4.98 Google rating

For travel advisors, agencies and tour operators

Travel Agency CRM for Advisors and Tour Operators

BaseCloud is a CRM for travel agents that follows the whole trip, from the first inquiry to the welcome-home message. Quotes and itineraries go out from templates, deposits and final payments are paid online, and travelers get reminders before every deadline and departure.

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Travel advisor planning trips and itineraries for travelers in BaseCloud CRM

Every trip inquiry answered the same day

Example workflowFrom inquiry to welcome home

Clients who love our CRM system

Feel free to ask them about us.

  • Galetti
  • Quatro
  • Agriskills
  • Mastercare
  • Aluma
  • TutorsSA
  • Gawie le Roux Institute of Law
  • BNI
  • Vision Works
  • Intello Group

Travelers ask three agencies for a quote. They book with the one that follows up.

Inquiries come by email, phone, WhatsApp and web forms, often for the same couple. The advisor builds a proposal, sends it, then gets pulled into a cruise rebooking. The traveler goes quiet, the hold on the room expires, and the final payment date slips past without a reminder. After the trip, nobody asks how it went or where they want to go next year.

What BaseCloud CRM solves

What a travel agency CRM should fix

  • Every trip inquiry logged with dates, destination, budget and party size
  • Proposals followed up before the supplier hold expires
  • Deposits and final balances paid online, with reminders before each due date
  • Passport, visa and document checklists tracked per traveler
  • Pre-departure messages and documents sent on schedule
  • Past travelers asked about their next trip on their travel anniversary

How it works

From the first inquiry to the trip after next

Four stages every booking goes through, and how BaseCloud keeps each one moving.

Trip inquiries captured and qualified

Web forms, lead ads and emailed requests create the traveler record with the trip details in fields, then assign it to an advisor.

  • Destination, travel dates, budget and party size captured on the form
  • Emailed inquiries turned into records with an Inbound Email workflow
  • Inquiries assigned by destination specialty or round robin

What you get

The tools travel advisors use between bookings

The parts of BaseCloud a travel agency uses every day, in travel terms.

  • A Trips table on every traveler

    Destination, departure and return dates, supplier, confirmation number and status per trip, with totals, so the whole booking history is on one record.

  • Quotes, deposits and online payment

    Quote from a pricebook of packages, convert to deposit and balance invoices, and let travelers pay online by card.

  • WhatsApp with travelers on the road

    Send templates, messages and documents on WhatsApp Business and keep every reply on the traveler's record, even mid-trip.

  • Reminders driven by travel dates

    Client Date Triggers send payment, passport and pre-departure reminders a set number of days before each date on the trip.

  • Booking terms signed online

    Send booking conditions and waivers for e-signature with a one-time code and a completion certificate saved on the traveler.

  • Supplier and traveler email in one place

    Gmail and Microsoft 365 sync, so supplier confirmations and traveler emails sit on the right record, with open tracking on proposals.

The BaseCloud difference

Built in, not bolted on

Calling, texting, WhatsApp, email, quoting, e-signature and automation are part of BaseCloud, not add-ons from other vendors. One login, one client record, and no connectors to keep alive between separate subscriptions.

  • Phone system
  • SMS
  • WhatsApp
  • Gmail / Microsoft 365
  • Workflow automation
  • Quotes & invoices
  • E-signature

Travel Agencies & Tour Operators on BaseCloud

One honeymoon, from inquiry to welcome home

This is an example of how a travel agency can set up BaseCloud for leisure bookings. Every step is a standard workflow you can change.

Example workflow

A couple planning a two-week honeymoon in Italy

A couple fills in the agency's trip-planning form in January for a September honeymoon.

  1. 1. Inquiry in

    The form creates the couple's record with dates, budget and destination. It is assigned to the agency's Europe specialist.

  2. 2. Proposal sent

    The advisor builds the quote from the pricebook and sends the itinerary PDF. Open tracking shows when the couple reads it.

  3. 3. Deposit paid

    The couple accepts. A deposit invoice is paid online by card and the booking terms are signed online.

  4. 4. Balance due

    Reminders go out before the final payment date. The balance invoice is paid online and marked paid automatically.

  5. 5. Ready to fly

    Passport and travel insurance reminders go out weeks ahead. Travel documents arrive on WhatsApp the week before departure.

  6. 6. Welcome home

    A welcome-home message and review request go out after the return date. A year later, an anniversary message asks about the next trip.

The advisor spends their time planning trips. Reminders, payments and follow-ups run from the travel dates.

We pride ourselves on 5-Star Service

4.98 Google rating

Read our reviews on Google

Moving to BaseCloud was the best decision we could have made. The onboarding process was very professional. … It is comforting knowing you have a team of professional, knowledgeable people at your disposal.

Pieter vd WaltPosted on Google

Excellent service, professional team. The best I ever worked with.

Sandra ViljoenPosted on Google

Very professional and helpful. They consistently go out of their way to assist wherever needed. I would highly recommend them.

Annelien BouillonPosted on Google

Very knowledgeable team that understands our market.

Alan FritzPosted on Google

Thank you BaseCloud for … helping me get up to speed with your platform so that we could help our client fully integrate with your CRM.

Julian WesselooPosted on Google

Great team and very knowledgeable. Patient, but they keep their fingers on the pulse. Highly recommend.

The Capital DistilleryPosted on Google

Thank you to the incredible BaseCloud team for all your hard work and support.

Belinda VD MerwePosted on Google

Brilliant company!

Pieter KoelewynPosted on Google

FAQ

Travel agency CRM questions

Does BaseCloud connect to a GDS or booking engine?
No. There is no built-in connection to Sabre, Amadeus, Travelport or any booking engine. Bookings are made in your usual tools, and confirmations can be recorded on the trip or brought in by webhook, the public API, CSV import or an Inbound Email workflow.
Can travelers pay deposits online?
Yes. Turn an accepted quote into a deposit invoice and send it with a payment link. Travelers pay by card through Stripe and the payment is recorded on the invoice automatically.
Can I send itineraries and proposals from BaseCloud?
Yes. Quotes are built from your pricebook, and itinerary PDFs can be generated from your own templates with the trip details filled in. Both are saved on the traveler's record.
Can I message travelers on WhatsApp while they're away?
Yes. WhatsApp Business is built in. You can send approved templates, messages and documents, and replies from travelers land in a shared inbox your team can pick up.
How do pre-departure reminders work?
Store the departure date, final payment date and passport expiry as date fields on the traveler or trip. Client Date Triggers send reminders a set number of days before each one, by email, text or WhatsApp.
Does it work for a home-based advisor as well as an agency?
Yes. A solo advisor can run it alone. An agency can add teams, roles and permissions, assign inquiries by specialty, and report on inquiries and bookings by advisor.

More inquiries answered. More trips booked.

Tell us how your agency handles inquiries and payments today, and we'll show you the same trip running through BaseCloud.

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