Ramadan is two months away and your agency on Saddar's travel strip or in Lahore's Mall Road area has three Umrah groups forming. Forty passports are in a drawer, visas are pending with your Saudi partner, hotel rooms in Makkah and Madinah are half confirmed, and two families have paid only an advance. On the other desk, a staff member is issuing tickets for students flying to the UK and filing visit visa applications. Every one of these has a supplier waiting to be paid.
Travel is a business of many small balances. The software's job is to keep each one straight.
One booking, many suppliers
| Part | What is recorded | Supplier to pay |
|---|---|---|
| Visa | Passport details, application date, status | Visa partner or service provider |
| Air ticket | PNR, route, dates, fare | Airline or consolidator |
| Makkah hotel | Nights, room type, sharing | Hotel or hotel agent |
| Madinah hotel | Nights, room type, sharing | Hotel or hotel agent |
| Transport | Airport and intercity transfers, ziyarat | Transport company |
Each line has a cost and a selling price, so margin is visible per booking and per group. When the customer pays, it goes against the booking; when you pay a supplier, it goes against that supplier's account. At any moment you can see what you owe each consolidator, hotel agent and transport company.
Groups and passengers
Umrah and tour groups need a list of passengers, each with passport number, expiry, photos and documents. The software shows which passports have visas, which are still pending, and which have expired or are close to expiry. Rooming lists come from the same data: who shares with whom, in which hotel. When a family drops out, the group updates in one place.
Visas and documents
Visit, student and work visa files have checklists: bank statements, letters, photos, forms. The file shows what is received, what is missing and the status at the embassy or partner. Scans live on the file, not in someone's email. Reminders go out when a document is missing for too long.
What we built for a travel agency
Our Al Ajmi Travels project is an office ERP for a travel and tours agency: bookings, visas, hotels, transport, finance, documents and vouchers in one dashboard. For the selling side, Al Saddat Travel is a Karachi travel agency website with destination guides, visit and student visa pages and an enquiry form. Together they show both halves: the website that brings enquiries and the ERP that runs the office. More on the trade is on our travel industry page.
List suppliers
Every consolidator, hotel agent, visa partner and transport company with their opening balance.
Enter open groups first
Upcoming Umrah and tour groups with passengers, passports and payments so far.
Add open visa files
Each application with its checklist and status.
Set your vouchers
Design hotel, transport and package vouchers once, with your logo and terms.
Close old files on paper
Finish completed trips in the old way; start only new and open ones in the system.
Payments, currencies and accounts
Customers pay in rupees by cash, bank transfer, JazzCash or EasyPaisa, often in instalments. Hotels and visa partners abroad may be paid in riyals or dollars, so the system should record the supplier currency and the rupee amount you actually paid. Tax treatment of travel services depends on the province and the service; confirm with your tax adviser.
Seasons and cancellations
Travel work comes in waves: Ramadan Umrah, summer holidays, Hajj and the student intake months. Before each wave, the software should show how many seats, rooms and visas are committed against how many are confirmed by suppliers. Cancellations are the other half. When a passenger cancels, record what the customer gets back and what each supplier will refund, separately. Many agencies lose money here because the customer is refunded in full while the hotel or airline keeps part of the payment. With both sides on the booking, the refund decision is made with the numbers in front of you, and the supplier balance stays correct.
Staff, branches and access
Ticketing staff do not need to see group margins; accountants do not need to edit passports. Our guide on roles and permissions explains how to set this up. If your files still live in Excel, the Excel to ERP migration guide covers moving them without losing history.
A one-person ticketing desk does not need an ERP. An agency running Umrah groups, visa files and several suppliers does. Book a demo before the next season starts, not during it.
Questions people ask
Can it handle Umrah groups with shared rooms?
Yes. Each passenger is placed in a room with a sharing type, and rooming lists for each hotel print from the group. Changes update everywhere at once.
Does it connect to airline booking systems?
Integration with a GDS or consolidator portal depends on their access rules. Most agencies start by entering the PNR and fare, then add integration if the supplier allows it.
Can customers see their booking online?
Yes, a customer page or WhatsApp message can show itinerary, vouchers and payments due. It is optional and is usually added after the office side is running.
Do you have offices in Lahore or Islamabad?
No. Operix works from Old Clifton, Karachi. Karachi agencies get on-site training; agencies elsewhere are served online on the same WhatsApp support number.
