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Tour Operator Software
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Tour Operator Software · Available now

Packages, bookings and the trips that deliver them.

Tour Operator Software connects what you sell with how you run it. A tour package has a name, an itinerary, a duration in days and a base price, and it is built on the operational trip that delivers it.

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  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewTrips awaiting approval
Tour Operator Software · Trips

Trips awaiting approval

Approval conditions

New trip
Trips in view
6
NameCustomerOriginDestinationPlanned startPlanned end
Coastal lighthouse day tripBlue Mesa Group ToursHarbor Point visitor centerWest Cape lighthouse28 Oct02 Nov
Canyon sunset excursionNorth Ridge RetreatsCedar Cove HotelRed Mesa overlook31 Oct03 Nov
Old town walking transferBlue Mesa Group ToursNorth Ridge trailheadHarbor Point marina26 Oct28 Oct
Highland winery circuitCedar Cove Travel Co.Old Town stationHighland vineyard estate02 Nov10 Nov
Riverside heritage tourSummit Gate HotelsBayfront ferry terminalRiverside heritage museum28 Oct04 Nov
6 of 6 records
Coastal lighthouse day tripTrips · TRP-15286
CustomerBlue Mesa Group Tours
OriginHarbor Point visitor center
DestinationWest Cape lighthouse
Planned start28 Oct
Planned end02 Nov
Approve tripTRP-15286 · Coastal lighthouse day trip

The dispatcher approves each trip before it is scheduled.

Waiting for Evidence Reviewer
ApproveReturn
Example screen with sample data
Tables, ready to use
12
Saved views
11
Roles with set permissions
6
Reports and dashboards
7
Features

Work for dispatchers, drivers and billing

Every feature works on the same records. Pick one to see the screen your team works in.

Tour packages

Sellable packages with itinerary, duration and base price.

  • Package on a trip
  • Itinerary in one place
  • Checked before saved
  • Tour packages
  • Trips
Explore tour packages
OverviewTour packages
Tour Operator Software · Tour packages

Tour packages

Tour packages

New
Package nameDuration daysBase priceOperational record
Coastal lighthouses, full day4780Riverside heritage tour
Canyon sunset and stargazing24940Highland winery circuit
Old town food walk1280Bayfront culinary tour
Highland vineyard weekend26370Riverside heritage tour
River heritage cruise and walk5640Bayfront culinary tour
6 of 6 records
Coastal lighthouses, full dayTour packages · TP-56339
Duration days4
Base price780
Operational recordRiverside heritage tour
Example screen with sample data
Process

From booking to completed tour

Booking to completed tour ships ready to use. 2 steps need a named approval before the work moves on: Approve trip (Evidence Reviewer) and Confirm completion (Evidence Reviewer).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Book tour

    Record the customer, package, departure date and travellers.

    Coastal lighthouse day tripTRP-15286 · Dispatcher
    Book tourBy Dispatcher

  2. Confirm booking

    Reserve and confirm the booking before departure.

    Coastal lighthouse day tripTRP-15286 · Dispatcher
    Confirm bookingBy Dispatcher

  3. Approve trip

    The dispatcher approves the trip's vehicle and driver.

    Coastal lighthouse day tripTRP-15286 · Dispatcher
    Approve tripBy Dispatcher
    ApprovalThe dispatcher approves each trip before it is scheduled.

  4. Run trip

    The driver records each stop's actual times.

    Coastal lighthouse day tripTRP-15286 · Driver
    Run tripBy Driver

  5. Confirm completion

    A reviewer confirms the hand-over evidence.

    Coastal lighthouse day tripTRP-15286 · Evidence Reviewer
    Confirm completionBy Evidence Reviewer
    ApprovalThe evidence reviewer confirms completion before charges are released.

  6. Invoice charges

    Invoice the charges released by confirmation.

    Coastal lighthouse day tripTRP-15286 · Billing Clerk
    Invoice chargesBy Billing Clerk

Start with Booking to departure

Inside a record

One tour from package to invoice

Open any trip to see its delivery evidence, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Customer, Origin, Destination and Planned start.

  2. 2
    Delivery evidence

    Each line is linked to this trip.

  3. 3
    Who works on it

    Dispatcher, Driver and Evidence Reviewer, each with their own permissions.

