Bills for tours, packages and ticket bookings
A travel agency sells several different things on one bill: a holiday package with hotels and sightseeing, train or flight tickets, a cab for the trip, a visa application, travel insurance. Each is priced and taxed differently, the customer usually pays an advance months ahead and the balance before departure, and a family or a company will want a clear breakdown — sometimes for an LTA claim, sometimes just to see what they paid for.
This travel agency bill generator gives tour operators, travel agents and "tours and travels" businesses a clean, handwritten-style bill that lists the package, inclusions, tickets and services separately, shows advance and balance, applies GST where it is due, and writes the total in words. Download it as a PDF on A4 to email with the itinerary, or as an image for WhatsApp.
Travel agency bill format
- Header: agency name, address, phone, email, GSTIN, and IATA or tourism registration if you have one.
- Bill details: bill number, date, customer name, address and phone; company name and GSTIN for corporate travel.
- Trip details: destination, travel dates, number of travellers (adults and children), and booking reference.
- Charges: package price per person × travellers; or separate lines for hotel, transport, sightseeing, tickets, visa and insurance; and your service fee.
- Totals: GST as applicable, TCS for overseas packages, total, advance received, balance and due date.
- Footer: inclusions and exclusions, cancellation policy, and signature.
How to make a travel agency bill format
- Choose the travel agency template; it has trip and traveller fields.
- Enter your agency's details — saved in this browser.
- Fill the customer and trip: names, destination, dates, travellers.
- Add charges: the package per person × number of travellers, or each component on its own line.
- Apply tax and the advance in Bill settings; write the balance due date in the footer.
- Add inclusions, exclusions and cancellation terms, then download and send.
Tour and travel agency bill — sample
| Description | Qty | Rate (₹) | Amount (₹) |
|---|---|---|---|
| Kerala package (Munnar 2N, Thekkady 1N, Alleppey houseboat 1N, Kochi 1N) — hotels with breakfast, private cab, sightseeing | 2 adults | 24,500 | 49,000 |
| GST on tour package 5% | 2,450 | ||
| Total | 51,450 | ||
| Advance received (12/09) | − 20,000 | ||
| Balance due by 20/11 | 31,450 | ||
Flights are booked separately at actual fare in this example. Add them as their own line if you include them.
GST on travel agency bills
Different travel services carry different GST treatment, which is why a clear bill separates them:
- Tour operator services (a package with accommodation, transport and sightseeing) are commonly taxed at 5% of the total package value without input tax credit.
- Air and rail ticket bookings as an agent: the ticket fare is the airline's or railway's supply; your service fee or commission is taxed as a service, commonly at 18%.
- Hotel bookings as an agent: similarly, GST applies to your booking fee; the hotel charges GST on the room.
- Cab hire follows the rules for passenger transport.
Rates and conditions change, and agencies work in different ways (as principal or as agent), so confirm the treatment with your accountant. An agency below the registration limit cannot charge GST.
TCS on overseas tour packages
For overseas tour packages sold in India, the tour operator must collect tax at source (TCS) from the customer under the Income-tax Act, at rates and thresholds that have been revised several times in recent years. Show TCS as a separate line on the bill, with the customer's PAN; the customer can claim it against their income tax. Check the current rates before quoting an international package.
Travel agency bill format for an LTA claim
Many customers ask for a travel agency bill format for an LTA claim. Be careful here — and help your customers be careful too. Leave Travel Allowance covers only the cost of travel (fare) within India for eligible journeys, not hotels, food or sightseeing, and it is available only under the old tax regime, for two journeys in a block of four calendar years (the current block is 2026–2029). Employers usually ask for tickets or boarding passes as proof. So for LTA:
- show the travel fare on its own line, separate from accommodation and sightseeing;
- write the traveller names, the route and dates exactly as on the tickets;
- attach copies of tickets or boarding passes;
- never inflate the fare or include services in the fare line.
Travel agency invoice terms and conditions
The footer of a travel bill carries the terms that prevent most disputes. Common travel agency invoice terms and conditions:
- Inclusions and exclusions: "Includes hotels with breakfast, private cab, sightseeing as per itinerary. Excludes flights, lunch and dinner, entry tickets, personal expenses."
