Travel agency accounting software: TOOGO Finance
Finance is one of the strengths of TOOGO, the all-in-one ERP for inbound travel agencies (DMCs): it enables the complete, centralized financial management of the agency — not just the commercial activity, but all inflows, outflows and investments. Since everything is connected in TOOGO, the margins forecast in the Trip Builder only become firm in the Dashboard and KPIs once the financial movements are actually recorded: payments received from clients, payments made to suppliers, in their various currencies.
A good manager needs exact, reliable figures, and to be able to compare forecast and actual at any time: that is exactly what TOOGO Finance enables, from the Trip Builder forecast to the real results consolidated in the Dashboard and KPIs. TOOGO Finance is thus the financial management software for the whole travel agency, connected to every file.
A global financial view
A Time View consolidates the results of all Finance tabs (Expenses, Income, Investments and profits, Financial centers, Cash flow) in a single table, with a global chronological view of the activity and a year-over-year comparison.
- Year-over-year comparison possible: previous year (N-1), current year (N), next year (N+1)
- Confirmed revenue for the current year, accumulated up to today
- Confirmed revenue for the following years
- Comparison of revenue with the previous year (N-1)
- Number of confirmed pax, with its own N-1 comparison
- Invoiced but ultimately lost revenue (invoiced incomes lost)
Expenses, income and cash flows
The Expenses and Income tabs centralize all of the agency’s money inflows and outflows, sorted by fully customizable categories, then found month by month and over the year in the Time View.
- Expense and income categories customizable to each agency’s organization: financial costs, administration, technology, promotion, human resources, taxes, cost of sales, commission, etc.
- Group-related expenses (cost of sales) that can be entered from the Finance tab or directly from Logistics, with automatic feed of logistics expenses into Finance
- Cost of sales and client income also viewable file by file, directly from the Group screen and its file tracking
Currency exchange and bank transfers
The Investments & profits tab gathers financial movements that have no impact on current commercial activity but must nonetheless be tracked.
- Investments and reimbursements (contributions, bank loans, etc.)
- Currency exchanges between the agency’s accounts, with automatic application of the day’s exchange rate
- Bank transfers between financial centers, identified and timestamped
- Filtering by partner, by financial center and by year
- Consolidated total in the reference currency, with a breakdown of the total per partner
Tracking paid, unpaid groups, credits and debts
The Pending Money tab centralizes file tracking, invoicing and the tracking of the agency’s balances, receivables and debts.
- Outstanding credits (credits)
- Unpaid groups (unpaid groups)
- Unpaid suppliers (unpaid services)
- Consolidated total pending money, across all currencies
- Line-by-line marking once payment is made (“Settled” checkbox), with payment date and notes
- Additional tracking per invoice in the Invoices tab: status, payment due date, remaining balance to pay, group total
- Tracking of client balances and deposits per file, with invoicing and file tracking centralized on a single screen
The layout of invoices (B2B, B2C, with or without logo) is set in the document editor.
Multi-currency financial centers with exchange rates per client/supplier
TOOGO lets you track financial activity in several currencies at once, to adapt both to the clients’ currency and to that of local suppliers (multi-currency).
Currencies and exchange rates
- Reference currency and exchange rates set in TOOGO’s settings (Settings > Quotation > Currency Rates), not directly in Finance
- Distinct customer exchange rate and supplier exchange rate for each currency
- Online exchange rate, updated automatically, with the date of the last update
Financial centers (Money Centers)
- Each cash register or bank account tracked individually in its original currency (local bank, foreign-currency account, cash register, etc.)
- Consolidated balance of all financial centers, visible at a glance
- Breakdown per financial center (expenses, income, investments) over the chosen period
Built-in financial controls
Two built-in financial controls make the accounts reliable: an automatic calculation of the total of pending payments (according to their date, their payment status and their booking status), and a check, per currency, that each operation is properly attached to a financial center, with a control formula (income - expenses + investments and profits - financial centers) that flags any discrepancy to correct.
Once set, these rates then apply automatically across TOOGO’s entire financial chain: from the quote in the Trip Builder through to the tracking of payments and exchange (FX) differences in Finance.
Margins
Margin and margin rates are calculated automatically from the income and expenses actually recorded, for profitability tracked with precision, file by file.
- Logistics margin and global margin, calculated month by month and over the year
- Direct visualization in the Time View
- Trip Builder forecast margin compared with the real margin, once client and supplier payments are recorded
Overall company expenses
Beyond the cost of the services sold to clients (cost of sales), TOOGO lets you track all of the agency’s operating expenses. Here are a few examples:
- Financial costs
- Administration
- Technology (hosting, website, IT tools)
- Promotion / marketing
- Human resources (salaries, training)
- Taxes
- Categories customizable to the agency’s organization, visible in the Time View month by month and over the year
Export available from most TOOGO screens, with customizable columns and several compatible formats: Microsoft Excel, Xero Application, or specific bank formats, in addition to the complete financial report exportable to Google Sheets, to connect TOOGO Finance to the agency’s accounting ecosystem.
Finance, a reflection of the whole DMC’s activity
TOOGO Finance is the financial reflection of the whole DMC’s activity: what is planned in the Trip Builder becomes concrete here, group by group, supplier by supplier, currency by currency. Expenses, income, exchanges, receivables and debts, multi-currency financial centers, margins: everything is tracked in one place, with no side spreadsheet to maintain in parallel.
And because everything is connected in TOOGO, from the first quote to the last payment, the teams running a DMC find here the same relief as in the Dashboard: less re-entry, more visibility on the agency’s real profitability.
FAQ about TOOGO Finance
Yes. Expenses, income, investments, exchanges, receivables and debts, multi-currency financial centers and margins are tracked in one place, and connected to each file, from the quote to the last payment.
