Travel Agent Invoice Template

Travel Agent Invoice Template allows a quick entry process when developing a bill that must be sent to a Traveler or Client. Generally, several pieces of information will need to be displayed to live up to your Client’s expectations so this template will be divided by topic. You will have an opportunity to identify both parties involved in this correspondence, deliver a method for identifying it, and conveying to the Client how much he or she must pay for the rendered services. As with many such documents, some additional information may be required depending upon the Client’s needs. Luckily, this template will account for this by providing one or two area where you can dispense information directly.

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Bill To
Line Item

How to Write in PDF and MS Word

Download: Adobe PDF & Microsoft Word (.docx)

Step 1 – Get Your Copy Of The Travel Agent Invoice By Downloading It Here

Once you access this page, seek the buttons in the caption of the preview image. For our purposes, determine whether you wish to access the Microsoft Word version of this template or the Adobe PDF version. Once you’ve decided, hover then select the file you require with your mouse.

Step 2 – Produce The Travel Agent Information To Continue

The invoice header will make requests for some basic information so the Traveler or Customer will recognize the origin of this document. Thus, type in the name of the Travel Agency in place of the words “Company Name.”  Identify the Travel Agent or Agency Employee sending this form on the blank line “Name.”  Continue defining the Travel Agency as the Sender by inputting the complete mailing address to the “Street Address,” “City State, Country,” and “Zip Code” lines.  This area will conclude with two more requests for information beginning with the next available line where you must present the Travel Agency’s “Phone” number.  Lastly, place the Travel Agency’s “E-Mail” address on the last line.


Step 3 – Deliver Content Required To Track The Payment Status

The partially shaded bar separating the two series of address lines are meant to serve the specific purpose of displaying the “Invoice #” the Travel Agency assigned to this bill. Furnish this number exactly as it appears in the Travel Agent’s books.  The line with the “Date” label will seek the invoice “Date” when the Agency officially drafts this invoice to place the owed amount as a responsibility of the Traveler or Client. 


Step 4 – Identify The Traveler By Name And Billing Address

The Travel Agency’s booking may apply to the Client or the Traveler may be a separate entity altogether (i.e. an Employee of the Client). The next section, “Bill To,” will insist upon the identity of the Paying Client be submitted for display. For our purpose, we shall assume the Traveler and the Client are one and the same therefore record the full “Name” of the Client just under the heading “Bill To.”  The address where the Traveler will expect to receive his or her bills is the next item of contact, we must produce. Use the empty lines under his or her name as a staging area for this information.


Step 5 – List The Travel Agent’s Fees By Travel Arrangement

The services the Travel Agent provided will need to be outlined for the Traveler paying this invoice. Your staging area for this information is the “Description” box which is in a table presented near the middle of this page. You may record the services that require payment as a booking number, contract number, travel destination/dates, etc. You may list as many travel packages or other descriptions as necessary for the Traveler to recognize the work that was done on his or her behalf.  The cost of the Travel Agent services will need to be listed next to their descriptions. The box with the “Amount” heading will accept this information readily. The “Subtotal” box will expect a value as well. You must add all the Travel Agent’s costs above to one number then present it in the area bearing the “Subtotal” label.

You must calculate how much sales tax must be paid based on your locality and report it in the “Tax” box. The full amount expected by the Travel Agency will need to be documented at the bottom of the column we are working on. This entry must be the “Subtotal” of the Travel Agent Fees plus the amount that must be paid in taxes. 


Step 6 – Payment Instructions Aimed At The Traveler Can Be Delivered At Your discretion

The statement in the lower left-hand area of this page will require the maximum number of “Days” this invoice may remain unanswered by the Client before the Client is considered delinquent in its payment. Record this number on the line attached to “Days” in this sentence.  More room is available for additional content. Locate the lines after “Comments Or Special Instructions” then use the blank lines provided as a staging area for such content.    


How to Write in MS Excel

Download: Microsoft Excel (.xlsx)

Step 1 – Download The Travel Agent Invoice In A Spreadsheet Format

When you wish to acquire the spreadsheet needed to bill Travelers and Clients for the services rendered by a Travel Agency, select the “Microsoft Excel (.xlsx)” link above or the labeled button “Excel” to download it.

Step 2 – Column A Requires Some Prerequisite Information Identifying The Agent

The information defining the Travel Agency’s business identity and contact information are both important items required at the top of this spreadsheet. Begin by locating the image file for the Travel Agency logo in your system then uploading it directly to cell A1 as its contents. 

Furnish the Travel Agency’s legal “Company Name” as the contents of cell A2. 

The address where the Travel Agency receives business mail and check payments should be produced next. Use the “Street Address” and “City, State, Country” lines to present both lines of this address.  The “Zip Code” will need to be recorded separately on the next line.  The “E-Mail” address where the Travel Agency receives electronic mail should be submitted to the appropriately labeled line.  The Travel Agency “Phone” number is your next concern. Make sure it is current and reported on the final blank line of this section. 


Step 3 – Directly Address The Traveler

As we continue down column A, we will encounter an area titled “Bill To.” Here, the Traveler or Travel Agency Client should be displayed in the role of the entity that must pay this bill. To apply this role, find cell A11 then input the full “Name” of the Travel Agency Client.

Follow through on this report by attaching the billing address of the Client to this paperwork in this area as well. Cell A12, A13, and cell A14 should be used for this purpose. 


Step 4 – Make Sure This Paperwork Remains Distinguishable In The Books

This document will need to be easily located whenever it is brought up for a discussion or action. A generally acceptable way to achieve this is to assign it a unique ID number referred to as an invoice number. Once you have determined or retrieved this ID, delete the contents of cell F4 then replace them with the invoice number. Once done, make sure the invoice “Date” in cell H4 is accurate. If it is not, you may change it accordingly. 


Step 5 – Document The Travel Agency Fees Charged For The Provided Bookings

The table following the “Bill To” part of this spreadsheet should be used to dispense the travel arrangements or packages that require payment. Before we list the prices involved, we must list the contract number, booking number, origin and destination, or the billable hours in cell A17.  Cell H17 will accompany the reported “Description” of the Travel Agency’s services and require the price of these services entered as its contents.  The next cell down (H18) will expect a summary of the prices being charged. Satisfy the contents of this cell with the total sum of the values entered in cell H17.  It is important that you list any taxes that must be added to the “Subtotal” as a separate amount for review. If the Traveler or Client must pay sales tax, then inform him or her of the exact amount of money owed for taxes in cell H19.  The last cell of column H requiring your input (cell H20) calls for the total of “Tax” and “Subtotal.” Perform this calculation then enter the result in cell H20. 


Step 6 – An Area Has Been Reserved For Supplementary Information And Instructions

Cell A21 will supply us with a valuable tool. Use the statement it contains as a place to inform the Travel Agency Client of the time he or she has to pay this bill on time. Use the number of “Days” composing this time period as a replacement for the hashtag symbol in the displayed statement.  The Travel Agency may wish to deliver more specific instructions or even provide more information. If so, then cell H22 has been set to receive any such additions.