The quote is accepted. The client is excited. This is the moment a booking is won or lost, and it usually comes down to one thing: how easy you make it to pay.
Most Indian agents still collect payments over scattered WhatsApp messages, screenshots of bank details, and follow-up calls. A clear payment structure removes the friction and protects your cash flow.
How much advance should you take?
There is no single rule, but these ranges work for most agencies:
- Domestic packages: 25 to 30% advance at booking
- International packages: 30 to 40% advance, higher if flights are booked immediately
- Peak season or non-refundable hotels: collect enough to cover what you pay the vendor upfront
The principle is simple. Your advance should at least cover the money you have to commit to suppliers before the client travels. If a hotel needs a non-refundable deposit, that amount should sit inside your advance, not your pocket.
When to collect the balance
Set the balance due date to 15 to 21 days before departure for international trips, and 7 to 15 days for domestic. This gives you a buffer to clear vendor payments and handle any last-minute changes before the client leaves.
State the balance date on the quote itself. When the client accepts, they have already seen and agreed to the schedule, so the reminder later is never a surprise.
Make paying effortless
Every extra step loses a percentage of clients. Reduce the payment to a single tap:
- Share a payment link (UPI, card, or your payment gateway) rather than raw bank details
- Put the exact advance amount in the link so there is no confusion
- Send a GST invoice the moment payment lands, so the client feels the transaction is official
In TripDrafts, the booking workflow lets you record the advance, attach a payment link for the balance, and track exactly how much is still due, per trip, so you always know who owes you what.
Protect yourself with clear terms
Two lines on every quote prevent most disputes:
- The advance is non-refundable once vendor bookings are confirmed
- The trip is confirmed only after the advance is received
Spell out your cancellation slabs too. Clients rarely argue with a policy they agreed to upfront.
A simple payment rhythm
- Client accepts the quote
- You send the advance payment link and terms
- Advance received, you confirm bookings and send a GST invoice
- Balance reminder goes out on the due date with a fresh link
- Balance received, you issue vouchers and the final invoice
Follow the same rhythm on every booking and payment collection stops being a chase. It becomes a checklist you tick off, and your cash flow becomes predictable.