  4. 4
    Process stages

    Set up fleet and packages and Approve trip, with the role that acts.

  5. 5
    Approvals

    Approve trip and Confirm completion, with who decides.

Trips awaiting approvalCoastal lighthouse day trip
Tour Operator Software · Trips

Coastal lighthouse day trip

Blue Mesa Group Tours

Log activity
1
Record details
CustomerBlue Mesa Group Tours
OriginHarbor Point visitor center
DestinationWest Cape lighthouse
Planned start28 Oct
2
Delivery evidence

Coastal lighthouse day trip

IdTripDelivered at
TRIP-2026-0412Canyon sunset excursion26 Oct
BOOK-2026-0831Old town walking transfer16 Oct
CHG-2026-0194Canyon sunset excursion16 Oct
Delivery evidence
6
3

Who works on it

  • DispatcherManage tour packages, tour bookings, Trips, trip stops
  • DriverManage assigned trip stops, delivery evidence
  • Evidence ReviewerManage delivery evidence
4

Process stages

  • Set up fleet and packagesOperations Manager, Dispatcher
  • Approve tripDispatcher, Driver
5

Approvals

  • Approve tripEvidence Reviewer
    Approved
  • Confirm completionEvidence Reviewer
    Waiting
Example screen with sample data
Approvals

Trips approved, completions confirmed

OverviewApprovals
Tour Operator Software · Overview

Approvals

Signed in as Evidence Reviewer

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • DE-11221TRIP-2026-0412
    Canyon sunset excursionRequested by Dispatcher
    Waiting0dActions
  • DE-47528BOOK-2026-0831
    Old town walking transferRequested by Dispatcher
    Waiting4dActions
  • DE-55956CHG-2026-0194
    Canyon sunset excursionRequested by Dispatcher
    Waiting3dActions
  • DE-90662TRIP-2026-0413
    Airport to harbor transferRequested by Dispatcher
    Waiting5dActions

Who approves what

DecisionApprover
Approve tripThe dispatcher approves the trip's vehicle and driver.Evidence Reviewer
Confirm completionA reviewer confirms the hand-over evidence.Evidence Reviewer
Approve TripsDispatcher
Approve delivery evidenceEvidence Reviewer
4 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Tour Operator Software to the work that is theirs. Pick a role to see what it starts with.

Dispatcher

Captures packages and bookings and approves, schedules and dispatches trips.

This is the first screen this role sees.

OverviewFleet schedule

Fleet schedule

Trips · Dispatcher

NameVehicleDriverPlanned startPlanned endStatus
Coastal lighthouse day tripShuttle 3, 10 seatsJonah Mercer27 Oct05 NovApproved
Canyon sunset excursionCoach 18, 52 seatsMaya Raman28 Oct31 OctScheduled
Old town walking transferMinibus 9, 22 seatsNoah Bell16 Oct18 OctIn progress
Highland winery circuitCoach 12, 44 seatsMaya Raman28 Oct01 NovApproved
Riverside heritage tourCoach 6, 38 seatsFarah Qureshi23 Oct29 OctScheduled
6 of 6 records
Example screen with sample data

Roles and permissions

Reports

Bookings, punctuality, fleet and charges

Bookings, travellers, punctuality, fleet use, completion outcomes and charges.

Overview
Tour Operator Software · Overview

Tour Operator Software dashboard

This quarter

Delivery evidence in view
6

Trips by status

How far records got this quarter

StageReachedStep
Requested34
Approved1132%
Scheduled436%
In progress125%

Number of trips by status

Sample counts per stage

200
-50Requested
-60Approved
20Scheduled
20In progress
20Completed
Example screen with sample data
  1. 01Bookings by package and month

    How do enquiries turn into confirmed departures, package by package?

  2. 02Travellers by departure

    How many confirmed travellers are on each departure?

  3. 03Trip punctuality

    How do actual start, end and stop times compare with the plan?

  4. 04Fleet utilisation

    How many trips does each vehicle run, and how long is it in maintenance?

  5. 05Completion evidence outcomes

    Confirmed and disputed evidence by driver and route.

  6. 06Charges by status

    Draft, approved and invoiced trip charges by trip and charge type.

  7. 07Package revenue

    Base price times confirmed travellers per package.

