Other Travel Management Software are not charging the initial implementation cost and trust us, it becomes a repetitive topic of discussion in many of the conversations with prospective DMCs and tour operators during the exploration stage.
As a consumer, it’s natural to have queries about the charges involved in a new purchase. However, basing your entire decision or conversation on pricing can often lead to overlooking the real value and long-term benefits of the solution.
Let’s break-down together the concern of initial implementation fees one-by-one for you.
Why are Implementation Fees Necessary Initially?
We get it that no one likes extra charges. So when you see a “Implementation-Fees” your first reaction might be: Is this really necessary?
But here is a fact– Implementation Fees is never an add-on to your total software cost. Instead it is an important part of the process. While adapting a software it’s necessary that it is not just a tool that you use but a tailored tool that fits into your Day-to-Day work.
Imagine you have a team of 10 people, some of them are tech-savvy, some not. Adapting to a new system can take months if everyone’s left to figure it out alone. And if it takes months to adapt, when will you start seeing results?
That’s exactly why the implementation process matters– it speeds up learning, sets up your team right, and gets you earning faster. Take it this way, with proper implementation support it’s like laying the foundation of a house but without a strong base, even the best walls won’t stand for long. Right.
Now that first stage of understanding is done. Lets move forward as to what it actually covers for you.
What Does the Setup Fee Actually Cover?
1. Team Training & Support
Not everyone in your team is tech-expert and that’s okay. We are here to guide them step by step with hands-on training, real assignments, and demo access so they feel confident using the software from Day One.
2. System Optimization
We regularly fine-tune the backend system to reduce loading times, keep operations efficient, and save you from high network costs. This ensures performance stays sharp as you grow all the time.
3. Business-Specific Setup
Your business is unique. We invest time to study your contracts, upload your hotel, cab, and supplier data, and align the system to match your actual operations. This helps you go live without being worried about any manual set-up.
4. Zero Pressure on Billing
We don’t start monthly billing until your team is comfortable. The setup fee covers our efforts during this phase where we provide personalized training, and configuration. So you never feel rushed or lost.
5. Priority Launch Support
In your initial days, every query matters. Our setup phase includes priority response from our team to any of your concerns. So if anything goes wrong or needs change, it’s fixed instantly in the initial stage only.
6. Risk of Skipping It
It might sound tempting to skip the initial implementation fees cost but it is important not about the effect it will have on your overall efforts, time and ROI from the software implementation decision.
Here’s what could go wrong:
- Wasted Time: Without proper training, your team might take weeks to learn features they could have mastered in hours with the help of onboarding training in the initial stage.
- Broken Workflow: When features aren’t aligned with how your business actually works, chaos follows. Frustration in the team will increase, improper use of software will only degrade the quality of your operations.
- Missed Leads: Incomplete setup can lead to lost opportunities or poor client experiences. Instead of speeding up your workflow, software without proper implementation and training will lead to increasing errors and mistakes.
In short, skipping setup fees means messing up your system, slowing down your team, and losing clients before you even start.
Relatable: Why is the Monthly Billing Model Implemented?
Long-Term Value It Brings
You need to take initial implementation fees as a one-time investment that gives you continuous benefit starting from the day 1 you go live on the system till the time you continue.
With the help of proper introduction and setup of a software you can earn way more than you invest that to in a very short period of time.
With a well-configured system:
- Your team becomes faster and more efficient from the beginning
- You make fewer errors and handle more clients with less chaos
- You build a reputation for professionalism and speed
Most importantly, it allows you to scale. You stop operating more efficiently– give services equally as OTAs.
Conclusion
The Setup Fee isn’t about us charging you additional but it’s about preparing you and your team to make adaptation successful and your investment worth.
We’ve seen it firsthand: businesses that take setup seriously are the ones that grow faster, handle clients better, gain success and avoid burnout.
At SEMBARK, we believe your time is too valuable to waste. So we designed the setup process to be strategic, and supportive.
Let’s build the right foundation from the beginning, so you don’t just start… you scale.
