QuotationQTN-2026-0012-R1
Revision 12CustomerCustomer 02Existing customer
3Assigned toNH Staff member 03
4
DateDay 14
Valid untilDay 21
ServiceDay 27
5
SubjectFamily Umrah package, 4 travellers
Total$6,200
Business modules
Travel proposal & quotation software
Prepare travel proposals and quotations for existing or walk-in customers, assign each one to a staff member and follow it from draft to converted. Dates, validity, value and status sit in one list, revisions keep the same number, and an accepted quotation becomes a quotation invoice without retyping.
- Proposals + quotes
- Two document types, two lists
- Valid until
- On every offer
- R1, R2
- Revisions keep one number
- Quote to invoice
- Accepted offers invoiced
Overview
Quotation management for travel agencies
TravelSuite ERP includes proposal and quotation software built for travel agencies. Staff prepare a proposal for a company or group, or a quotation for a family holiday, Umrah package, hotel stay or visa request. Each offer can go to a customer already in your records or to a walk-in customer, and each is assigned to the staff member who will follow it up.
Every proposal has a recipient, an assigned owner, a date, a validity period, a proposed value and a status. Every quotation has a customer, an owner, a date, a valid-until date, an optional service date, a total and a status. Summary cards count offers still in draft, waiting to send, awaiting the customer's decision and won or converted.
Customers often ask for changes. A revised offer keeps its original number with a revision suffix such as R1, so the whole history of one offer stays together and staff always send the latest version. The list can be filtered to find open offers, offers about to expire and offers that still have no owner.
When a customer accepts a quotation, it is marked converted and a quotation invoice is created for the same customer and amount, ready for payment in Accounts. Document prefixes for proposals, quotations and invoices are managed in finance settings, together with invoice due days and standard terms, and changes apply to new documents.
Validity at a glance
Every offer has a start, an end and an owner
Each proposal has a date and a validity, each quotation a valid-until date. Laid out side by side, it is clear which offers to chase today and which have already run out.
Open offers this month
Draft / to sendAwaiting customerConvertedPast validity
Day 1Day 8Day 15Day 22Day 29
QTN
Beach holiday, 3 nightsQTN-2026-0011-R1 · Customer 05
SAQTN
City hotel stayQTN-2026-0009 · Walk-in customer
RKValidity passed
PRP
School study tripPRP-2026-0006-R1 · Company 02
SAEnds tomorrow
QTN
Family Umrah, 4 travellersQTN-2026-0012 · Customer 02
NHPRP
Corporate retreatPRP-2026-0007 · Company 01
RKQTN
Tourist visa packageQTN-2026-0013 · Customer 09
NHExample data. The plane marks a quotation's service date.
OriginalRevision 11
Anatomy of a quotation
Six things every offer carries
- 1
Number and revision
Each document gets a number from its prefix. A revised offer keeps the number and adds R1, R2 and so on.
- 2
Existing or walk-in
Quote a customer already in your records, or a walk-in customer you have not added yet.
- 3
Assigned staff
One staff member owns the follow-up. Unassigned offers are easy to spot.
- 4
Valid until and service date
The validity tells the customer how long the price holds. The service date is when the trip happens.
- 5
Subject and total
A clear subject and the total value, shown in the list for every offer.
- 6
Status
Draft, waiting to send, awaiting decision, then converted when the customer accepts.
Example data.
Key capabilities
Prepare proposals and quotations, track validity, owner and status, and turn accepted quotes into invoices.
12 features included in Proposals & Quotations
See it in a demo- 01Proposals with recipient, proposed value and validity
- 02Quotations with total, valid-until and service dates
- 03Existing or walk-in customers on every offer
- 04Assigned staff member on every document
- 05Revisions that keep the original number
- 06Statuses from draft to won or converted
- 07Summary counts for drafts, awaiting and converted
- 08Filters to find open, expiring and unassigned offers
- 09Quotation invoices created from accepted quotes
- 10Proposal and quotation numbering in finance settings
- 11Company details and invoice branding from global settings
- 12Proposals and quotations per staff member in Staff Performance
Quote workflow
From enquiry to invoice in six steps
- 01
Choose the customer
Pick an existing customer or quote a walk-in customer.
