wrong one this is the one that doesn't have the cost associated with it that's when I was you know first starting out and not charging people to waste my time Okay so group files and that accept that exact um link that's on my website brings them here so what I did was I went ahead and create a group form and then publish it well not a group form a group booking page direct booking page because I fee that they pay for that trip planning comes directly to my bank account so I did this and every time they opened this let's look at this you're able to get the booking link and that's what I copied into my website and when they click on it it takes them to this page all submissions come here so let's look at it and it should be the same thing that you saw when I pulled up my website so basically this is where all the magic happens so remember that first page where you can see everything if you're creating a traditional group let's say you already have all the information you already have the group contract and you have all the pricing here's where you come to put all of that information with some nice pictures of the group all the information they need to know and then you go ahead and create packages with all the pricing so let's say you add a package and you do like um let's say Ocean View um for two Travelers or whatever you can select minimum maximum Travelers so you can put different prices for different occupancy so let's say you put minimum as one and you put maximum is four you're gonna be able to put in the pricing for solar occupancy for double occupancy triple and quad so when they select how many people it's gonna show the pricing for how many people they select so this is where you put pricing you could put different packages in here for them to select any extra options which would be like any um Insurance packages or if you have excursions on that group you can put excursions here so it won't be included here but anyone who wants it could add it and then this is where you would put all of the um Bank information since this is direct you see it says direct right here automatically but if it was a supplier it's a supplier and then let's say you want to offer like a discount code to your group you could add that here and when they use it they'll get whatever the percentage um off is and here is the form where they would add their name so you see I have my ve form right here because I was booking with Vacation Express so this you could go in and select whatever form you have saved from your templates whether it's the default or you have one that you already choose I make sure I put everything back the way it is every time you're done you just publish it every time I edit it it'll publish just like a website and everything will be updated because they're going to be times when you want to change something and based on your needs so you want to always go in and update that and then here it shows you that you could copy the link I don't need to change this it's the same link every time even though you update it I don't need to change on my website because it's the same like but then you could send this link to anyone this link is copied on my clipboard so you know anyone approaches me on Facebook or whatever here's a link for you to you know submit an inquiry or I'll just send them my website and they'll be able to do that directly as well you guys let me know if you have any questions in the comments thank you guys for listening um this video was made for the travel agents on my team however if you're looking to become a travel agent there'll be information in the description for you to start and it'll also be my contact information if you have any questions for anyone on my team you know how to get in contact with me and you're probably in um our private group chat so you want to post any of your questions here or there I prefer there because I want you guys to be able to post questions for the entire group so that other agents who are not as you know who don't have the courage to speak up could learn from the questions being asked thank you guys have a great evening don't forget to like And subscribe