You run a travel agency with bookings for trips, umrah, flights and hotels, each customer pays in instalments, and you want to know how much each customer still owes, which trip is close with money still due, and how much the agency really earned. The free travel agency bookings tracker gives you that from two logs you type.
The problem it solves
In a travel agency, bookings and payments pile up in messages, receipts and scattered tables. The problem shows a few days before departure: a customer asks how much is left, a supplier waits to be paid, and a customer never paid the rest of the trip. And revenue alone does not answer how much is left for the agency after the supplier's cost.
How the sheet works, step by step
- In Settings you write today's date (or =TODAY() so it updates itself) and the number of days for the near-travel alert, and rename the booking types if you want.
- In Bookings you write for each booking: its number, date, customer, phone, type, destination, travel date, number of people, price per person to the customer, cost per person from the supplier, and status.
- In Payments you log each payment you receive: date, booking number, amount and payment method.
- The Bookings sheet itself works out the total, cost, commission, paid, remaining, status and alert.
- You open Follow-up to see whom to call first, and Summary to see sales, commission and collections.
What each sheet does
- Bookings: total price = people x price per person, cost = people x cost per person, commission = the difference, remaining = price - paid, plus a payment status: settled, partly paid, not paid, overpaid or cancelled.
- Payments: the customer's name appears from the booking number, with a "number not found" warning for an unregistered number.
- Follow-up and Summary: bookings with a balance, largest first; sales, commission, collections and a table by booking type.
A walk-through with the sheet's numbers
These figures come from the sample data inside the sheet, for an imaginary agency and imaginary customers, with today's date set to 1 November 2026.
- Nine bookings, eight active and one cancelled, for nineteen travellers.
- Sales 290,500 pounds, cost 249,700 and commission 40,800 pounds, about 14% of sales.
- Collected 184,500 pounds and 109,000 still owed by customers. One booking was overpaid by 3,000 pounds, to be refunded or deducted.
- An umrah booking for three people: price 78,000, cost 67,500, commission 10,500; the customer paid 30,000 and 48,000 remains, and travel is in 14 days, so "near travel, balance due" appears.
- The Luxor and Aswan trip left seven days ago with 2,000 pounds still owed, so "travelled with balance due" appears in red.
- A cancelled umrah booking had 5,000 pounds paid on it, so its status reads "cancelled - review the payment" and its figures stay out of sales.
Why it matters
- Collection: you see each customer's balance and call those whose travel is close before the date.
- Profitability: you know the commission per booking and per type, not only revenue.
- Order: a cancelled booking, an overpayment and a payment with a wrong number all show up with an alert.
- Works in Excel 2016 and later, Google Sheets and LibreOffice, free, with room for 1000 bookings and 2000 payments.
Using the online version
The sheet page opens straight on this example. Type in the white cells and the grey cells update immediately, and add bookings and payments with a form. You can import your own xlsx file made from this sheet, export your work to xlsx, or download the original Excel file. Your data stays in your browser and is not sent to the server. Open the sheet page or the templates list.
Who it suits
It suits a small or mid-sized travel agency, an umrah office, or a bookings officer working alone or with a colleague, who wants to follow payments and commission without a complicated program. To split an amount into fixed monthly payments see the instalments tracker, and for a statement per customer see the customer ledger.
FAQ
How is commission calculated? Commission = the booking's total price - its total cost from the supplier.
What do I do when a booking is cancelled? Change its status to "cancelled"; it leaves sales and the balance, and what was paid on it shows in the Summary for you to review.
Can I change the alert days? Yes, in Settings.
Does it handle more than one currency? No. All figures are in Egyptian pounds.