- 02
Prepare the offer
Add the subject, the value and, for a quotation, the service date.
- 03
Set validity
Choose the date and how long the offer stays valid.
- 04
Assign an owner
The responsible staff member follows the offer through.
- 05
Send and revise
Track the customer's decision and create revisions when needed.
- 06
Convert and invoice
An accepted quotation becomes a quotation invoice.
Quote to invoice
An accepted quotation becomes the invoice
When the customer says yes, the quotation is marked converted and a quotation invoice is created for the same customer and amount. Accounts take it from there without retyping.
QTN-2026-0012-R1Carried over INV-2026-0050
Customer 02 · Existing customerCustomerCustomer 02
Family Umrah package, 4 travellersWhat is soldQuotation invoice
Total $6,200AmountPaid $0 / $6,200
Valid until Day 21DatesIssue Day 20 · Due Day 27
Status: ConvertedStatusStatus: Unpaid
PRPProposalNumbering set in the Proposal tab
QTNQuotationNumbering set in the Quotation tab
-R1RevisionAdded when an offer is revised
INVInvoicePrefix, due days and terms in the Invoice tab
Example data. Numbering and terms are set in Finance settings and apply to new documents.
Built for every team
One quote list, every role covered
Sales staff
- Quote existing or walk-in customers
- See their own open offers
- Follow up before validity ends
- Revise without losing history
Corporate desks
- Formal proposals for companies
- Proposed value and validity
- Clear recipient and owner
- Revisions for each round of changes
Accounts
- Accepted quotes become invoices
- Same customer and amount
- No retyped prices
- Numbering set once
Managers
- Offers by status and owner
- Unassigned offers
- Offers past validity
- Won and converted counts
Why agencies switch
Before and after TravelSuite ERP
| Task | Without TravelSuite | With TravelSuite ERP |
|---|---|---|
| Preparing a quote | Typed in Word or chat | Prepared in one list with value and dates |
| Changes | New file for every version | Revisions under one number |
| Validity | Forgotten until the customer asks | Valid-until date on every offer |
| Ownership | Nobody sure who is following up | Assigned staff member on each offer |
| Pipeline | Scattered across chats | Draft, awaiting and converted counts |
| Invoicing | Prices retyped into the invoice | Accepted quote becomes the invoice |
FAQ
Frequently asked questions
What is the difference between a proposal and a quotation?
A proposal presents an offer and its proposed value to a recipient, often a company or group, with a validity period. A quotation is a priced offer for a customer with a total, a valid-until date and an optional service date. TravelSuite ERP keeps both in separate lists.
Can I quote a customer who is not in the system yet?
Yes. Offers can go to an existing customer or to a walk-in customer, and the list shows which is which.
Can I set how long an offer is valid?
Yes. Each proposal has a date and validity, and each quotation has a valid-until date, so you can see which offers to follow up before they expire.
What happens when a customer asks for changes?
Create a revision. It keeps the original number with a suffix such as R1, so all versions of the offer stay together.
Can I assign quotations to staff?
Yes. Every proposal and quotation has an assigned staff member, and unassigned offers are easy to find in the list.
Which statuses does an offer go through?
Offers start as drafts, wait to be sent, wait for the customer's decision and end as won or converted. Summary cards count each group.
Is it connected to invoicing?
Yes. An accepted quotation is marked converted and a quotation invoice is created for the same customer and amount, so nothing is retyped.
Can I set my own numbering?
Yes. Finance settings have Invoice, Proposal and Quotation tabs for document numbering, and invoice due days and terms. Changes apply to new documents.
Works with every TravelSuite module
Bookings, customers, payments and accounts stay in one database, so this module shares data with everything else automatically.