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Deposit invoice process

PURPOSE AND SCOPE

1. Purpose

The purpose of this Standard Operating Procedure (SOP) is to detail the required steps for accurately generating, customizing, and sending the preliminary deposit invoice to a client using the WeTravel platform. This ensures timely collection of the initial deposit, confirms the client's commitment to the agreed-upon itinerary, and maintains the integrity of the booking data, leading to the final "Won" status in the sales pipeline.

2. Scope

This SOP applies to Sales Team members who are responsible for finalizing a booking after a client has agreed to a quote and submitted their required documentation (waivers/questionnaire). The procedure starts with locating the appropriate invoice template in WeTravel and concludes with the successful delivery of the personalized deposit invoice link to the client, allowing the deal to advance toward the "Won" column upon payment receipt.

CHECKLIST


Step

Action

Details

1. Locate Template

Navigate to WeTravel and search for 'Template'.

This search should display your standardized deposit invoice templates.

2. Copy Template

Select and copy the template that matches the specific trip the client is booking.

  

3. Rename Invoice

Open the newly copied trip to edit. Change the name from the temporary format (e.g., TEMPLATE - Tour du Mont Blanc (Deposits)(Copy)) to the Client Name and Trip (e.g., Client Name - Tour du Mont Blanc (Deposits)).

Use the primary group leader's name if applicable.

4. Update Dates

Change the dates within the invoice to reflect the client's requested trip dates.

Ensure this matches the confirmed dates on the deal.

5. Set Group Size

Ensure the trip Minimum and Maximum traveler limits are both set to the exact number of hikers in the client's group.

This prevents unauthorized booking changes.

6. Adjust Packages

Go to the Packages Tab and delete the package line that is not needed, based on whether the booking is a Solo Trip or a Group Trip.

Only the relevant package option should remain visible to the client.

7. Publish & Share

Publish the finalized deposit invoice trip.

The invoice must be published to generate a shareable link.

8. Send to Client

Copy the unique link for the published invoice and paste it into the 'Deposit Invoice (updated 21.9.23)' template. Send this email to the client.

This completes the Deposit Invoice step in the main KANBAN SOP.