Software for tour operators and excursions

Why a tour operator needs a different kind of software

On an excursion, the food, the drink, the disposables and even the fuel for the boats and buses are calculated per passenger and per destination. If 120 PAX go out tomorrow split across four beaches, each beach needs a different amount of each supply, and buying it right is the difference between making a margin and giving it away. Ordinary shop software can't do that calculation —let alone if you also serve catering onboard.

What it has to solve

• Formula per PAX and per destination: define how much of each supply each person needs at each destination, and have the system calculate the day's purchase from the PAX alone.
• Assisted purchasing: from that formula, a purchase proposal you can adjust before confirming.
• Onboard catering: recipes for the menus you serve on the excursion, with their cost per cover.
• Logistics-hub and boat inventory: what goes out to each destination and what comes back.
• Per-unit fuel control: dispatch to each boat or bus, return of what wasn't used and real consumption per unit.
• Returns: what a destination didn't consume and sends back, to buy less the next day.
• Margin by destination and fleet consolidation: know which excursion and which unit make money.

The per-PAX calculation, explained

You enter the "formula" once: for example, 0.3 litres of drink and 1 sandwich per person at Beach A, and different values at Beach B. Each morning you enter the PAX for each destination and the system tells you exactly how much to buy of each item, subtracting what you already have in inventory and what came back as returns. You buy just enough.

Fuel and fleets

Fuel for a fleet of boats or buses is one of the costs that leaks the most. The system records dispatch to each unit, the return of what was left and net consumption, and consolidates it by week and by company. It also serves for auditing and even for selling fuel to third parties with traceability.

Margin by destination

By cross-checking what was dispatched to each destination against what was sold there, you know the cost, the sale and the margin of each excursion —and the cost per PAX— not a general average.

How Ledyvas does it

Ledyvas has a tourism mode with all of this: formula per PAX and per destination, assisted purchasing, recipes for onboard catering, logistics hub, per-vehicle and per-boat fuel control, returns, margin by destination and fleet consolidation. It's enabled from settings; if you also have a restaurant or a shop, those functions live in the same system.

It installs on Windows, is paid once and exports to QuickBooks, Alegra, Zoho Books, Odoo and Xero. Download the free trial and build the formula for your real destinations.