Software for supplier and service management in group travel
On a group trip, one of the bottlenecks isn’t in selling but in buying: each departure chains hotels, airlines, transport companies and guides, each with its contract, its cost, its stock and its locator, and knowing at all times what’s confirmed and what’s missing is a job that doesn’t forgive an oversight. An unconfirmed service, a mis-noted cost or a rooming list that doesn’t reach the hotel in time become a problem on the day of departure. Managing suppliers connected to the real operation keeps buying and selling from living in separate worlds.
TourKnife is the group travel software that organises your suppliers, their contracts and their services into a clear structure, with a view of what’s confirmed and what’s missing on each departure.
And if you’ve already sorted out supplier management but you have other needs — selling online, automating operations or generating travel documentation — remember that TourKnife does everything a group travel operator needs. Discover all the features.
Supplier, contract, service and date: buying, in order
TourKnife organises everything you buy into four chained levels: the supplier (the hotel, the airline, the guide), the contract (the specific agreement with its terms), the service (what you buy, defined generically: “double room at Hotel X”) and the service date (a specific date with its stock, its cost and its status). That hierarchy is what lets a single supplier have several contracts with different terms, and a single service cost differently in high and low season, without duplicating information or losing track of anything.
The cost lives on each date, calculated the way the supplier invoices it
The cost isn’t a loose number: it’s on each service date, and it’s defined the way the supplier actually charges you. You configure whether the cost is per day or for the whole service, and whether it applies per traveller, per room, per group or per whole service: a hotel per room per night, a flight per traveller, a coach per service however many go. You also decide what stock you pay for — only what’s sold, all that’s contracted, or all of it from the first sale, as with a charter. Getting that right makes each booking’s cost come out correctly with no manual tweaks.
Automatic rules on costs: free places, seasons and volume
Agreements with suppliers are rarely a flat price. TourKnife applies automatic rules on costs: the classic “one place free per twenty paying” free allowance, different rates by season, costs scaled by volume of places, discounts by room type and more. You define the rule once — usually at supplier level — and it applies itself to everything below it, with the option to adjust or disable it for a specific contract or date. Your buying operation reflects the real agreements without calculations by hand.
What’s confirmed and what’s missing, at a glance
Each service date has a status that reflects its real situation: not requested, to ratify, confirmed, to be purchased. That signal gives you, departure by departure, the view of what’s closed with the supplier and what remains to confirm before selling or departing. Instead of chasing the status of each service by email, you see where the pending work is and act on the specific service.
Rooming and communication with each supplier from the platform
The relationship with the supplier doesn’t end at the contract. From TourKnife you generate and send each hotel its rooming list — the list of rooms with their occupants for the group’s dates — in the language and format that hotel needs. And you communicate with your suppliers from within the platform: availability and cost requests, service reconfirmations, day timings for guides and transport. All the buying coordination comes from the same place where the operation lives.
Frequently asked questions
How does TourKnife organise suppliers?
Into four chained levels: supplier, contract (the agreement with its terms), service (what you buy, generically) and service date (a specific date with its stock, cost and status). A supplier can have several contracts, and a service, different costs per date.
Can I reflect how each supplier charges me?
Yes. You define whether the cost is per day or per whole service and whether it applies per traveller, room, group or service, as well as what stock you pay for (only what’s sold, all of it, or all from the first sale). Each booking’s cost is calculated accordingly.
Does TourKnife handle free places and seasonal rates?
Yes, with automatic rules on costs: free allowances by place threshold, seasonal rates, volume scaling and room-type discounts, defined once and applied to everything below the supplier.
Can I send the rooming list to hotels from the system?
Yes. TourKnife generates each hotel’s rooming — rooms and occupants for the group’s dates — and sends it in the language and format the hotel needs, along with the rest of the supplier communications.