Time Tracking for Travel Agencies
Travel agency work is invisible until it isn’t. Research, supplier calls, itinerary revisions, and client back-and-forth add up fast - but most of it never makes it into a timesheet. When fees are flat or commission-based, knowing how many hours each booking actually takes is the only way to know whether the business is profitable. Sandtime.io makes it easy to log time per client and booking as you go, so nothing gets lost and reviews are grounded in real data.
Travel Agencies: why they choose Sandtime.io
Track time by client or booking
Assign hours to the right client and booking - research, itinerary planning, supplier calls, revisions, and client communication - as they happen. Know exactly what each booking actually costs to produce.
Capture every billable hour
Log research calls, supplier negotiations, and email threads as they happen. No more end-of-week guesswork about where time went across a dozen active bookings.
Know whether fees cover your time
See how many hours each client or booking has consumed. Know whether your fees are covering your time before the trip departs - not after.
Your whole team, one account
Track time across agents, specialists, and support staff from one shared account. See who worked on which client without chasing logs from the team.
How a travel agency checks each trip’s fee against its hours
A travel agency sets up Sandtime.io with one project per client trip or group booking and a free account for every agent. Research, supplier calls and itinerary revisions are logged against the trip as they happen, so the agency knows before departure whether the planning fee covered the time.
- Give every trip its own projectName each project after the client and the departure, such as a honeymoon or a corporate group. Keep marketing, supplier training and office admin on non-billable projects.
- Invite agents and specialistsInvite each agent by email, with sign-in by email, Google, Microsoft or Apple. Make the senior agent on a group booking its Project Administrator, and assign agents only to the trips they handle.
- Log calls and revisions as they happenStart a timer from the desktop app or the Chrome extension when a supplier call begins, and add long email threads afterwards with a start and end time. Nothing waits until Friday to be remembered.
- Review each trip before departureA few weeks before a trip leaves, run a report grouped by project and member and compare the hours with the fee. Export to Excel or CSV for commission reviews and for repricing packages that keep running over.
Step by step in the help center: invite the team with the right role, approve a week from the email, and turn on auto-locking.
Common use cases
- Log client hours as research, planning, and revisions happen
- Track time across multiple active bookings without mixing hours
- Know whether booking fees cover the time invested before departure
- Pull agent time summaries for performance and commission reviews
- Separate billable client work from internal admin and training
- Export time data by client or booking for reporting and reviews
Key features
One-click timers
Start timing when a client call or research session begins. One click logs to the right booking without losing your place.
Retroactive time entry
Add supplier calls, email time, or planning sessions after the fact. No billable work goes unrecorded because you forgot to start a timer.
Multiple bookings at once
Run separate timers for multiple active clients simultaneously. Each booking tracks independently so hours never cross between clients.
Export and report
Pull time reports by project, agent, or date range. Export to CSV for fee reviews, agent performance, or client reporting.
Where Sandtime.io stops
Better to know before you invite the team. These are the gaps people in this line of work ask about most.
- No invoicingSandtime.io does not send invoices. The Invoices report template lists time, rate, net revenue, tax, and total per project, and you export it to Excel or CSV for your billing software.
- No project budgetsThere is no budget field or budget alert. A report grouped by project shows hours, cost, and revenue so far, and you compare them with the estimate yourself.
- Reminders are a weekly emailThe fill-timesheet reminder is one email, sent on Friday at 6 PM while auto-locking is on. It is off by default, so each member switches it on in their notification settings.
Keep exploring
Continue with the most relevant Sandtime.io pages for this topic.
Track breaks and other non-billable time
Sandtime.io has no dedicated break timer. Non-billable projects with the Billable switch off keep breaks in your timesheet and out of what you bill.
Open pageBillable Hours
Work hours that can be charged to a client or project. Essential for professional services firms to track revenue.
Open pageCost, revenue, and billable reporting
Use billable flags and rates to understand project profitability without losing the self-reported workflow.
Open pageCost
The expense associated with employee work hours. Calculated by multiplying time by cost rates for profitability analysis.
Open pageCreate a project for reported time
Create projects that people can report against, mark them billable or non-billable, and keep reporting tidy.
Open pageCustom Reports
User-defined reports with flexible groupings, metrics, and filters. Custom reports answer specific business questions.
Open pageTrack your first hour today
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