Know which trips are actually held.
From the moment a quotation is accepted, Wolkcle tracks every supplier hold, traveller document, instalment and voucher on the trip — and tells you which one is missing before the traveller finds out.
Surfaced, not scored away
Unfinished work escalates
Illustrative booking. Figures are an example, not a benchmark.
A booking has more than one ending.
All of them are handled.
Most trips run pending → confirmed → ongoing → completed → closed. The ones that do not are where systems usually give up.
Completed means the coach came back. Closed means the file is finished — money reconciled, suppliers settled, issues resolved, P&L frozen. They are separate on purpose. Marking a booking settled and closing it are two different acts.
On hold
The customer has paused. The booking keeps its content and its schedule without pretending to be live.
No-show
Nobody travelled. Not a cancellation, which happened before departure, and not a completion, which claims a trip that never ran. Both put a false story in the P&L.
Cancelled → Reinstated
Cancelling decides a refund, voids unpaid invoices and flags every supplier. Customers change their minds, so a cancelled booking can be reinstated with the reason on the record.
Reopen
A closed booking can be reopened when something surfaces late. The closure, the reopening and the reason are all kept.
Readiness you don’t have to maintain.
Wolkcle does not ask you to tick a checklist. It reads the work itself — the supplier work orders, the document records, the payment ledger, the vouchers — and answers the three questions an operations desk actually asks.
Suppliers
Every hotel night and vehicle movement is a work order with a supplier. Until the supplier confirms it, the trip exists only on your side.
Documents
Passports, visas, insurance, tickets. Your own paperwork — vouchers, invoices, supplier confirmations — is deliberately excluded: it is not what stops someone boarding.
Vouchers
Generating a PDF is not the finish line. The box turns green when the voucher has been delivered, not when it has been made.
Two rules that make the score trustworthy
A failed thing is not a pending thing.
A rejected supplier, a refused visa and an expired passport are not “in progress”. They need a different decision, so they are surfaced as blockers rather than counted as work still under way. A score that quietly absorbs a rejection is a score you cannot act on.
Time is part of status.
“Two of three confirmed” is routine ninety days out and an emergency four days out. Anything unfinished inside the last week before departure escalates automatically — the same facts, read against the clock.
The same booking, at three points in its life
- Passport validity is measured to the return — not the departure — with the six-month rule most of Asia, the Middle East and Schengen apply.
- Visa state is tracked per traveller across the full sequence: not required, not applied, documents received, applied, biometrics scheduled, approved, rejected.
- Nothing on the readiness record is editable by hand. Each fact is written by the system that owns it — the work order, the document record, the ledger, the voucher.
- There is nothing to tick. Milestone lists and manual checklists were removed from the product: a checklist that nobody updates is worse than no checklist, because it looks like an answer.
Eleven tabs. One trip.
Nothing retyped.
A booking carries everything the quotation carried, plus everything that happens after it. Each tab owns one part of the trip and feeds the same pricing and settlement engines.
Overview — the people and the promise
Customer, trip dates, destinations, party and the traveller manifest. Travellers are named individually with title, age category, passport, visa state and dietary or medical notes. The lead traveller lives on the manifest, not beside it.
Itinerary — the day-by-day programme
Carried straight from the quotation and editable throughout. An amendment that moves dates moves the itinerary with them, rather than leaving a programme describing a trip that is no longer happening.
Accommodations — rooms, nights and provenance
Properties, room configuration, occupancy, meal plan and the nights each room actually covers. Rates carry their provenance, so you can see whether a line was priced from the catalogue or typed in.
Transportation — vehicles against the days they run
Vehicles and legs assigned to the days they run, with rate basis and supplier-side extras kept out of the customer price.
Flights — sectors on their own footing
Sectors with airline, timing and class, priced and taxed separately from the land package.
Additional — everything that is not a bed or a seat
Sightseeing, meals, guides and escorts, permits and miscellaneous, each carrying its own cost and its own selling price.
Pricing — the component ledger, live
The component ledger, the tax engine and the margin, recalculated as the trip changes. It is the same calculator the closure gate and the post-trip review use.
Inclusions, terms, cancellation policy and internal notes
What the customer is promised, what they are not, what happens if they cancel, and what the team needs to know but the customer never sees. Booking and voucher numbers are generated to your own format, so the reference on the file matches the reference in your books.
A voucher is a service order, not a PDF.
When you build the trip, the hotel nights and vehicle movements become supplier work orders automatically. You chase them, confirm them, and issue the vouchers that hold them — and Wolkcle keeps the paper and the plan in step.
- Work orders created from the trip. Hotel and vehicle lines become supplier work orders without re-entry, and stay linked to the line that produced them.
- A real state ladder — draft, requested, on hold, confirmed, rejected, cancelled — with confirmation numbers, cut-off dates and per-supplier notes.
- Batch confirmation requests, sent and tracked, plus a pending-confirmation queue across every booking — so chasing is one screen rather than twenty.
