Managing bookings

A booking holds everything about one trip: the client, dates, passengers, logistics and pricing. Itineraries, invoices, trip packs and traveler portals are all built from it.

Booking statuses

Every booking moves through a pipeline:

Status	Meaning	How it gets there
Enquiry	A new lead. Documents are locked.	The default for new bookings, and for bookings arriving from WeTravel.
Quoted	You've sent, or are preparing, a quote. Documents and the itinerary editor unlock.	Set by hand, or automatically when you use Update from call transcript on an Enquiry.
Confirmed	The client has said yes.	Set by hand; or the client accepts the quote online when Stripe isn't connected; or the booking is paid in full.
Invoiced	An invoice with payment links has been sent.	Set by hand, or automatically when a client accepts a quote online and Stripe is connected.
Completed	The trip has happened.	Set automatically overnight once the return date has passed, for Confirmed and Invoiced bookings.
Archived	Hidden from lists, the dashboard and the calendar.	The Archive button. Restore returns the booking to its previous status.

Payment progress is tracked separately from status, as Awaiting payment, Partially paid or Paid in full. It updates automatically when clients pay through Stripe. See Quotes, invoices & payments.

To change status by hand, open the booking and click Edit, or drag its card on the Kanban board. Moving a card doesn't send any emails.

The bookings list

Bookings in the sidebar has three views, chosen with the tabs at the top:

List: every active booking, newest first, showing client, tour, dates, passengers, guide and status. Tick rows, or use Select all, then click Archive selected to archive several at once.
Kanban: one column per status. Drag a card to another column to change its status, or click it to open the booking.
Archive: archived bookings, each with a Restore button. You can also tick several and click Restore selected.

Bookings are never deleted. Archive them instead, and you can always restore them.

Create a booking

Click Bookings → New booking.
Optional, but saves time: use the Import from transcript or enquiry panel at the top. See Fill the form with AI below.
Fill in the Client section. Only the name is required.
Fill in the Tour section: tour name, tour type, status, dates and passengers. Duration and total passengers are calculated for you.
Add Logistics: pickup address, airport transfers, child car seats, and pre/post accommodation. If you tick airport transfers, a pickup address is required.
Under Destinations and stops, list the places the tour goes, with nights and notes. These guide the AI when it builds the itinerary.
Under Pricing, add the base price, any deposit already paid, estimated costs and add-ons.
Click Create booking.

Pick an existing tour type where you can, rather than typing a new one. Task checklists, traveler forms and Back of House templates are all attached by tour type. See Tour types, tasks & forms.

Fill the form with AI

Paste an enquiry or call notes and TravelSpurt fills in the form for you.

Enquiry email tab: paste the enquiry email, such as one from your website form, and click Extract details.
Call transcript tab: paste a transcript from Read.ai, Zoom or similar, and click Extract booking details. The transcript is also kept on the booking for reference.

A green box lists every field that was filled in. Check them, fix anything that's wrong, then click Create booking. Nothing is saved until you do. If nothing could be extracted, try pasting more detailed text.

Booking seats on a departure

If you run scheduled group tours with Scheduled tours turned on, a Departure dropdown appears at the top of the Tour section. Choose Private booking (no departure), or pick a departure to fill in its tour name, dates and guide. The dropdown shows how many seats are left. See Departures.

The booking page

Open any booking to see:

Header: the client name, status and booking reference (click the copy icon to copy it), plus the main actions: Copy Itinerary Link, the Trip Pack buttons, Expire link, Archive and Edit.
Summary: client, tour, dates, passengers, logistics, pricing and payment progress. You can change the base price right here: click the amount, type the new price and press Enter.
Add an update: change booking details by describing them in plain English. See below.
Quote: show the price on the client's itinerary link and let them accept it online. See Quotes.
Travelers: the individual people on the trip, their tasks and form answers. See Travelers on a booking.
Itinerary: the day-by-day editor. See Itineraries.
Documents: invoices, the guide sheet and the P&L report. See Documents & trip packs.
Trip Documents: upload tickets, ferry confirmations and vouchers (JPG, PNG, WEBP or PDF, up to 10 MB each).
Split & custom payment links: see Split payments.

Update a booking in plain English

Plans change. Instead of hunting for the right fields, describe the change:

In the Add an update card, type what changed, for example "price is now £6,500" or "departure moved to 12 June, and they're now 4 adults".
Click Review changes. TravelSpurt lists each field it wants to change as old → new. If the price changes, it also shows the new total.
Untick anything you don't want, then click Apply selected changes. To throw the suggestions away, click Discard.

This changes booking details only, not the booking's status or the content of itinerary days. Use the itinerary editor for day content.

Update from call transcript

While a booking is still an Enquiry, the booking page also shows an Update from call transcript card. Paste the transcript of your discovery call and click Extract booking details. Unlike Add an update, this saves straight away, without a review step, and moves the booking to Quoted.

Edit a booking

Click Edit on the booking page. As well as everything on the new-booking form, the Edit page has:

Client type: International, UK B2B or UK Consumer. International bookings are priced in USD; the others in GBP.
Assigned guide: choose someone from your Guides list. When you save with a new guide, their Trip Pack is emailed to them automatically.
Vehicle: any active vehicle. It's used for the calendar colour, fuel costs and the Trip Pack.
VAT scheme: Zero-rated, Standard 20% inclusive, Standard 20% exclusive, or TOMS (margin scheme). This feeds the P&L report.
Calendar flag: To Be Confirmed, Urgent, Holiday/Unavailable, Sub In, Sub Out or RFC. Flags show on the calendar.
Guide accommodation: where your guide or driver sleeps each night. It appears on the Guide Sheet and Trip Pack only, never on the client's itinerary. It's available once an itinerary exists.
Operational costs (for P&L): guest accommodation, guide accommodation, ferry, and extras. Leave a cost blank and it's flagged as a gap on the P&L, rather than counted as zero.

Profitability panel and quote calculator

On a desktop, the Edit page shows a live Profitability panel: gross revenue, guide cost, fuel (from the vehicle's fuel rate and the tour miles), VAT, net profit and margin.

If the base price is still 0, a Quote Calculator appears. Enter an accommodation estimate and a target margin (45% by default) to get a recommended quote, the 30% deposit, a per-person price and the projected profit.

Changing the price after invoicing

If a booking is Invoiced and you change the base price or add-ons, TravelSpurt asks whether to re-issue the invoice. If you continue:

the old payment links stop working;
new links are created at the new price;
the client is emailed the updated invoice automatically;
you get a notification and an email confirming the change.

Stripe must be connected for this to work.