Travel agencies, including solo home-based agents and small host-agency affiliates, plan and book trips for leisure and business clients. They bill for planning and service fees, group coordination, itinerary design, and sometimes the trip itself when they collect payment on behalf of suppliers. Many also earn supplier commissions, so the invoice needs to separate what the client owes the agency from what is owed to airlines, hotels, and tour operators.
Create an invoice for payment collection
Upload logo
PDF will be generated with filename:
Invoice_1001_Client_2026-10-14.pdf
Most agencies combine supplier commissions with client-facing fees. Commissions from hotels, cruise lines, and tour operators are paid by the supplier and often cover simple bookings, but custom or complex trips usually get a planning fee charged directly to the client. Common structures are a flat planning fee per trip, a fee per traveler, an hourly rate for research-heavy itineraries, or a percentage of total trip cost (often 5-15%) for luxury and multi-destination travel. Airfare typically pays little or no commission, so a ticketing or booking fee per ticket is standard. Group travel, destination weddings, and corporate travel may be priced by a coordination fee plus per-person charges. Change and cancellation handling, rush bookings, and visa or documentation help are frequently billed as separate add-ons. Agencies that collect full trip payments pass supplier costs through at cost and list their own fee as a separate line.
| 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.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Custom itinerary planning: 10-night Italy trip (Rome, Florence, Amalfi Coast) for 2 travelers | 1 flat fee | $450.00 | $450.00 |
| International airfare ticketing fee, JFK-FCO round trip | 2 per ticket | $65.00 | $130.00 |
| Private transfer and rail booking coordination | 1 flat fee | $75.00 | $75.00 |
| Travel insurance enrollment and documentation review | 2 per traveler | $25.00 | $50.00 |
| Itinerary revision after supplier schedule change | 1.5 hours | $60.00 | $90.00 |
| Total | $795.00 | ||
Notes: Planning fee is non-refundable. Supplier charges for airfare, hotels, and tours are billed separately by each supplier or listed on your trip payment schedule. Payment due within 7 days of invoice date. Cards, ACH, and checks accepted.
Name mismatches can cause ticketing errors and denied boarding, and the invoice becomes a record of what the client confirmed.
Ties the fee to a specific trip so there is no confusion if a client books more than one trip with you.
Lets the client and you match fees to specific supplier reservations when questions or changes come up.
Clients need to see what they owe you and what is passing through to suppliers, which matters for disputes and chargebacks.
Planning fees are usually non-refundable even when a trip is canceled, and stating this on the invoice protects you.
A few states require sellers of travel to register or hold a license and display the number. Check your state's rules.
Suppliers set deposit and final payment deadlines, and missing them can cost the client the booking.
Planning fees are usually collected up front, either at consultation or when the client commits to having you design the trip, because the work happens before any commission is earned. Many agents require 50-100% of the fee at booking and the balance within 7 to 14 days. Supplier payments follow each supplier's own deposit and final payment dates, so you may send a schedule alongside the invoice. Credit cards are most common and give clients some protection; ACH and checks are also used. Late fees are less common on planning fees than in other trades, but if used, a clear policy such as 1.5% per month after 15 days should be in your agreement. Always confirm in writing whether fees are refundable if the client cancels.
Commissions are not guaranteed and can be reduced or voided if the client cancels or books elsewhere. A planning fee covers your time on research and quotes that never turn into bookings.
Clients often assume the agency fee is part of the airfare or hotel price. Separate lines prevent confusion and make it clear what is refundable and what is not.
Rebooking after a schedule change or processing a refund claim can take hours. Set an hourly rate or per-change fee in your agreement and invoice it when it happens.
List each supplier deadline and amount so the client sees what is due and when. Missed final payments are a common source of canceled bookings and blame.
If you collect funds on behalf of suppliers, keep them accurate and documented. Some states have trust or bonding rules for sellers of travel, so check your local requirements.
It depends on how you handle payments. If clients pay suppliers directly, invoice only your fees. If you collect the full amount and pay suppliers, list each supplier cost as a pass-through line and your fee as a separate line so the total is clear.
Yes, many agents do, especially for custom itineraries, airfare, and complex trips. Disclose your fee structure up front and in your service agreement so the client knows how you are paid.
Most agencies treat planning fees as non-refundable because the work has been done. State this in your agreement and on the invoice. Supplier refunds follow each supplier's own policy.
It varies by state. Some states tax certain service fees and others do not. Check with your state revenue department or a tax professional about your specific fees.
Keep signed agreements, the invoice, emails showing itinerary approvals, and proof of services delivered. A clear fee policy accepted in writing is your best protection in a chargeback.
Send a Travel Agency estimate for approval, then turn it into an invoice when the work is done.
Travel Agency estimate template