- Payment schedules on the supplier side, held separately from supplier invoices: what you have planned to pay is not the same fact as what you have been billed.
The supplier confirms; Wolkcle records it. Nothing here is confirmed on the supplier’s behalf.
Two audiences. Two documents. One number.
The supplier files the voucher number on day one. It is allocated once per service and never changes — a reissue bumps the revision and marks the previous one superseded. What each side reads is deliberately different.
Issuance discipline
Staleness is detected
Each voucher is fingerprinted at issue. Move a date or swap a room and Wolkcle tells you the paper in the traveller’s hand no longer matches the booking. It flags the voucher; it does not silently reprint it.
Issuance is checked before it happens
By default a voucher will not issue against an unconfirmed supplier or a missing confirmation number. You can override — operations sometimes has to — and the override and its reason are written onto the voucher itself.
Delivery is tracked, because generating is not delivering
Email, WhatsApp, manual hand-off or download — the channel is recorded against the voucher. Consolidate when it helps: one combined document for the whole trip, transport grouped by supplier, or a standalone itinerary voucher.
Documents
Multi-file upload across fifteen document types in four groups — traveller documents, booking documents, operational documents and everything else — with verification status, full-screen preview and completion analytics. Images and PDFs up to 50 MB.
Illustrative trip page. Figures are an example.
Give the traveller their trip, not your phone number.
Every booking gets a private link. Your customer opens it on their phone and sees their itinerary, their hotels, their transport, their travel dates and exactly what they have paid and what is still due. It is read-only, it is revocable, and it stays available for ninety days after the trip ends — because people need their vouchers and payment records after they get home, not just before they go.
- Private by possession. The link carries a 192-bit random token. There is no account for the customer to create and no password to reset.
- Whitelisted, not filtered. Cost prices, markups, commission, supplier identities and amounts, internal notes and the P&L are never sent to the page — not hidden on it, not sent to it.
- Traveller privacy is enforced. Only names and age categories appear, so travellers can check ticket spelling. Passport, visa, medical and dietary details never reach an unauthenticated page.
- Read-only by design. There are no public write endpoints at all — and you can revoke and re-mint the link at any time.
Record the change, or actually make it.
Wolkcle does both.
A date moves. A traveller drops out. The customer adds a day tour. Most systems let you write that down and charge for it — and leave the itinerary, the supplier work orders and the vouchers describing the old trip.
You decide what it touches.
An effects switchboard lets you apply the dates but skip the manifest, or resync suppliers but hold the vouchers. The choice itself is recorded, with an author and a timestamp — a decision to change nothing is a decision, not an absence.
- The change is applied, not just logged. Approving a date change moves the trip dates, the accommodation dates and the itinerary days. Adding a service creates a real booking line — in the itinerary, on the supplier work orders, on the voucher and on the customer’s page — rather than a charge with a paragraph attached.
- Every effect reports back. Dates can move while a supplier sync fails and the manifest is deliberately skipped. All three facts are kept, separately, with the error if there was one.
- Money moves with it. An approved charge becomes an instalment on the payment schedule. A credit — a dropped traveller, a downgraded room — becomes a negative row, so the schedule still sums to the contract value.
- Telling the customer is a separate act. Creating an amendment sends nothing. Informing them, and asking them to accept, are two distinct workflows behind a preview — and consent is recorded apart from notification.
Five effect kinds, five separate results. A partial success is reported as a partial success.
Nine kinds of change, four categories
Categorised as accommodation, transportation, additional service or miscellaneous. Amendments can require approval, or auto-approve where they do not. Vouchers are flagged for reissue by default — deciding to reprint is a person’s job.
While they’re travelling.
Which day of the trip it is, which property they are in tonight, and who to ring — every one of those restated from stored data, never guessed. When the system does not know which hotel covers tonight, it says so rather than inferring one from the destination.
The blank is the feature. A confident-looking guess is what gets a traveller sent to the wrong lobby.
Built on an overlap query: a trip running 28 July to 5 August appears on both months. A half-drawn month is a wrong month, and the agent has no way to tell.
An incident desk
Issues raised against the trip across eleven categories — transfer, accommodation, flight, activity, health and safety, documentation, supplier, weather, billing, conduct, other — with severity, owner, the day of the trip it happened on, and whether the customer has been told. An unresolved critical incident blocks closure.
On-trip expenses, and recovery done properly
What the guide spent, in ten categories, with who fronted it, how it was paid, proof attached, and an approval step. Recorded is not the same as approved, and only the right ones reach the P&L. An expense the customer agreed to bear moves through a recovery lifecycle — billable, invoiced, collected or written off — and the billing happens through an amendment, so it lands on the ledger rather than in a note.
One trip log
Every contact and every issue in a single panel, in the order they happened, so the story of the trip reads as one thread. Calls, emails, WhatsApp messages, texts and face-to-face conversations are all recorded against the trip with direction, priority and whether they are resolved — including the ones that happened outside the system, which is most of them.
