Whether you call it an itinerary fee, a plan-to-go fee, or something else, trip planning fees ensure that you are compensated for the time and effort you put into curating your clients' trips and supporting them along the way.
To charge your client a trip planning fee, you'll first want to ensure that you have enabled direct payments for your account and that you've set up your default Trip Planning Fee (default) template under Templates > Invoices:
Once you've done so, you can create a trip and then use the blue "create" button to generate a direct invoice for your client.
Click on the blue "Create" button at the top-right corner of the trip page and then click "Invoice (Planning fee)."
The invoice will automatically pull in the information on your trip planning fee default template. You can then adjust this by clicking the edit button to adjust any details, changing the amount in the price box, or changing the due date in the payment schedule section.
Finally, in the invoice settings, the box that says, "This is a planning fee" will be automatically checked.
From here, click the "Next" button at the top-right corner of the invoice, choose "Save & Review Email" as you would for a typical invoice, and then send the invoice to your client.
If you use a Planning Fee Invoice or check the "planning fee" box on a Direct Invoice, your planning fee will automatically be withdrawn to your external bank account from the Funds balance (provided it's been at least 5 business days since your first charge on the platform).
Comments
17 comments
This is a good idea, I don't use it because of the wording
Same. It would be great to see it revised.
Hi Chris,
Yes, I don't use it much either because of the wording.
How long does it take for planning fee funds to be deposited into the link account?
Hi Velvette, great question! Deposits will be made to your bank account in typically 2 business days.
Would be great if the "convenience fee" label was changed...clients misunderstand this thinking I am charging them a fee that goes to my bank account vs a processing fee
Until it does change, you may benefit from providing the clarification on what this fee is within the content of your email that has the invoice attached. Customize the content to outline every detail that your clients need to know so that the risk of confusion is removed. I see too many advisors use the generic emails, acknowledgements, and even terms, when they should all be uniquely tailored to the business.
This new invoice does not give you the option to select a template as is being represented here. Either there was a disconnect in the release or it was not properly evaluated before creating the instructional materials. Quality control folks.
Hi Richard P. Hardie II - CTA, CCC, CATA | Professional Travel Consultant ! You are totally right here - I missed the mark on these updates. We've got some changes coming to this feature which will automatically connect it to the Trip Planning Fee (default) item under Templates > Invoice! The guide is updated for the correct process, and the feature will also be updated to reflect that shortly. I've added a note to the top to ensure others aren't confused as well! Thanks again for pointing this out - your perspective helps us get better!
I followed these instructions, but when I sent a test invoice to myself and paid it, the receipt shows the line item as “Trip Package” even though I edited the first line to say “Planning Fee”. When I click, “View Invoice” on the receipt, it shows two line items: Trip Package and Planning Fee. I want the invoice and receipt to be clear it is the planning fee only, not a “trip package” payment. What is the work around?
Hi Kat,
Thank you for your comment! Can I have you send in a support request to hello@traveljoy.com or by using the blue chat button in the bottom-right of your TravelJoy dashboard? I'd love for us to take a look at what might be happening. If you can, please include a link to the created invoice - this will help us out greatly!
Hi Kat! I just wanted to follow up here to let you know the package issue within planning fee invoices should now be resolved. Thank you for raising this so that our team could identify and remove what was causing this.
Caitlin, Sorry I'm just seeing your responses. I'll check it out…thanks!
Can I do this on my direct group booking page have fund go straight to my bank account as it is my planning fee?
This can always be done via a Direct Invoice and there is no requirement for every Direct Invoice to go into the Trip Funds functions. Regarding Trip Funds: for all advisors who are working under a host agency the Trip Funds DO NOT satisfy the strict SOT compliance requirements for those states that have them in place. All fees that are against a strict SOT client are required, under the context and laws of those SOT compliance requirements, to be processed by your host agency and are subject to withholding of processing fees as well as your contracted commission split agreement amounts. If using Trip Funds, be aware of this so that you don't find yourself having been identified as being non-compliant with established laws around this area.
Hi everyone! On the compliance side, our guidance is a little different from what's described above, so we wanted to add some context.
We're not aware of any Seller of Travel statute that requires an advisor to have their host agency process payments on their behalf. However, we're ultimately not a source of final legal advice.
Your host agency can tell you what your agreement requires, and your own attorney can tell you what your state requires.
Feel free to let us know if you have any further questions about the platform here or by emailing us at hello@traveljoy.com.
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