What if another tour operator sends their clients to us



In some instances, other active tour operators might send their clients to you for their shuttle movements and/or bike hires.  


In this case, all the billing and communications will go directly to the other tour operator, and not to the individual client.  This method described below, will PUSH the TOTAL value for all the combined Payer values to the one "Bespoke Adventures" client, and then that all goes to the ONE client record in Xero.  So their Xero single client has all of the bills to pay.

One way to handle this scenario is as follows:

1.  Before you begin, create a new agent for this tour operator, if they aren't in your system already.  

Creating a new Agent

This is so that you can assign any upcoming bookings to the agent, and all the normal Agent searching, reporting and financial processes are available for this Agent.


When you this, a new contact has been made for the Agent, in the Contacts list




A new contact has now been created for the Agent

Step 1 - Create the Departure


When a trip booking comes through to you from this operator, create a Departure as usual, using the name of the tour operator's group organiser as your Departure name.  In our case, we have made a departure called James Harris (Bespoke) as their group organiser is their client James Harris.  We recommend you add the name of the other tour operator (Bespoke in our example) to the end of the trip name, as we have done here, to help you recognise it.


Create the Tour with the correct number of clients.

Creating a Tour for the Operator's group | add their name to the Tour Description

Step 2 - Add a BOOKING for the other tour organiser/agent, but change it's status


  • From the Tour | Booking menu
  • Add a  new booking to the Tour for the tour operator/Agent you created, by clicking the + Booking button, then + Agent. in our example the booking is for Bespoke Adventures


Adding an Agent to the Tour

  • Because their booking Status is Agent:
    • the agent name is written in Orange
    • the Booking status button is black, which indicates that the  agent is automatically defined as not being included in  PAX counts or financial counts. 
    • Learn more about Booking Status settings here

The Agent/Operator record for Bespoke Adventures at Tour level ( in Orange text )

  • Click once on the Agent name, to make further modifications to their booking

Booking level settings for the Agent/Operator who has been added to this Tour

  • You may like to make this booking the trip organiser
  • Add the Method of Agent, Select the Agent name from the Agent/Operator name drop down list, and enter the reference number that the Agent has supplied you, if this is relevant. 
    • Then, ensure you click the apply to all button above each of these fields, so that each booking on this departure has the correct agent details assigned to it.



Step 4 - Make the other operator the Payer for all these bookings


As this Agent/Operator is being billed for all costs:

  • from the Agent/Operator's booking record, on the Finance | Paying for tab
  • click the Paying for all button


This Agent / Operator will Pay for all Bookings on this Tour

Your final Tour should look a little like this:





When looking at the Tour | Finance Details view, the cost entries for Bespoke Adventures are not included in any calculations, except they are responsible for the total costs.


Step 4 - Make the other operator the Payer for all these bookings


As this Agent/Operator is being billed for all costs:

  • from the Agent/Operator's booking record, on the Finance | Paying for tab
  • click the Paying for all button


This Agent / Operator will Pay for all Bookings on this Tour

Your final Departure should look a little like this:



When looking at the Tour | Finance Details view, the cost entries for Bespoke Adventures are not included in any calculations, except they are responsible for the total costs.