Documents & trip packs
Every booking can produce the paperwork a trip needs, from the client's invoice to the guide's run sheet, without retyping anything.
The Documents card
The Documents card is on the booking page. Its buttons are locked while the booking is an Enquiry; move it to Quoted or later to use them.
| Button | What you get |
|---|---|
| Generate Itinerary | A day-by-day itinerary built by AI from your activity library. See Itineraries. |
| Generate Invoice | A branded invoice with Pay Deposit (30%) and Pay in Full links. It opens in a new tab. |
| Download Guide Sheet | A Word document (.docx) for your guide, with the itinerary, logistics and guide accommodation. |
| Download P&L Report | An Excel file (.xlsx) with revenue, payments, costs, VAT, net profit and TOMS margin. |
Generated documents
Below the buttons, Generated documents lists the latest version of each document, with Preview and Download. Earlier versions are kept under older versions.
To save an invoice as a PDF, click Download PDF. Your browser's print dialog opens: choose Save as PDF.
Invoice actions
Each invoice in the list has extra buttons:
- Email to client: emails the invoice, with its payment buttons, to the client's email address. The row then shows when it was last emailed.
- Copy link: copies a web link to the invoice that you can send yourself.
- Send balance reminder: shown once a deposit has been paid. It emails the client a link to pay the balance. You can send one reminder per booking per day. Automatic reminders also go out 8, 4 and 1 week before departure. See Balance reminders.
- Request changes: describe a change, such as "add a note about the bank transfer reference", and AI regenerates the invoice as a new version. The payment links stay the same.
The P&L report
The P&L is only as good as the costs you enter. For an accurate report:
- assign a vehicle with a fuel rate, so fuel is costed from the tour miles;
- fill in Operational costs on the Edit page: guest accommodation, guide accommodation, ferry and extras;
- choose the right VAT scheme.
Any cost you leave blank is flagged on the report as a data gap rather than counted as zero, so you can see what's missing.
Trip documents
Use the Trip Documents card to store tickets, ferry confirmations, vouchers and similar files. Click Upload files and choose one or more JPG, PNG, WEBP or PDF files, up to 10 MB each. Click a file to open it. Trip documents are also included in the guide's Trip Pack.
The Trip Pack
The Trip Pack is a mobile web page for your guide or driver. It has everything they need on the road:
- key information: vehicle, guide and pickup;
- where they're staying each night;
- the day-by-day itinerary, with today highlighted and open;
- links to the trip documents.
Once opened online, the Trip Pack keeps working with no signal. Guides can add it to their phone's home screen for one-tap access.
Sending the Trip Pack
- Add your guide on the Guides page, with an email address.
- On the booking, click Edit, choose the guide under Assigned guide, and save. The Trip Pack is emailed to them automatically.
- To send it again later, click Email to Guide on the booking page. To copy the link and send it yourself, click Copy Trip Pack Link.
Anyone with the link can open the Trip Pack. If a link has been forwarded by mistake, click Regenerate. The old link stops working straight away, and the new link is emailed to the guide.