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Vouchers

Issue client travel vouchers: automatically from GDS bookings, generated from a booking, or created manually.

ConsultantConsultant AdminSuper AdminLast reviewed 03 Nov 2026

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A travel voucher is the client-facing confirmation document for a trip. It carries the traveller's details, the trip dates and destination, and one line per booked service with its provider and confirmation number. Each saved voucher receives a sequential number in the format VOU-YYYYMM-NNNN (for example VOU-202601-0001), counted per month.

Where Vouchers Live

Open Documents > Vouchers. The list shows counts for Total, Issued, Draft and Used, and lets you search by voucher number, client or destination and filter by status, created date and total amount. Each row has a View action; drafts also have Delete.

Vouchers Created Automatically

When a GDS hotel booking is finalised, the system issues the client voucher for you. It is created already in issued status and delivered to the client's portal as an in-app document. Exactly one voucher is issued per booking request — if the finalisation step runs again, the existing voucher is returned rather than a second one being minted.

Generating a Voucher from a Booking

  1. Open Bookings > My Bookings and click Generate Voucher on the booking. The action is only available on bookings in confirmed or completed status.
  2. If the booking already has vouchers, you are asked to confirm before another one is created, and the existing voucher numbers are listed.
  3. The Generate Voucher form opens pre-filled from the booking. Check the client, trip and service details, then click Create Voucher. The voucher is saved as a draft.

Creating a Manual Voucher

Click Create Manual Voucher on the voucher list. There is no booking picker on this form — Booking Reference and Quote Number are free-text fields you fill in yourself. The form will not save until you have:

  • Client initials, surname and email.
  • A trip name and destination.
  • A departure date and return date.
  • At least one service line that has both a description and a provider.

Each service line has a type, and the fields change to suit it:

  • Flight — flight type, airline and route details.
  • Accommodation — property name and address, dates, room details.
  • Car Rental — vehicle type, pick-up and drop-off locations and dates.
  • Transfer, Tour/Activity and Other Service — general description and provider fields.

You can also record the number of travellers and their names, special requirements, an emergency contact, notes visible to the client and internal notes. The Show service fees on PDF checkbox under the totals controls whether your markup appears on the client's copy. Print/PDF produces the document without saving; Create Voucher saves it as a draft.

Voucher Statuses

  1. Draft — saved but not yet given to the client. Can be deleted.
  2. Issued — the voucher has been sent. A draft flips to issued automatically the first time you send it successfully.
  3. Used — travel has taken place; set with Mark as Used.
  4. Cancelled — set with Cancel Voucher.
  5. Converted — the voucher has been turned into an invoice.

Working with a Voucher

Open a voucher to reach its action bar:

  • Send Voucher (or Forward once it has been issued) opens the send dialog: Email as a PDF attachment, In-App Notification to the client's portal when their email matches a registered user, WhatsApp or SMS.
  • Mark as Used — shown while the status is issued.
  • Cancel Voucher — shown for drafts and issued vouchers. Click twice to confirm.
  • Convert to Invoice — shown for issued, approved and used vouchers that have not been converted yet. The invoice takes the prices saved on the voucher, so correct a price with Edit before converting. The voucher shows only the supplier's amounts, but it keeps your service fee and each line's VAT on the supplier price choice, and the invoice asks for all of it. A line saved before that choice existed gets one on the conversion page, starting at no VAT on the supplier price. If the voucher was made from a booking and the invoice would ask for less than the booking's client total, it is saved for a consultant admin to approve by sending it. Once converted, the page shows Converted to and the invoice number instead.
  • Preview and Download PDF.
  • Edit — reopens the voucher form for that voucher.
  • Delete — click twice to confirm. This removes the record permanently.
Important: There is no approval step and no separate activation. Sending a draft voucher is what issues it, so check confirmation numbers, dates and provider names before you send. Deleting a voucher is permanent, not a soft void — cancel it instead if you need the record kept.
Tip: If Create Manual Voucher or Generate Voucher shows a “Permission Denied” screen, your account is missing the manual-voucher permission. Ask your administrator; GDS bookings will still issue their vouchers automatically.