Free Travel Agency Invoice Template & Generator
Invoice travelers and corporate clients for planning services and booked travel components, keeping agency fees and supplier charges easy to identify.
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| Description | Qty | Rate | Amount |
|---|---|---|---|
| Travel planning and booking fee | 1 | $275.00 | $275.00 |
| Hotel package | 4 | $225.00 | $900.00 |
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Agency fees versus supplier costs
Identify the traveler or group, trip dates, itinerary or booking reference, and currency. Separate your planning, booking, change, or concierge fee from airfare, lodging, tours, transfers, and insurance. State which supplier charges are paid through you and which are paid directly.
Deposits, changes, and cancellations
Show deposits and scheduled balances by booking. Change and cancellation fees should reference both your service terms and the supplier rules. Do not describe a supplier amount as refundable unless the booking conditions confirm it; use the invoice to record the transaction, not rewrite the fare or hotel policy.
How to make a travel agency invoice in 7 steps
Open the invoice with the fields already set up
Start from this page so the invoice loads with line items and wording used for travel agency work. Creating and previewing needs no account.
Add your details and the client
Enter your business name, address and contact details, then the client name and billing address exactly as they should appear on the record.
Give the invoice a number and dates
Use a unique invoice number in one unbroken run, then set the issue date and the due date so the payment term is unambiguous.
Replace the sample lines with the work you did
Swap the example lines for the real job. Describe each item plainly enough that the client recognises it without calling you. The starting lines here open with travel planning and booking fee.
Check the totals and any tax
Totals calculate as you type. Confirm the quantities, rates and any tax line against your own records, since sales tax rules and what is taxable differ by jurisdiction.
State how and when to pay
Add the payment terms, the methods you accept and any late fee your agreement allows, so the client has no reason to wait for clarification.
Preview, then download the PDF
Read the finished invoice before you send it. Preview is free; a PDF download costs $4.99, or is included with Unlimited.
Frequently asked questions
How does a travel agent invoice a client?
List the trip and traveler, your planning or booking fee, each supplier component, deposits already paid, currency, due dates, and remaining balance.
Should airfare and hotel be separate lines?
Yes. Separate supplier components and agency fees so the client can understand the itinerary cost and what your service covers.