Booking Process Step: Invoice

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Email the client a copy of the invoice from VacationCRM. Double-check all info including the deposit amount, balance due date, deposit due date, travel dates, room type, resort name, DOBs, name spellings etc. prior to sending. The email should say “Please double check your names, dates, location, etc. and email me back a confirmation email indicating that it is okay to charge the $X deposit with card you provided.”  These should be set up as an email template in VCRM.

VCRM technology allows for downloading the reservation details from several tour operators, For the others, you will need to use the copy & paste method or stripper method.  Periodically review the current list of Integrated Suppliersso that you can save a lot of time when preparing invoices.

Deposit Amount: The deposit will vary depending on airfare cost, accommodations, & insurance included or not. Refer to the invoice for the correct deposit amount and the deposit due date. If published air is on the booking, it typically will only hold one day. If it has bulk air, then it will typically hold 3 days.  If you need a deposit extension, then request it from the TO (some can do this).   The deposit amount must be the minimum listed on the invoice, but can be increased, if you prefer.

Guaranteed Reservations:  We have an exclusive and proprietary agreement with TI  and GoGo whereby clients who purchase Cancel For Any Reason Insurance (CFAR) need to pay a deposit for the cost of the insurance only at time of booking. The cost of the air is deferred until final payment is due.  The agent must guarantee air & deposit at the time of booking.

If CFAR is not purchased, the client must pay the air in full at the time of booking.

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Step: Payment ​​

Step 5 Payment for the reservation should be made immediately upon receipt.  Prior to processing the payment, written confirmation is needed to confirm the reservation is correct and it’s ok to place the deposit with the credit card provided.  When processing payments for TI and GoGo, these should be done right through VCRM by using the “Submit Payment to Supplier” button on the payment page.

How to Post a Payment: https://youtu.be/Fcd8-2p8tTk  ​VacationCRM is PCI compliant, so the database is secure.  Record all payments made in the database.  Payments can NEVER be made directly to an agent.  All payments must go through the vendor or the agency.
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Step: Deposited Invoice

Step 6 Deposited Invoice: Email a copy of the deposited invoice to the client through VCRM after the payment is processed, again double-checking all info on the invoice compared to the supplier website/ invoice.  Always double check this and make sure you’re reflecting the GROSS rate or else you won’t be paid commission on the booking! Note: payments may be made on tour ops booking engine directly, or by calling a tour op representative. Always update invoice after placing additional payments & send client an updated copy (do not “associate the payment with the booking in VCRM, otherwise payment will duplicate).

Final Payment - Send final payment REMINDER by email 10 -14 days prior to final payment.  Enable the auto-email payment reminder in VCRM.

How to set up Auto Email Templates:  https://youtu.be/wlSvjjQsvsY