Ethiopian Tour Quote Pro | Professional Tour Management Software

Everything You Need

Comprehensive tour management tools designed specifically for Ethiopian tour operators

🗓️

Dynamic Itinerary Builder

Drag-and-drop day management with automatic hotel validation and overnight tracking.

🍽️

Smart Meal Management

BB/HB/FB pricing matrices with per-day meal selection and automatic cost calculation.

👥

Tour Leader System

Automatic 1-per-8 calculation with cost distribution across paying passengers.

🚗

Multi-Vehicle Transport

Define transport segments with capacity-based vehicle calculation and cost optimization.

✈️

Flight Tier Pricing

Three-tier domestic flight pricing with separate margin controls for residents vs. tourists.

💰

Advanced Pricing Logic

Percentage or fixed margins, contingency funds, and configurable VAT exemptions.

📊

Price Matrix Generation

Instant calculation for 1-50+ pax with single supplement and even/odd pricing.

📄

Professional PDF Export

Branded quotations with accommodation summaries, VAT breakdowns, and terms.

🔒

Secure Offline License

Hardware-locked activation with anti-tampering protection and 30-day trial.

📖 Documentation

🚀 Quick Start Guide

Welcome to Ethiopian Tour Quote Pro. Follow these steps to create your first professional quotation:

Configure Master Data: Navigate to Settings → Master Data to input your hotels, activities, and vehicle rates.
Set Company Details: Add your logo, address, and contact information for PDF headers.
Create New Quote: Click "New Quote" and enter tour title, client details, and date range.
Build Itinerary: Add days, select locations, assign hotels, and choose activities.
Calculate & Export: Generate price matrix and export professional PDF.

⚙️ Initial Configuration

Before creating quotes, ensure these essential settings are configured:

                                Master Data Requirements
                                Locations, Hotels with rates, Activities with entrance fees, Vehicle types with capacities, Meal costs, Professional guide rates
                            

🗓️ Building Day-by-Day Itineraries

The itinerary builder uses a dynamic day system with automatic validation:

Date Generation: Enter start and end dates to auto-generate day sequence
Location Assignment: Each day requires a location from your master data
Hotel Validation: Days marked "Overnight" must have a hotel selected (red warning if missing)
Activity Selection: Multi-select activities available at each location

➕ Managing Tour Days

Use these controls to adjust your itinerary structure:

                                Day Operations
                                Add days individually or change end date to auto-generate. Remove days using the delete icon (minimum 1 day required). All dates recalculate automatically.
                            

💰 Pricing Components

The system calculates costs through these hierarchical steps:

Component	Calculation Method	Margin Applied
Hotels	Double ÷ 2 + Single supplement	Yes
Activities	Entrance fee × pax + Guide fee	Yes
Transport	Vehicles × days × rate	Yes
Meals	Cost × days × pax	No (at cost)
Flights	Tier price × pax	Separate 10%

📊 Margin Types

Choose between two margin calculation methods:

Percentage Margin: Adds percentage to base cost (e.g., 15% on $1000 = $150)
Forfait (Fixed): Adds fixed amount per person (e.g., $50 per pax)

                                Contingency Fund
                                Added after margin calculation as additional buffer for unexpected costs. Recommended: 2-5% of total.
                            

🧾 VAT Configuration

Ethiopian VAT rules are handled with configurable exemptions:

Standard Rate: 15% on taxable services
Hotel Exemption: Hotels are VAT-exempt (client receives receipt directly)
Service VAT: Activities, transport, and guides may be taxable

📐 VAT Calculation Logic

System uses ratio-based calculation for partial exemptions:

                                Formula:

                                1. Calculate taxable ratio (Taxable services ÷ Total base)

                                2. Apply margin to total base

                                3. VAT = (Total with margin × Taxable ratio) × 15%

✈️ Domestic Flight Tiers

Three distinct pricing tiers for Ethiopian domestic flights:

Tier	Eligible Passengers	Typical Price
🇪🇹 Residents	Ethiopian citizens & residents	$200
✈️ Ethiopian Airlines	Tourists arriving on Ethiopian	$300
🌍 Other Airlines	Tourists on foreign carriers	$400

                                Flight Margin
                                Separate 10% margin applied only to flight costs. Guide flights automatically use Resident rates.
                            

👥 Tour Leader Calculation

Industry-standard 1:8 ratio with automatic cost distribution:

Paying Pax	Free Leaders	Cost Division
8-15	1	Total ÷ 8-15
16-23	2	Total ÷ 16-23
24-31	3	Total ÷ 24-31
32-39	4	Total ÷ 32-39

🧮 Example Calculation

For a group of 40 paying passengers:

                                Scenario: 40 paying + 5 leaders = 45 total people

                                Total Cost: $45,000 (including all leader costs)

                                Price per Paying Tourist: $45,000 ÷ 40 = $1,125

                                Leader Cost Share: $125 per paying pax

⌨️ Keyboard Shortcuts

Shortcut	Action
`Ctrl` + `S`	Save current quote
`Ctrl` + `P`	Print quotation
`Ctrl` + `E`	Export to PDF
`Ctrl` + `D`	Toggle debug panel
`Ctrl` + `N`	New quote
`Ctrl` + `O`	Open saved quote
`Ctrl` + `1-6`	Switch between tabs

                                Debug Panel
                                Press Ctrl+D to view real-time calculation breakdowns, cost centers, and validation warnings.
                            

Professional Tour Quotation Software

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