Find out where your travel agency is losing money.
Most growing travel agencies lose money in small ways. It happens at each step of every booking. Each problem seems small on its own. But across your team and hundreds of bookings a month, it adds up fast.
Our team worked at Meta, Google, Cabinet Office, and the Home Office. We know how to find and fix broken business processes.
When your agency grows, small problems appear. They quietly cost you money.
The leaks are not big or obvious. They happen at the edges of every booking. A quote sent but never followed up. A commission nobody claimed because the reconciliation was late. A client who had a great trip but booked their next one somewhere else because nobody called. Each one seems minor. But across your whole team and hundreds of bookings a month, they add up to real money — and the owner ends up chasing problems all day instead of running the agency.
More consultants means more chances for things to fall through.
Each new consultant and each new booking adds more steps to your process. More steps mean more places where quotes, commissions, and clients can slip quietly through the gaps.
The owner becomes the bottleneck.
When the booking process does not run itself, the owner fills the gap. Consultants come to you. Clients come to you. Decisions wait on you. You end up working in the agency all day instead of on it.
The total cost is hard to see unless you look for it.
Most travel agency owners know something is off. The diagnostic maps every step of your booking process, puts a £ figure on what is leaking, and shows you what to fix first.
Every booking moves through nine steps. Each step is a place where money can leak.
The losses are rarely in one place. They are spread across several steps — each one small on its own. Together, they add up to a number worth recovering.
Enquiry
New booking requests come in by phone, email, and message. Without a clear process, some leads get followed up late — or not at all.
Quote
A trip quote is put together and sent to the client. How quickly and how well it is presented often decides whether you win the booking.
Follow-up
Quotes with no second contact are far less likely to convert. In busy agencies, following up on time is usually done by hand and easy to forget.
Booking confirmed
The client pays a deposit and the booking is locked in. Clear confirmation and next-step communication sets the tone for everything that follows.
Supplier bookings
Hotels, flights, and transfers are booked with suppliers. Without central tracking, confirmations can sit in individual inboxes and get missed.
Pre-departure
Final payments, travel documents, visa checks, and client briefings need to happen consistently. Gaps here are visible to clients and damage trust.
Trip running
The client is travelling. Support needs to be available and responses fast. How this is handled shapes whether the client comes back.
Client returns
The client is home. This is the best time to follow up — satisfaction is high and the next trip is already forming in their mind. Most agencies miss this window.
Rebooking and referrals
Systematic follow-up for the next trip, a review, or a referral rarely happens by default. The next booking is often left to chance rather than process.
See exactly where your agency stands — and what it is costing you.
10 questions about your booking process. You get an immediate £ estimate of what is leaking and which steps are costing you most. No call needed before you see your result.
Instaris was built by operators and engineers. We worked on large, complex programmes at Meta, Google, Cabinet Office, and the Home Office. We bring that same discipline to travel agencies. We do not write reports and leave. We sit alongside your team, build a working system inside your agency, and hand you the keys at the end.
Systems that keep running when the workload gets high.
Booking volume gets hard to manage fast as you grow. We design processes so that quotes, follow-ups, and client needs do not get lost in shared inboxes or one consultant's memory.
Systems that work in the office, on a call, and with clients.
Your process has to work for consultants, coordinators, and owners without adding more admin work. A system people actually use matters more than one with the most features.
Deadlines, payments, and records treated as live rules — not paperwork.
In high-stakes environments, supplier deadlines, commission windows, and client documents need to be tracked as active priorities — not found at the end of the month.
Client records, data, and permissions handled with care.
Passport details, booking records, and client preferences need clear rules, reliable storage, and a clean audit trail.
We install a working operating system inside your agency. Not advice. Not a report. A system.
By the end of 21 days, your agency runs through a single operating layer. Bookings flow without chasing. Consultants know what they are working on and when. You can see the whole agency from one screen. And your team uses the system — we make sure of that before we leave.
A live system installed inside your tools.
- Booking tracker — every quote and booking, its stage, its owner, what is next
- Quote follow-up recovery — every cold quote, missed callback, and outstanding commission surfaced and actioned
- Consultant view — who is working on what, who is behind, where time is lost
- Owner dashboard — the whole agency visible from one screen
What we promise before we start.
- First visible win delivered by Day 5 — not the end of the pilot
- By Day 21 you can see every booking, every consultant, every follow-up in one place
- Everything we build is in active use by your team before we hand over
Work on your agency. Not just inside it.
When you can see the whole operation clearly, you stop spending every day reacting. You start making decisions about where your agency is going. The pilot gives you that clarity — built inside your tools, owned by your team.
Run the Leakage DiagnosticYou see a real improvement every few days. Not just at the end.
The pilot is structured so that something visible is delivered every 2 to 3 days. You do not wait three weeks to see what we have been doing. You see wins stack up in real time — starting from Day 5 with your exact leakage figure in £.
What happens and when
- W1Map the booking lifecycleWe shadow your team, pull 90 days of booking data, and map every step of your agency. By Day 5 you receive your Agency Maturity Scorecard and your exact leakage figure in £ — in writing, before we build anything.
- W2Build the systemWe install the Booking Operating System inside your existing tools. Every day this week ends with something live. By Day 10 your quote follow-up recovery system is running. The first recovered booking typically comes in within 48 hours.
- W3Embed and hand overDay 15 the owner dashboard goes live — you can see the whole agency from one screen. Day 17 your team is trained and using it. Day 21 is the showcase: we replay your Day 1 goals, hand you a 90-day scaling roadmap, and you own the system.
Before we build anything, we map exactly what you have.
We do not arrive with assumptions or a ready-made answer. The first week of the pilot is all observation. We sit alongside your team, pull 90 days of booking history, and map every step of your agency — every handoff, every gap, every place where bookings stall or money slips away. By Day 5 you have that picture in writing, with a £ figure attached to every leak we found.
Kickoff — you tell us your biggest frustrations.
A 2-hour session where you walk us through your agency in your own words. We record your goals and the problems you want solved. We replay them at Day 21 to show what changed.
We shadow your team. Observe only.
We spend half a day watching your consultants and coordinators work. We do not interrupt or suggest. We just watch how bookings really move — not how you think they move.
We map every step of your booking lifecycle.
Every handoff, every delay, every place where ownership drops. We map it end to end from the first enquiry to the final rebooking, and we mark every gap we find.
By Day 5 you receive your Agency Maturity Scorecard and your exact leakage figure in £. That is the foundation everything else is built on. Start with the free scorecard to see where your agency stands before the pilot begins.
Find out what your travel agency is losing — and what it is worth.
Answer 10 questions about your booking process. You get an instant £ estimate of what is leaking and which steps are costing you most. No call needed before you see your result.
If the result shows a real opportunity, you can book a 30-minute call directly from your results page to talk about the pilot.