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, overnight tracking, and real-time missing hotel alerts.

🍽️

Smart Meal Management

BB/HB/FB pricing matrices with per-day meal selection, early check-in breakfast handling, and automatic cost calculation.

👥

Tour Leader System

Automatic 1-per-8 calculation with custom thresholds and transparent cost distribution across paying passengers.

🚗

Multi-Vehicle Transport

Define transport segments with capacity-based vehicle calculation, driver assignment, and confirmation tracking.

✈️

Flight Tier Pricing

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

👶

Child Policy Engine

Advanced age-based pricing with infant/child/teen brackets, free stay options, and meal policy integration.

💰

Advanced Pricing Logic

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

📊

Real-time Price Matrix

Instant calculation for 1-50+ pax with BB/HB/FB options and highlighted base pax for easy comparison.

📄

Professional PDF Export

Branded quotations with accommodation summaries, VAT breakdowns, terms & conditions, and contingency display.

📧

Email Notifications

Send quotes, invoices, payment confirmations, and booking confirmations directly to clients with tracking.

💳

Payment Processing

Record payments, track balances, generate invoices, and send payment confirmations with receipt emails.

📊

Analytics Dashboard

Live charts for market source, demographics, booking trends, and revenue forecasts with real booking data.

👥

CRM with 360° View

Complete client profiles with booking history, communication logs, preferences, and loyalty tracking.

🔧

Master Data Management

Full CRUD for locations, hotels, activities, and vehicles with VAT exemption controls and search/filter.

🔒

Secure Offline License

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

📖 Complete 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 → Data Management to input your hotels, activities, locations, and vehicle rates.
Set Company Details: Add your company name, address, and contact information for PDF headers and email footers.
Create New Quote: Click "Start New" and enter tour title, client details, and date range.
Build Itinerary: Add days, select locations, assign hotels, and choose activities (hotels required for overnight stays).
Configure Options: Set transport segments, guide options, flights, and child policy if applicable.
Calculate & Export: Generate price matrix and export professional PDF or save quote.

⚙️ Initial Configuration

Before creating quotes, ensure these essential settings are configured:

                                Master Data Requirements
                                Locations with regions, Hotels with rates and VAT exemption, Activities with entrance fees and guide brackets, Vehicle types with capacities, Meal costs, Professional guide rates
                            

                                Settings to Configure
                                Company details, Default margin (percentage or forfait), VAT rate and exemptions, Child policy rules, Contingency fund
                            

🗓️ 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 (click "Generate Days")
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
Meal Options: Per-day selection of lunch and dinner with automatic cost calculation
Extra Breakfast: First day can have early check-in breakfast option

➕ Managing Tour Days

Use these controls to adjust your itinerary structure:

Add Day: Click "Add Day" to append a day based on last day's settings
Remove Day: Use the red "Remove Day" button (minimum 1 day required)
Change Location: Update location to see available hotels and activities
Toggle Overnight: Uncheck for locations without hotel stays (transit days)

                                Missing Hotel Alert
                                Days with overnight checked but no hotel selected will show a red warning and prevent calculation until fixed.
                            

💰 Pricing Components

The system calculates costs through these hierarchical steps:

Component	Calculation Method	Margin Applied
Hotels	Double ÷ 2 per person + Single supplement	Yes
Activities	Entrance fee × pax + Guide fee (by group size)	Yes
Transport	Vehicles × days × daily rate	Yes
Meals	Cost per person × days × pax	No (at cost)
Flights	Tier price × pax + margin	Separate 10%
Child Pricing	Age-based discounts on base adult price	No (discounted)

📊 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. Can be percentage or fixed amount per person.
                            

🧮 Single Supplement

The single supplement is calculated as the raw cost difference:

Formula: Single room rate - (Double room rate ÷ 2)

This supplement is shown separately and added to the base twin-share price for solo travelers.

👶 Child Policy Engine

Advanced age-based pricing with three brackets:

Bracket	Ages	Policies
Infants	0-2 years	Free, 10%, or full price
Children	3-11 years	50% or 75% discounts, free stay option
Teens	12-17 years	10% discount or full price

📋 Child Distribution

When enabled, enter the actual number of children in each age bracket:

Infant Count: 0-2 years (free or discounted)
Child Count: 3-11 years (50-75% discounts)
Teen Count: 12-17 years (10% discount)

                                Validation: Total children cannot exceed total pax. Red warning shows if invalid.
                            

🍽️ Child Meal Policy

Configure meal handling for children:

Full price: Children pay full meal cost
50% off: Half-price for child meals
Free under age: Free meals for children under specified age

📧 Email Notification System

The system includes comprehensive email capabilities:

Notification Type	Trigger	Includes
Quote	Manual send	PDF quote, tour summary
Invoice	Generate invoice	PDF invoice, payment schedule
Payment Confirmation	Record payment	Receipt, updated balance
Booking Confirmation	Manual send	Itinerary, invoice, details

📨 Email Features

Toggle on/off: Choose to send email when recording payments or generating invoices
Auto-populate: Client email automatically filled from booking/client data
Attachments: PDF invoices and itineraries can be included
Communication Log: All emails recorded in CRM history
Professional Templates: Pre-formatted with company branding

👥 Client Management

Complete CRM functionality:

Client Profiles: Store contact info, preferences, segment (individual/corporate/vip)
Booking History: View all past and current bookings with totals
Communication Log: Track all emails, calls, and messages
Loyalty Tracking: Mark VIP/loyalty members for special treatment
360° View: Comprehensive client dashboard with all history

🧹 Data Management

Two ways to clear demo data:

CRM Module: "Clear Demo Data" button (gray outline, professional design)
Booking Module: "Clear All" button (same gray outline style)

                                Note: This removes all bookings, clients, payments, and communications while preserving master data (hotels, activities, etc.)
                            

🚌 Operations Dashboard

Real-time tour management:

Today's Tours: List of active tours with times, guides, and status
Kanban Board: Planned, In Progress, Completed, Issues columns
Checklists: Vehicles, hotels, and guides with confirmation status
Assignment: Assign guides, vehicles, and manage hotel bookings

✅ Operational Features

Guide Assignment: Assign with contact info, confirmation tracking
Vehicle Assignment: Select vehicle, add driver details, confirm status
Hotel Management: Per-day hotel selection, room confirmation, notes
Status Updates: Change tour status with optional notes

                                Modal Order: All operations close modals first, then refresh UI for smooth user experience
                            

📊 Analytics Dashboard

Live charts using your actual booking data:

Market Source: Doughnut chart showing client sources (Direct, Agent, Online, etc.)
Demographics: Age distribution of your clients
Booking Trends: Monthly booking volume with actual data
Revenue Forecast: 3-month actual + 3-month forecast with trends

📈 Key Metrics

Average Booking Value: Calculated from actual bookings
Lead Time: Days from creation to tour start
Repeat Client Rate: Percentage of returning clients
Popular Duration: Most common tour length

Live Updates: Charts refresh automatically when you switch to Analytics module

Professional Tour Quotation Software

Download Ethiopian Tour Quote Pro