travel management software

10 Must-Have Features in Travel Management Software for DMCs

Collaborating with several suppliers at one time, handling last-minute cancellations, meeting deadlines, and logistics complications are a core part of managing day-to-day DMC operations. 

But gone are the days of managing such operations in an Excel sheet. The world is moving to automation and Travel Management Software is the need of the hour.

Imagine if a single tool enables you to manage your bookings, track your payments, update the status of the transport, accommodation, and billing, and keep track of your customer’s journey – what level of business efficacy can you improve with such a tool?

While many DMC operators acknowledge this crucial fact and are introducing travel management software to their businesses- but some newer companies get lost in the pool of choices and end up choosing the tools that don’t fit their business needs or support their future growth.  

travel management software

That’s where it becomes crucial to identify the best features when choosing travel management software for your business:

Here are the top ten features you should go for:

1. Effective Document Management

While managing international tours DMC operators have to deal with various documents including passports, visas, tickets, and accommodation details. A best DMC software solution with a document management feature makes it easy to manage all your documents in one place. 

This becomes handy when dealing with larger groups- the software makes it easy to upload, and store the documents in one place. You can have instant access to the documents in no time. A delightful way to save your time and effort. 

2. Streamlined Itineraries

Access to Streamlined itineraries improves team communication, and collaboration and contributes to enhanced customer satisfaction. 

When multiple locations are involved in a single trip, it becomes easy with the software to organize and update itineraries in one place along with the associated travel details like- flights, destinations, meal plans, excursions, etc.

The software also enables tour operators to send updates to clients if there happen to be any last-minute flight or hotel cancellations. It further enhances customer relationship management.

3. Reporting and Data Insights

Good travel management software comes with reporting and data analytics that help you to track your business efforts closely. Whether your sales team is performing well, if your marketing strategies are gaining results, your customer satisfaction rate, if you are nurturing leads and many more.

With such closer insights, you can groom your marketing efforts, eliminate strategies that are not fetching results, and improve your customer enhancement efforts. Data insights are one of the crucial features in a TMS that highly contribute to your business expansion plan.

4. Automated Payment Tracking 

Tracking payments manually is a big hassle for DMC operators especially when larger groups are involved. Big tours require collaboration with multiple suppliers. This might lead to missing out on some payment dates which might further lead to straining supplier relationships.

Also, without a healthy cash flow, your business remains stuck in a micro-management loop. With automated payment tracking- you can never miss out on payments whether it is inbound or outbound payments. 

5. Multi-Currency Calculations

With the multi-currency support feature, it becomes easy to calculate the exchange rates in no time and complete the booking process. Some advanced TMS come with highly advanced automated costing as well. This further reduces the chances of cost errors and enhances accuracy and transparency in the business.

Multi-currency calculation enables to save time that otherwise would have taken long to go inside the complexities of manual calculation. Hence with such an automated system, you are ensuring transparency and building trust with your clients.

6. Customized Itinerary Builder

With a customized itinerary builder, a TMS can generate a personalized itinerary plan instantly. In the highly competitive travel industry- customers want personalized and quick service. They won’t wait if they have millions of options to choose from.

Additionally, no two customers want the same thing hence considering a TMS for a DMC is a must where you can customize tour packages depending on the customer’s needs. 

7. API Integration

Some advanced TMS provide API integration that allows custom integration with third-party tools. It enables you to connect with the supplier’s database, booking platforms, and communication channels. This becomes handy if your business is expanding and you want to accommodate more advanced technology in your system. 

It also gives you the scope to offer multichannel support integration. Your clients will get timely updates regarding their travel on various channels like WhatsApp, phone, and email.  Further, it leads to a significant boost in your customer service satisfaction rate. 

8. Centralized Invoicing System

In the case of multiple location tour packages- it becomes difficult to keep track of several invoices concerning different suppliers. It becomes a big time-crunching factor for tour operators that takes away your productivity and hampers your efficacy.

With a centralized invoicing system, TMS enables you to manage your invoices in one place. It compiles all your monthly tour packages and compiles it in a single invoice. What better way to reduce the intense hassle? 

9. Added Customer Support

Not just your business operations, a good travel management software allows you to integrate a customer support channel. It enables you to answer your customer queries instantly. Your clients can directly call you in need of support. According to a leading CRM organization- A business that helms customer support as its top priority has 76% more chances than its competitors to enhance its customer retention rate. 

Can you still overlook this factor?

10. Booking Integration

Errors like double bookings and delays in booking occur mostly during the peak seasons when everyone is busy with everything. In such cases- customers and both suppliers have to face disappointment. With a real-time booking integration feature, TMS enables you to collaborate with your suppliers in real time.

Getting updates on the availability of flights and hotels becomes instant; hence, there are no more errors of double or delayed bookings.

Conclusion

To meet customers’ evolving demands in a highly competitive travel industry, one has to stay on top of one’s game. Considering TMS is one such effort to stay ahead in the competition. But as you decide on switching to travel management software, make sure you narrow it down to choosing the best features that will enable you to choose the right one for your business. 

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