One P&L. Every screen agrees with it.
The margin on the booking card, the number in the closure gate, the frozen settlement and the post-trip review all come from one calculator. They cannot contradict each other, because there is only one of them.
Collection that reflects what actually cleared.
- An instalment schedule with real due dates — immediate, or a set number of days before departure, or a date you choose — with percentage or fixed amounts.
- Payments recorded against the instalment, across nine methods including UPI, card, bank transfer, cheque and gateway, with reference numbers.
- An uncleared cheque is not cash. Money that has not cleared is not counted as collected.
- Invoices raised on payment. Paying an unbilled instalment raises the invoice automatically, so the ledger and the paperwork stay in step.
- Credits are representable. An amendment that reduces the contract produces a negative instalment rather than an impossible one.
Bookings carry their own base currency, with customer-currency presentation where the two differ. Rates are the ones you enter.
Illustrative booking. The arithmetic is the engine’s, not the marketing team’s.
Three planes. Never blended.
Position, cash and exposure answer three different questions and never borrow each other’s numbers. Blending them into one adjective is exactly what lets a wrong number look plausible.
Position
What the trip is worth and what it costs, on an accrual basis. Margin lives here and nowhere else.
Cash
Money that genuinely moved. Not what was invoiced, not what was promised, not a cheque still in the drawer.
Exposure
What is still to come in and out — and whether you are funding the trip out of your own pocket.
It refuses to flatter you.
Every figure carries its basis. When there are no supplier invoices, the cost side is the package’s own cost prices and the response says so. And when a package carries no cost lines at all, the margin is not reported as 100% — it is reported as unavailable, with the reason. The previous implementation reported a 100% margin on almost every booking. That is why it was rewritten.
Closing a trip is a gate, not a button.
Before a booking can be closed, Wolkcle runs eight checks and tells you which ones failed and by how much. You see the shortfall, not just the red light.
- Closing freezes the P&L. The settlement snapshot is taken at closure, from the same calculator every other screen uses, so the number someone signed off cannot drift afterwards.
- A closed booking is locked. Content edits stop. The file is finished.
- Marking settled is not closing. Reconciling the money and shutting the file are two different acts, and Wolkcle keeps them apart.
- Reopen when something surfaces late — with the reason, the author and the prior status all retained.
What the trip actually earned,
and what is still hanging.
The financial review is the conversation you have with yourself after the coach pulls away: did that trip make money, is the money in the bank, and is anything still outstanding?
A margin bridge, not a number.
Not “you made ₹76,400”, but where the quoted margin went — the hotel that invoiced above the priced cost, the billable expense nobody billed on, the amendment that was collected.
- Collection timing. Whether the balance cleared before departure, and how long the agency funded the trip out of its own pocket.
- Per-service contribution and unit economics — per traveller, per night — and a clean null where the party size or night count is unknown, rather than a confident-looking number.
- Customer feedback and NPS, captured against the booking after return.
- A reminder for the balance that survives the airport. Payment chasing normally stops at departure. Post-trip balances get their own reminder, because that is the money agencies most often lose.
The desk tells you what is due.
Across every booking, Wolkcle surfaces the work that needs a person today. Each one is scored by urgency and carries the action that resolves it. These are catalogue-driven rules reading your own data — not a prediction.
And you can just ask.
The assistant works on the booking in front of it. Ask it to confirm a booking, record a payment, chase a supplier or walk you through a cancellation — and every write is previewed and confirmed by you before anything changes. Nothing is written on your behalf.
Selling, operating and accounting are different jobs.
Seven roles, gated at the route, so the person who books the trip is not necessarily the person who cancels it, and the person who runs it is not necessarily the person who sees the margin.
| Role | What it is for |
|---|---|
| Owner | Unrestricted. |
| Admin | System-wide settings, templates and configuration. |
| Sales manager | Lifecycle decisions — confirm, cancel, reinstate, close, reopen — plus content and finance. |
| Travel consultant | Builds and edits bookings and quotations. No lifecycle decisions, no finance. |
| Operations | Supplier confirmations, vouchers, dispatch, operational notes, starting and completing trips. Not the money. |
| Accountant | Payments, refunds, schedules, supplier payables and the financial views. Not the trip content. |
| Viewer | Read-only. |
- Every booking is scoped to your organisation. Tenant isolation is enforced at the query, not the view.
- Every change is attributed — who confirmed, who cancelled, who closed, who overrode a voucher check.
It starts from an accepted quotation.
Booking management is one module of the operations desk. The quotation becomes the booking without re-entry, the instalments become invoices, and the settled file feeds the numbers you report on.
Ready to see which trips are actually held?
Bring your next confirmed booking into Wolkcle. Chase the suppliers, issue the vouchers, and close the file with the margin you can defend.