- Payment schedule: "Advance to confirm; balance 15 days before departure."
- Cancellation: charges by days before departure, and that airline and hotel rules apply to their parts.
- Changes: date or hotel changes subject to availability and difference in cost.
- Force majeure: no liability for delays or changes due to weather, strikes or events beyond control, with refunds as received from suppliers.
Travel agency bill format in Word, Excel or PDF
Agencies often look for a travel agency bill format Word file, a travel agency bill format Excel template or a travel agency invoice template Excel sheet they can reuse. The trouble is that each trip is different: some lines per person, some per room, some per day. This generator handles any mix of lines, calculates totals, advance and balance, and gives you a travel agency bill format PDF to email with the itinerary. If you track bookings in a spreadsheet, note each bill number, customer, travel date and balance there.
Need the bill in Word? Click Word under the bill to download it as a .docx file, at the same A4, A5 or 80 mm thermal size as the PDF. It opens in Microsoft Word and Google Docs. The bill is placed in the file as a picture, so make any changes here and download it again.
Travel agency bill book
A printed travel agency bill book format with your logo and carbon copies still works for ticket counters. For packages, a cleaner option is to make the bill here in the letterhead style with your logo, so it matches your itinerary PDF. A travel agency bill book sample is easy to make too — download a bill with your header and one line, and give it to your printer.
Tour and travel agency bill format: component-wise or package price?
There are two ways to bill a trip, and the tour and travel agency bill format should follow the one you agreed with the customer:
- Package price: one line with the package name, inclusions and price per person, multiplied by travellers. Simple for families, and it suits tour operator GST on the whole package. The customer doesn't see individual hotel or cab costs.
- Component-wise: separate lines for each hotel (nights × room rate), the cab (days × rate or km × rate), sightseeing, tickets and your service fee. Corporate customers and LTA claimants often prefer this, because they need fares separated from everything else.
Whichever you choose, keep the itinerary and the bill consistent — the same hotels, nights and dates — so the customer can match them.
Group tours, pilgrimages and school trips
For groups, bill the organiser with the per-person price, the number of travellers, and any single-room supplements or child rates on separate lines. Pilgrimage tours often include special arrangements — darshan passes, ponies or palkis, helicopter tickets — which should be listed with their rates or as "at actual". School and college trips need a list of students and staff, and usually one bill to the institution with a per-student cost; many institutions also ask for the travel agent's registration details and an emergency contact on the bill.
Refunds and cancellations on the bill
When a trip is cancelled or changed, issue a fresh bill or a note showing the original amount, the cancellation charges as per your policy, any non-refundable supplier charges, and the refund due. Reference the original bill number. Customers accept deductions far more easily when they can see them line by line, and you will have a clear record if the refund is questioned later. Pass on supplier refunds as soon as you receive them, and say so on the note.
Corporate travel desks
Companies booking staff travel want one bill per trip or per month, with the employee's name, purpose, cost centre, and the company's GSTIN. List each booking as its own line with the date and reference, and add your service fees separately. Many companies reimburse hotel and transport through such bills, so accuracy and clear separation of fares and fees matter. If the company has a travel policy — economy fares only, hotel limits by city — note any approved exception on the bill with the approver's name, so the employee's claim isn't held up.
Travel agency bill checklist
- Traveller names, destination and dates.
- Package price per person and number of travellers, or each component separately.
- Fares on separate lines from accommodation and services.
- GST and, for overseas packages, TCS with PAN.
- Advance, balance and due date.
- Inclusions, exclusions and cancellation policy in the footer.
Related bill types
Cab trips can be billed with the taxi bill; hotels billing guests directly use the hotel bill; and guest houses and homestays can use the lodge bill. See every type on the handwritten bill generator page.
Fair use
Issue travel bills only for trips and bookings your agency actually arranged, with real dates, travellers and amounts. Making a travel bill for a trip that did not happen — especially for an LTA claim — is fraud, and employers and tax authorities can verify tickets with airlines and railways.