Travel operator software for East Africa

The whole trip, on one file.

Enquiry, flights, camps, SGR, supplier rates, proposal, voucher and invoice. Your desk works from one record, so nobody rebuilds it in a spreadsheet.

Book a demo →See it book a client

We set it up with you · We run it alongside your current process

Mara and coast honeymoonExample

Nairobi to Maasai Mara$420Flight, 2 seats

Staying at Sample Mara Camp$2,2881 room, 2 nights, full board

Nairobi to Mombasa, SGR$84Premium, return

Station transfer$40Pickup 20:30, guests arrive 20:30

Client pays$2,832Your margin on this trip: 24%

A day on a travel desk

The work is rarely hard. It is scattered, and that is when mistakes get expensive.

08:40

The rate is in a PDF

A client wants the Mara in February. The contract is somewhere in last year's email, and the season has changed.

11:15

The quote goes out without a margin

Costs are in dollars and shillings across three tabs. You find out what you made after the client has paid.

19:50

The train is in, the driver is not

Pickup was typed by hand. The arrival moved, and the transfer never heard about it.

Follow one trip

Seven steps, one record

Enquiry

Email, telephone or your website, all in one list, with the booking name, dates and guests.

Pending enquiriesExample

Honeymoon, Mara and coastWebsite

Inside Travelflow

What your desk sees

Screens from the software, shown with sample data.

The Travelflow dashboard, showing gross profit, booked sales, margin and a list of urgent items, with sample data. — **Dashboard**Sales, margin and what needs attention today.

A trip in Travelflow, showing each day of the itinerary in time order with the booking status of each service, with sample data. — **Itinerary**Every day of the trip in time order, with each booking's status.

The details

It knows the rules you carry in your head

Each of these started as a real supplier sheet or a real booking problem.

Staying at Sample Mara Camp2 + 2First child free, second at 50%

Child rules that price themselves

Enter every child. If a camp gives the first one free, the quote leaves that child out.

Guests arrive 11-12 at 20:3020:30Mombasa Terminus, SGR

Pickups that follow the arrival

A transfer picks up the flight or train arriving that day and fills in the time and place.

Serengeti park feesBilledTanzania, in the package total

Kenyan park feesAt the gateShown to the client, left out of the total

Park fees handled by country

Priced by visitor type and age. Each fee is either billed on the trip or shown as payable at the gate.

Voyager Beach Resort5 rooms, 5 nightsContract rate, one season

Stays that read the way you say them

Rooms and nights in plain words, with seasons split for you when a stay crosses two.

Cost $397Sell $572Contract rate and customer rate

Your cost and your selling price

Sell at the supplier's customer rate or your own markup. Every line shows both.

Safari cruiser700 kmCharged per km, 2 vehicles

Vehicle lease5 daysCharged per vehicle per day

Safari cruisers and vehicle leases

Charge a cruiser by the kilometre, or lease a vehicle by the day, with the seats, driver and mobile on the booking.

Madaraka ExpressReturnClass, timetable and fare conditions

The SGR booked like a flight

Choose the stations, train and class. Outbound and return stay together as one journey.

Start with the region already loaded

269 researched hotels and lodges across Kenya, Tanzania, Uganda and Rwanda, ready for your own contracts, plus 15 regional flight operators and 10 transfer companies.

SafarisCountry, area, camp, then what that camp offers.

Coast and hotelsRooms, board basis and included services on one stay.

Trains and flightsJourneys that feed the pickup, the itinerary and the voucher.

Beyond the trip

Your money, your vehicles and your early deals

The same trip feeds the books, the fleet and the deals you paid for in advance, so no one keeps a second spreadsheet.

AccountingInvoices, client payments and supplier bills post to the books on their own. Keep a bank account for each currency, reconcile against your statement, and see exchange gains and losses. Send clients and suppliers a statement, and record one payment against many invoices.
Vehicles and driversBook your own vans and cruisers on transfers and road trips. Travelflow refuses a vehicle that is already out, off the road or out of papers, and a driver on leave. Each vehicle keeps its service history, kilometres and fuel.
Prepaid dealsWhen a hotel or airline gives a better price for paying early, record the deal once and use its rooms or seats on bookings as they come in. You always see what is left, and what you paid for but did not use.

Also in the box

ProposalsA clean client document, with manager approval first.
Vouchers and invoicesCreated from the trip, so nothing is typed twice.
ReportsSee what is selling and what you are making.
Roles and permissionsDecide who can see and approve what.
Your own booking websiteEnquiries land straight on your desk.
Marketing packagesBuild an offer, set its dates, publish it with photos.
Supplier listRates, services and contacts, with filters.

Security and controls

Controls you can show an auditor

Every price, approval and payment has a name and a time against it, and the person who checks the work is not the person who did it.

Write-only audit trailEvery change is logged, and entries cannot be edited or deleted.
Two-person checksNobody can approve their own proposal.
Permissions by roleEnforced on the server, not just hidden on the screen.
Money stays on the recordMistakes are reversed, never erased.

Read about security

Getting started

Off the spreadsheets, one step at a time.

Nobody switches a travel desk overnight. We set Travelflow up around how you already work, bring your data across, and run alongside your current way of working until your team is ready.

DiscoveryWe go through your business with you: the trips you sell, your main suppliers and contracts, the currencies you work in, and who approves quotes and payments today.
ConfigureTravelflow is set up for your company before anyone uses it.
- Company details, logo and bank details for invoices
- Currencies, exchange rates and a bank account for each currency
- Your own vehicles and drivers, if you run them
- Users, roles and who approves what
Bring your data acrossWe bring your suppliers and clients across with you. Contract rates and airline timetables load from spreadsheet templates, every season in one file, so your team can keep them up to date themselves.
Train the teamShort sessions for each desk: consultants, managers who approve proposals, and whoever handles the accounts. Each one is taught on a real trip.
Run in parallelReal enquiries go through Travelflow alongside your current process. Differences are found while both are running, not after.
Go liveWhen your team is confident, you enter your opening balances and Travelflow becomes the record. Your old spreadsheets stay for reference, and nothing is lost.

Questions operators ask

Can I load my own supplier contracts?

Yes. Seasons, room types, adult and child rates, and customer rates all live under each supplier.

Which currencies does it handle?

USD, EUR, GBP, KES, TZS, UGX, ZAR and AED. Each trip shows its total in one currency at your saved exchange rate.

Can clients enquire online?

Yes. Your website takes enquiries and lets clients build a trip, and each one appears in your pending list.

Does it work outside Kenya?

Tanzania, Uganda and Rwanda are loaded too, and you can add any area, camp or hotel yourself.

See your next trip in it

Send us a real enquiry and we will build it with you, from first message to invoice.