Booking documents

For: Agents Where to find it: Sidebar → Quotes → Bookings → open a booking → the Services card and the Documents card

A booking produces the paperwork you cannot run a trip without: the request that goes to a supplier, the voucher a traveller presents on arrival, a pack of every voucher for the trip, and a rooming list for the lodges. You issue all of them from the booking page, and each one is numbered, stored as a PDF and listed on the booking.

Client money documents — proformas, tax invoices and credit notes — are separate. They live on the booking's Money panel and are covered in Bookings and invoicing.

Who needs what

Issuing and sending booking documents needs Quote to Book on your account and the Manage bookings permission. No seat is needed. Someone who only has Manage finance can open the booking but cannot issue these documents.

From a service row

Each service in the Services table has its own document actions, which appear as the service moves along.

Request from supplier

Use this to ask a supplier for a service. It is offered while the service is Pending or Requested — sending again is fine, suppliers lose emails — and disappears once the supplier has answered (held, waitlisted, confirmed or cancelled).

  1. Click Request from supplier on the row.
  2. Check the Supplier email. It is filled in from the email Tourium holds for that supplier; change it to send somewhere else. If there is no email on file, you must enter one.
  3. Check Reply to. It opens on your own address, so the supplier replies to you.
  4. Click Send request.

The supplier receives a PDF with the traveller names and the agreed cost for the service. Your sell price is never on it. The service moves from Pending to Requested, and the row shows Request sent.

Send voucher

Once a service is Confirmed, Send voucher appears on its row. A voucher carries the supplier's confirmation reference, which is why it is only offered on confirmed services.

  1. Click Send voucher.
  2. Check the Client email. It is filled in from the booking's client email — never the supplier's. If the booking has no client email, you must enter one.
  3. Check Reply to (your own address by default), then click Send voucher.

The row then shows Voucher issued.

For the whole booking

When at least one service is confirmed, two buttons appear above the services table.

Voucher pack

One PDF with a voucher for every confirmed service on the booking, in date order.

  1. Click Voucher pack.
  2. To email it straight away, tick Email it to the client now and check the Client email and Reply to fields. Leave it unticked to issue the pack without sending it — useful when you want to read it first or hand it over in person.
  3. Click Issue pack (or Issue and send).

Rooming list

Who is staying where, grouped by property, for the people on the ground. Click Rooming list and it is issued straight away.

A rooming list is never emailed from Tourium — download it from the Documents card and forward it to whoever needs it. Where Tourium cannot tell exactly who shares which room, it lists the whole party under the property with the number of rooms, and leaves the lodge to allocate.

The Documents card

Every document issued for the booking is listed in the Documents card:

Column What it shows
Document The type — supplier request, voucher, voucher pack or rooming list.
Number Its document number.
PDF Generating, Ready or Failed.
Email Not sent, Sending, Sent or Failed — or Download only for a rooming list.

Download appears once the PDF is Ready. If the PDF or the email failed, Try again re-creates the PDF and, where there is an address on file, sends it again.

Good to know

  • Numbering. Each document type has its own gap-free number series per brand and year — for example REQ-2026-0001 for supplier requests, VCH-… for vouchers, VPK-… for voucher packs and RML-… for rooming lists. These never use up an invoice number.
  • Branding. Documents use your brand's branding — the same logo, colours and font as your quotes. See Branding your quotes.
  • Replies come to you. Every send dialog shows the recipient and a Reply to address that opens on your own email, and both can be changed before you send.
  • Informational levies are not included in the voucher pack.
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