Travel agents send quotes before a client commits to a trip, usually after an initial consultation. Clients often compare your quote with online booking sites and other agents, so the quote needs to show what your fee covers beyond a price on a screen. Prices for airfare and hotels change quickly, so quotes also need an expiration date.
When to use estimates: Use estimates to provide project quotes and get client approval before starting work. Once approved, convert your estimate to an invoice with one click to collect payment.
Create an invoice for payment collection
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Invoice_1001_Client_2026-10-14.pdf
Prices differ for adults, children, and infants, and some suppliers require exact ages to price correctly.
Fares and rates change with dates. Note whether the quote assumes fixed dates or a date range.
State whether the quote covers flights, hotels, transfers, tours, insurance, and meals, so the client doesn't assume something is included.
Supplier prices are not held until payment is made. An expiration date sets expectations on price changes.
Clients should know before you start planning what you charge and whether it applies if they do not book.
These affect the client's cash flow and the risk of losing the booking.
Clients should see both supplier penalties and any agency fee for changes before they commit.
| Service | Priced | Typical range |
|---|---|---|
| Initial consultation / trip planning deposit | flat fee | $50-250 |
| Custom itinerary planning (leisure) | flat fee per trip | $150-750 |
| Complex or luxury multi-destination planning | percent of trip cost | 8-15% |
| Domestic airline ticketing fee | per ticket | $25-50 |
| International airline ticketing fee | per ticket | $40-100 |
| Group travel coordination (weddings, reunions) | per traveler | $25-100 |
| Visa or passport document assistance | per traveler | $50-150 |
| Changes or cancellation handling after booking | per hour | $40-100 |
Typical US ranges. Rates vary by region, experience, and job size.
A clear line for your service fee next to supplier costs shows the client what they are paying you for and avoids comparison confusion with online booking prices.
Presenting two or three hotel or itinerary levels gives clients a choice and helps them decide without shopping elsewhere.
For complex itineraries, take a planning deposit before sending a detailed proposal. It filters out casual shoppers and covers your time if the client books elsewhere.
For international trips, note that prices may change with exchange rates or fuel surcharges. List which costs are fixed and which may vary.
Most agents set 3 to 7 days for airfare and a bit longer for packages or cruises. Prices are not guaranteed until deposit is paid, so say that in the quote.
For simple bookings, quotes are usually free. For custom or multi-destination trips, many agents charge a planning deposit that is credited toward the final fee if the client books.
State in the quote that prices are subject to availability and change until payment. If a price increases before booking, notify the client in writing and get approval before proceeding.
A signed service agreement or acceptance of the quote is good practice. It documents the fee, cancellation terms, and the client's approval of the itinerary and prices.
Use the Travel Agency invoice template to bill the client, or convert this estimate once it's approved.
Travel Agency invoice template