Operations
Suppliers & contracts
Everything you buy in one place, used by quotes, the trip builder, departures and Costs & profit. Supplier directory, contracts and rate seasons, supplier bookings, and bills & payables (Growth): contacts, licences with expiry alerts, encrypted bank details, rates by season and travellers, requests and confirmations in the supplier’s language, bills with due dates, pay runs and sync to your accounting. Allotments (Scale): rooms and seats per date with automatic release and stop-sell.
Who it's for
Why operators use Suppliers & contracts
DMCs, safari, trekking and multi-day operators who buy hotels, transport, guides and park fees from many suppliers.
Highlights
- A supplier directory with contacts, licences and expiry alerts, and encrypted bank details
- Contracts and rate seasons by season and number of travellers, used by quotes, the trip builder and Costs & profit
- Supplier requests and confirmations per departure, in the supplier's language
- Bills with due dates, pay runs (a SEPA file or CSV) and sync to your accounting
- Allotments on Scale: rooms and seats per date with automatic release and stop-sell
Good to know
- Contracts, supplier bookings and bills are on Growth; allotments are on Scale.
Everything you buy, in one place
A ten-day safari can involve a dozen suppliers: lodges, vehicles, park fees, guides, restaurants and transfers. When their details, rates and confirmations live in emails and spreadsheets, quotes use last year’s prices and nobody is sure the lodge confirmed. Suppliers & contracts is one system for everything you buy, used by quotes, the trip builder, departures and Costs & profit.
The supplier directory holds contacts, documents and licences with expiry alerts, payment terms, tax IDs, ratings and bank details stored encrypted. Owners and admins get one email before a licence or document expires, 30 days ahead by default, and the supplier is flagged in the list.
Contracts and rate seasons
Each supplier can have contracts with validity dates, net or commission pricing and the signed PDF. Seasons have dates, weekdays and minimum nights, and rates can be per person, per room, per vehicle or per group, with rules for children, infants and single travellers. Rates fill in quotes, trip builder items and Costs & profit by date and number of travellers.
For example, a lodge charges one rate per room in high season from July to October and a lower one in green season, with a single supplement. A quote for two travellers in August picks the high-season room rate, and the same trip quoted for November picks the green-season one, without anyone looking it up.
Supplier bookings and allotments
Supplier bookings work out what each departure needs from each supplier, from the itinerary and the travellers. Request, confirm, amend and cancel with confirmation numbers, through emails, PDFs and a confirm link in the supplier’s language. Departures closer than your request window, 30 days by default, with services not yet requested are flagged on the departure and in Today.
Allotments, on the Scale plan, hold rooms and seats per date with release dates. On the release date, anything unused goes back to the supplier automatically and can no longer be booked, and owners and admins get an email a few days before, listing what will be released and how much is used. Stop-sell and utilisation are shown for each allotment.
Bills, pay runs and accounting
Bills record what you owe against departures and bookings, with due dates from the supplier’s terms or your default, partial payments, ageing and the exchange rate at the bill date. Pay runs produce a SEPA payment file your bank imports (pain.001), or a CSV when you pay another way. Bills sync to Xero, QuickBooks, Zoho Books, Sage and MYOB when one of those is connected, and DATEV and Tally files are available.
Setting up Suppliers & contracts
- 1Switch on Suppliers & contracts. Turn the plugin on and set your default payment terms and licence alert window.
- 2Add your suppliers. Enter contacts, licences, documents, tax IDs and bank details.
- 3Load contracts and seasons. Add each contract’s validity, pricing basis, seasons and rates.
- 4Set up supplier bookings. Choose where supplier replies go, a note for every request and how far ahead to request services.
- 5Enter bills and run payments. Record bills as they arrive, then create pay runs with your bank file.
- 6Connect your accounting. With an accounting plugin connected, choose the account bills are booked to.
Settings
What you can set up
Suppliers & contracts works out of the box with sensible defaults. These are the choices you can make, straight from your console.
Suppliers
- Pay suppliers within (days of the bill)
- The due date of a new bill, unless the supplier has its own terms.
- Warn before a licence or document expires (days)
- Owners and admins get one email, and the supplier is flagged in the list.
Supplier bookings
- Supplier replies go to
- Your operations inbox. Leave blank to use the business email.
- Note on every supplier request
- E.g. “Please confirm within 48 hours and quote our reference on your invoice.”
- Request services this many days before the departure
- Departures closer than this with services not yet requested are flagged on the departure and in Today.
Allotments
- Release unused allotment automatically
- On the release date, rooms or seats you haven’t used go back to the supplier and can no longer be booked.
- Warn before a release date (days)
- Owners and admins get one email listing what will be released and how much of it is used.
Bills & payables
- Remind me of bills due within (days)
- Shown on Finance › Supplier bills and in the notifications.
- Pay runs: account holder
- For the SEPA payment file your bank imports (pain.001). Leave the three bank fields blank to export CSV only.
- Pay runs: IBAN you pay from
- Pay runs: BIC
Operations
How operations plugins fit in
Operations plugins cover the work around each departure: tickets and check-in, traveller details, waivers, guides, resources and costs. Your team sees the same live information, from the office to the meeting point.
- 1
Switch it on
Open Plugins in your console and turn it on. No code and nothing to install.
- 2
Make your choices
Adjust the settings to match how your business works, or keep the defaults.
- 3
It works everywhere it should
Your website, checkout, emails and console pick it up straight away.
Related
More operations integrations
Part of Trip builder in Tourtify.
QR tickets & check-in
Every confirmed traveller gets a ticket with a QR code. Scan it with a phone at the meeting point to check them in. Duplicates, cancelled bookings and the wrong day are caught.
Self-service changes
Let travellers move their booking to another date, or cancel it, from their booking page, within the rules you set. Seats move instantly and your team is told.
Traveller details
Collect passport, date of birth, dietary needs and emergency contacts after booking, per traveller. Checkout stays short; you get everything before the trip.
Waivers & consent
Each traveller signs your waiver or terms online before the trip, or on site. We keep the exact text they signed, with time, IP and a tamper-evident seal.
Tour guides
Create guide profiles and assign them to departures. Show guide bios and photos on tour pages. Automatically notify guides when new bookings are confirmed.
Resources & tasks
Assign vehicles, boats, equipment and venues to departures without double-booking them. Checklists per tour create tasks when a departure gets its first booking. One schedule of every guide, vehicle and resource with drag to reassign, conflicts checked every morning, and a private calendar feed for each team member and vehicle.
FAQ
Suppliers & contracts: questions
Which parts are on which plan?
Contracts, supplier bookings and bills are on Growth; allotments are on Scale.
Are supplier bank details safe?
They are stored encrypted.
Can suppliers confirm without logging in?
Yes. Requests include a confirm link, in the supplier’s language.
What happens to an allotment on its release date?
With automatic release on, unused rooms or seats go back to the supplier and can no longer be booked.
Which plans include Suppliers & contracts?
Suppliers & contracts is available on Growth & Scale, at no extra cost. Allotments & release dates is included on Scale.
How do I switch on Suppliers & contracts?
In your Tourtify console, open Plugins, find it in the list and switch it on. Its settings open straight away, and you can switch it off again at any time.
Do I need a developer?
No. Plugins are built into Tourtify and set up from the console. Where an outside account is involved, such as a payment provider, you connect it by entering your account details.
Does Suppliers & contracts work with my other plugins?
Yes. Every plugin is built and maintained by Tourtify, so they work together: discounts, deposits, vouchers and fees all add up correctly at checkout.
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