# Travel agency software cost worksheet

Use written proposals and one common comparison period. The example below is fictional and is not a Travelgenix or competitor quote. It demonstrates the calculation only. No VAT, tax, payment processing, booking charges or other variable costs are included in its totals.

## Your common brief

Business and decision owner: ____________________

Comparison period in months: ____________________

Expected users and permission levels: ____________________

Brands, websites and branches: ____________________

Required suppliers and commercial access: ____________________

Bookings expected during the period (planning assumption): ____________________

Payment value and number of transactions (planning assumptions): ____________________

Required services retained outside the platform: ____________________

## Cost record for each proposal

| Input | Proposal A | Proposal B | Written source and exclusions |
| --- | --- | --- | --- |
| Setup | | | |
| Migration | | | |
| Initial training | | | |
| Initial design/content work | | | |
| Monthly platform fee | | | |
| Required monthly extras | | | |
| Users charged separately | | | |
| Supplier connection charges | | | |
| Support beyond included service | | | |
| Overlap with previous system | | | |
| Export, read-only access or exit charges | | | |
| Per-booking charges and applicable count | | | |
| Payment charges and applicable value/count | | | |
| Other variable fees | | | |
| Applicable taxes and whether recoverable | | | |
| Minimum term and notice deadline | | | |
| Renewal basis or price review clause | | | |

Keep a written explanation beside any blank. A blank means unknown until the provider confirms otherwise; it does not mean free. Do not count the same charge twice where it is already included in a package.

## Calculation

Fixed cost for the comparison period = setup + migration + initial training + initial design/content work + all applicable recurring charges over the period + overlap + exit costs.

Variable cost = each applicable fee multiplied by the same activity assumption for every proposal. Percentage payment charges use the payment value to which that rate applies. Fixed transaction charges use the applicable transaction count. Record minimum fees, refunds and currency differences separately where relevant.

Total modelled cost = fixed cost + variable cost + applicable tax treatment. Keep cash outflow and accounting cost separate if tax is recoverable or payments are spread. Ask your accountant to confirm the treatment where needed.

## Fictional worked example

| Input | Proposal A | Proposal B |
| --- | ---: | ---: |
| Setup | £2,400 | £0 |
| Migration | £600 | £600 |
| Monthly platform | £240 | £390 |
| Required monthly extras | £60 | £20 |
| Total monthly fixed cost | £300 | £410 |
| First 12 months, before variable charges and tax | £6,600 | £5,520 |
| First 24 months, before variable charges and tax | £10,200 | £10,440 |

A: £2,400 + £600 + (24 × £300) = £10,200.

B: £600 + (24 × £410) = £10,440.

The 24-month difference is £240. Proposal A requires £1,080 more during the first year under this simple timing assumption. These figures do not establish which proposal has the better features, service or fit.

## Decision record

Unconfirmed costs to resolve: ____________________

Tasks demonstrated with our own brief: ____________________

Work remaining with our team: ____________________

Reason for the chosen option: ____________________

Quote date and next price check: ____________________