8 Questions To Ask Yourself When Choosing Tour Operator Software For Your Business

July 28, 2021
Lucas Ennis
5 min read

If you’re in the market for tour operator software, welcome!

As you know, much more goes into being a tour operator than organizing and hosting the trips. You have to keep on top of client communication, admin work, accounting, vendors, and more. That’s where tour operator software can see to business success.

Today, there are booking tools, itinerary creators, payment processors, back-office systems, and supplier management applications available on the market. The burning question is, which one should you use? After all, they are all working hard to fulfill specific needs in your operation.

You might be upgrading from a legacy system. Or you could be looking to make that first purchase as a new business. In any case, we have a list of questions to consider and ideas to help you when choosing the best software.

But First, Why Use Tour Operator Software?

Small to medium travel businesses or those just starting out may think they aren’t big enough to warrant using small tour operators’ software.

But the truth is that many factors can affect how efficient you are in day-to-day operations without you even realizing it.

More importantly, various things affect your customer experience, which software can fix. In some cases, it won’t matter how great your service is, how life-changing your product is, and how excellent your guides are; if you don’t provide a flawless digital experience, clients won’t bite.

Some of the common pain points you might be experiencing without realizing their true business impact include:

  • Inadequate itineraries that don’t showcase your full potential
  • Slow quote response times
  • Slow turnaround in the booking process
  • A lack of automation resulting in unwanted errors
  • A lack of insight into team performance
  • No room for business growth, whether rapid or gradual
  • Software that exists in isolation from other business areas
  • Poor insight into sales performance
  • Limited knowledge of client sentiment
  • Time management that is lacking and doesn’t allow the team to focus on areas of the business that needs it

What Can The Software Do?

What Does Tour Operator Software Do

Tour operator software can make life infinitely easier for you and your team.

It isn’t there to replace anyone. Instead, it exists to perform some of the repetitive, time-consuming tasks your team has to carry out on the daily. This way, you can keep your focus on what matters most—creating an amazing customer experience.

Ultimately, software can help with:

  • Itinerary creation
  • Accepting online bookings
  • Taking payments
  • Streamlining client and vendor communication
  • Getting a better business financial overview
  • Supporting booking management
  • Handling back-office tasks
  • Automating time-consuming processes
  • Making data-based management decisions
  • Getting to grips with client satisfaction
  • Reducing the chance of errors occurring
  • Growing your tour operator business

Of course, we know that WeTravel is a great solution for tour operators. It provides your customers and team with a perfect booking journey through seamless payment processing and booking management.

Questions To Ask When Buying Tour Operator Software

With all the different options, choosing the best software for your business isn’t always a walk in the park. Consider these questions before making an investment.

1. Can I Get A Demo?

Before committing to new tour reservation software, it’s always a good idea to get a demo. This way, you can see the platform in action and ask questions before deciding whether it’s right for your business.

This is a handy feature if the software provider does annual billing or you have a lot of data to carry across just to get started.

Best Tour Reservation Software

2. Is There A Free Version?

Another good option is to test a free version of the tour operator software. Many providers (including WeTravel) make their platform available for free with limited features.

This might not be the version that your business ends up using. But, it’s a great way to test the waters and find out whether the software works for you.

3. What Is Customer Service Like?

Customer service, or a lack thereof, can make or break the entire experience of buying into software for travel businesses.

Before inputting those credit card details, check to see the level of service that you can expect. Weigh it up with what you think you might need. Do you get priority support or a dedicated team? Are they available 24/7, and what are the communication methods?

4. How Do The Reviews Look?

One of the best ways to measure up the software is to see what others have to say about it.

Check whether there are any customer reviews available, and spend some time going through them. Honest reviews will help you to understand the benefits and pain points of the software.

Reviews also help you understand how actual customers feel about dealing with the software provider. You can also gauge what level of service they have received.

Tour Software Reviews

5. What About Client Testimonials?

Client testimonials show that the provider has happy customers. Typically, they include stories of how the software has improved an aspect of the business. So, it can be helpful to read real-life case studies to see if it can do the same for you.

6. What Is The Onboarding Process Like?

Working in a new software solution can be a big change for your business, especially when transitioning from a legacy system.

Some tour operator software providers offer an onboarding team to set you up and familiarize you with the software. This can make the transition more seamless and help you reach productivity levels in a shorter time.

7. What Integrations Does The Software Have?

Having a fully integrated business system makes running your business that much more efficient.

With this in mind, your tour reservation software should integrate with your existing systems for easier use. This includes your accounting tools, CRM, productivity apps, Zapier, and any other tools your business uses.

8. What Is The Cost Structure?

Software is priced in different ways. For example, providers might offer monthly or annual payments on tiered pricing, booking fees, and commission structures for tour operators.

Take stock of what your business can afford, and stick to a provider who offers pricing in line with this.


There is no doubt, businesses in the travel industry have to quickly adopt new technologies to meet their clients where they are at in the market.

Choosing your tools wisely allows you to do more with minimal effort from your team. Aside from that, it helps you stand out from your competition.

WeTravel is built for group, international, and wellness businesses of any size. If you’d like a demo of our platform, get in touch today.