All reports and dashboards

Who it's for

Fit the tours you run

See how Tour Operator Software fits your kind of team.

Inbound tour operators

Run multi-day packages with your own coaches and guides.

Day-tour and excursion companies

Run daily departures with tight turnarounds.

Transfer and shuttle operators

Run airport and hotel transfers with proof of hand-over.

Controls

No duplicate bookings, no billing before proof

Each stage of booking to completed tour names the role that acts and the status it records, so a change is never anonymous.

OverviewBooking to completed tour
Tour Operator Software · Process

Booking to completed tour

Each stage, the role that acts and the status it records

Process stages
10
Approval steps
2
Roles involved
5
Tables touched
7
Confirm booking
Dispatcher
StatusEnquiry → Reserved → Confirmed
Approve tripApproval
Dispatcher, Driver
StatusRequested → Approved
RecordsVehicles, Trips
Run trip
Driver
StatusApproved → Scheduled → in progress
RecordsTrips
Booking to completed tour
  1. Start
    Confirm bookingEnquiry → Reserved → Confirmed
    Dispatcher
  2. Approval
    Approve tripRequested → Approved
    Vehicles
  3. Step
    Run tripApproved → Scheduled → in progress
    Trips
  4. Approval
    Confirm completionPending → Confirmed
    Trips
  5. Step
    Handle disputesPending → Disputed
    Trip charges
Example screen with sample data

See each stage in detail

AI agent

Prepare tomorrow's departures with Proto

Prepare and review tour operations with Proto.

It can

  • Dispatcher: List tomorrow's departures with confirmed travellers and the vehicle planned for each.
  • Evidence Reviewer: Show pending completion evidence from yesterday's trips.
  • Billing Clerk: List approved charges not yet invoiced, by customer.
  • Operations Manager: Show trips that started late this week and where time was lost.

Stays with a person

  • The dispatcher approves trips, the evidence reviewer confirms completion and the billing clerk invoices.
  • Proto prepares lists and drafts for them; it does not approve, confirm or invoice on its own, and it works with the permissions of the person or service account it runs as.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Tour Operator Software
  • Booking channels and partners
  • Payments
  • Accounting
  • Driver devices
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 12 tables
12tables
  • Tour packages2
  • Bookings3
  • Trips and dispatch4
  • Fleet and drivers3
  • Trip completion and documents4
  • Charges and invoicing3
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Agree the operating boundary

    The system holds packages, bookings, trips, stops, fleet, evidence, documents and charges. Booking channels, payments and accounting stay in connected systems. You decide pricing, departures and dispute outcomes.

  2. Map the source data

    Agree vehicle numbers, package names and the trips behind them. Load upcoming bookings and open trips.

  3. Configure a bounded pilot

    Run a month of departures live: bookings, dispatch, completion and charges.

  4. Rehearse the exceptions

    A repeated booking is rejected, completion needs the reviewer’s confirmation, disputed trips keep their charges in draft, and observed stop times never overwrite planned ones.

  5. Reconcile and release

    Compare bookings and charges with your current records, get sign-off from the operations manager and agree the rollback window.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Tour Operator Software.

All questions
How do I get started?

Click Get started, then use Proto to configure Tour Operator Software for your business. Start with your main packages, the trips that run them, your fleet and the next season's bookings.

How are packages connected to operations?

Each package is built on the trip record that delivers it, so sales and operations work from the same tour.

What stops double bookings from partners?

A booking repeated from the same source is rejected when it is captured.

Who approves a trip?

The dispatcher approves each requested trip after checking the vehicle and driver.

How do we prove a tour was delivered?

The driver records the hand-over time, recipient and proof, and a reviewer confirms it. Confirmation completes the trip.

What happens when a customer disputes a trip?

The reviewer disputes the evidence and the trip's charges stay in draft until it is settled.

Do you issue vouchers?

Not in this system. Vouchers and customer documents stay in your booking or document tools.

Can drivers use their phones?

Yes. Drivers log in as themselves to record stops and completion evidence on their assigned trips.

What drives the cost?

Ordinary manual use has no per-user charge under the platform policy. Imports, integrations, agent execution and other machine work use prepaid credits; implementation is scoped separately. The pricing page lists current rates.

Set up Tour Operator Software your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

A personal agent for your business

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