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.

Document readiness

The Overview step of every booking starts with a tracker showing where each document stands:

• Itinerary: ready or not generated;
• Invoice: sent, with the date, or not sent;
• Profit & Loss and Guide sheet: available on demand.

Each has a link to view or generate it.

Documents & Finances

Step 04 Documents & Finances holds everything else. Generating documents is locked while the booking is an Enquiry; move it to Quoted or later first.

Above the Documents card, an Invoice summary shows the price breakdown, processing fee, the 30% deposit, the amount paid and the remaining balance.

Generated documents

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 and choose Save as PDF in your browser's print dialog.

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 Guidesheet preview

Once a booking is Quoted or later, step 04 shows a Guidesheet card that pulls together everything your guide needs:

• the guide's contact details, trip dates and travelers;
• a trip overview, transport details and accommodation;
• traveler numbers and your important contacts.

Use the download icon for the Word version, or the pencil to change the booking. Click Approve, then Share, to email the guide their Trip Pack link.

The P&L report

The P&L is an internal report for Owner/Admins. It covers:

• Revenue: tour price and add-ons, converted to GBP, less card processing fees;
• Payment tracking: what's been received and what's outstanding;
• Costs: accommodation, fuel, guide, ferry and extras;
• VAT;
• Profit summary: gross margin and the TOMS margin;
• Operations notes: listing anything that's missing.

For an accurate report:

• fill in Cost inputs (P&L) on the Edit page: guest accommodation, guide accommodation, ferry and transport extras, and other extras, with a label for the extras line;
• assign a vehicle with a fuel rate, so fuel is costed from the route, or enter a manual fuel cost to override it;
• choose the right VAT scheme.

A cost you leave blank shows as £0, highlighted, with a note in the report. If any costs are missing, the Documents card shows an amber reminder with a link to the Edit page.

Trip documents

Use the Trip Documents card on step 04 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 included in the guide's Trip Pack and on a driver's My trips page.

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

1. Add your guide on the Guides page, with an email address.
2. Choose Action menu → Edit booking, pick the guide under Assigned guide, and save. The Trip Pack is emailed to them automatically.
3. To send it again later, choose Action menu → Email to guide, or use the Trip pack card on 03 Transport & Logistics. To send the link yourself, choose Copy trip pack link.

The Trip Pack is only emailed automatically to people on your Guides list. If you assign a driver record instead, copy the link and send it yourself. Drivers with their own login can also see the trip on My trips.