Formats and completed examples
Travel Agency Invoice Format
Download a travel agency invoice in Word, Excel or PDF with itinerary references, service charges, agency fees and deposits. The example bills accommodation arrangements, ground transfer and an agency fee.
Travel agencies preparing their own customer invoices.
On this page
At a glance
- Show the agency’s fee separately from the arranged travel services.
- The worked bill totals INR 8,000; an INR 3,000 deposit leaves INR 5,000 due.
- Retain the supplier’s tickets and invoices alongside the agency bill.
Download your format
Files are in English. Choose the version you need below.
Blank template — DOCX
Editable Word document. Enter and check amounts manually; totals do not recalculate.
Download DOCX38 KB · A4 · Enter and check totals yourselfBlank template — PDF
Print-ready fixed document. It has no fillable form fields.
View PDF previewDownload PDF7 KB · A4 · No calculations neededBlank + example workbook — Excel
Includes Blank, Example and Instructions sheets. Formulas and fixed entry limits are documented inside.
Download XLSX11 KB · A4 · Includes calculationsWorked example — DOCX
Editable Word document. Enter and check amounts manually; totals do not recalculate.
Download DOCX38 KB · A4 · Enter and check totals yourselfWorked example — PDF
Print-ready fixed document. It has no fillable form fields.
View PDF previewDownload PDF7 KB · A4 · No calculations neededA completed example
| Description | Quantity | Rate (INR) | Amount (INR) |
|---|---|---|---|
| Accommodation arrangement | 2 | 3,000.00 | 6,000.00 |
| Ground transfer | 1 | 1,500.00 | 1,500.00 |
| Agency service fee | 1 | 500.00 | 500.00 |
Fictional example. Use the figures only to follow the document and calculation.
What to fill in
| Field | What to enter | Example |
|---|---|---|
| Client and itinerary | Use the customer and booking reference without collecting unnecessary identity documents. | Client EX-C030 / itinerary EX-IT030 |
| Service components | Separate accommodation, ground transport and an agency service fee. | Accommodation arrangement / ground transfer / agency fee |
| Reference documents | Keep source-issued tickets and supplier invoices separately identifiable. | Actual supplier reference, where relevant |
| Deposit and balance | Deduct an actual received deposit, not a proposed payment. | INR 3,000 received; remaining amount shown separately |
Identify what the agency is charging for
An agency may arrange several services, but a consolidated bill does not become the underlying airline, hotel or carrier document. Make the agency’s own service fee and reference role clear.
Reconcile the example
The example lists INR 6,000 accommodation arrangement, INR 1,500 ground transfer and INR 500 agency fee. The INR 8,000 total less a recorded INR 3,000 deposit leaves INR 5,000 due.
Keep itinerary changes traceable
When a booking changes, check the actual supplier records, agreed agency terms and any cancellation or rescheduling charge. Do not treat a copied fee or tax rate as universally applicable.
Prepare the agency bill
Enter the client and itinerary reference, then the agreed charges in the Excel Blank sheet’s ten rows. The workbook calculates line amounts and deducts a recorded deposit. Word amounts are manual; the PDFs are fixed copies. Check the booking changes and payment records before issuing.
Common questions
Does this create a valid airline ticket?
No. Tickets and boarding documents must come from the relevant authorized issuer. This format is the agency’s own billing record.
Does the worksheet calculate travel tax?
No. It calculates entered line amounts and payment deductions. Review the service, agency role and applicable tax separately.