Last updated September 23, 2026
The trip’s Bookings section has two views:
An item in the tracker does not automatically create a financial booking or commission. Linked advisor bookings keep their original record. See Reservation Tracker for confirmations, photos, itinerary visibility and sharing.
Search by name or confirmation number, then use All, Advisor arranged, or Customer added to narrow the list. The selected source is highlighted in blue. Use Saved order to keep your arrangement, or sort by date. Import and Add booking sit above the list; Add booking → Add existing booking records a service you have already arranged.
The advisor list separates Date & local time, Supplier status, Balance, and Commission. Supplier confirmation is separate from customer approval, payments and commission payout. A missing price or payment amount is shown as not recorded, so an unknown balance is not mistaken for zero.
Expand a booking to use Overview, Customer View, Approval, Payments, Commission, Documents, and Travelers. Packages also have Components. Open More for Notes and History.
In Overview, choose the supplier and edit the service, confirmation, status and dates. Use Customer View for the shared photo, reservation tracker and itinerary visibility, and family preview. Approval holds customer approval and card authorization. The progress indicators above the tabs open the corresponding sections. Choose Save changes to save service and customer-view edits; switching tabs preserves your draft. Flight dates and times are managed through the full flight editor so every leg stays consistent.
Customer confirmation is the number the traveler presents. Supplier booking number is the advisor's operator reference. Internal notes and commission details stay advisor-only. Present mode hides those private fields.
When a trip has two or more rooms at the same hotel or resort, or two or more cabins on the same sailing, the list shows them together under one header. The header carries what the rooms share: the property, the dates, the supplier, the combined total and how many are confirmed (for example 2 of 3 confirmed).
Each room underneath leads with what makes it different: who is in it, then its confirmation number and room type. So five rooms at one resort read as five different families rather than five identical rows. Every room keeps its own status, balance, commission and menu, and clicking a room opens it as usual. Nothing about the money changes; the group only changes how the list reads.
The rows list the travelers linked to each booking, so link travelers (see Assigning Travelers to a Booking) to get the most from this. A room with nobody linked says Travelers not linked.
When a ship's schedule changes, for example a dry dock from October through December, open Bookings → Booking search, choose More filters, and enter the Ship with both Starting from and Starting through dates. Leave Departs on empty.
The page lists every sailing of that ship in the range, soonest first, with its itinerary, cabin count and guest count, and a summary such as "4 sailings · 12 cabins · 24 guests". Open roster shows everyone on that one sailing. Cancelled bookings are left out unless you choose Include cancelled. A + next to a guest count means some bookings have no travelers listed yet.
Email everyone on these sailings opens the normal email composer with each affected client already added, once per email address. Nothing is sent until you write the message and choose Send. Each client receives their own branded copy, logged on their client record, and merge fields such as the client name fill in for each person. Clients with no email address are counted under the button so you can contact them another way.
For a service that still needs customer approval, choose Create booking proposal. Include the exact services and price you want approved. Card authorization is requested when enabled, and supported accepted selections become bookings on this trip. Complete the supplier reservation separately and update its confirmation.
For services already arranged, add or import the existing booking. Do not send another proposal just to record it.
Open a trip → Bookings → Advisor Bookings and use the booking entry controls. You'll fill in:
You can also skip the manual entry entirely — use AI Import to paste a booking confirmation email and let JourneyFuse extract the details automatically.
Each booking type comes with specialized fields that make sense for that reservation:
| Type | What You Can Track |
|---|---|
| Flight | Segments with departure/arrival airports, airlines, flight numbers, and times |
| Cruise | Ship name, cabin number/type, port day schedule, onboard credit, and what's included (prepaid gratuities, drink package, Wi-Fi) |
| Hotel | Property name, room type, check-in and check-out dates |
| Resort | Property details and room accommodations |
| Park | Theme park reservations and tickets |
| Dining | Restaurant reservations |
| Transfer | Airport transfers and ground transportation |
| Excursion | Tours, activities, and day trips |
| Insurance | Travel insurance policies |
| Other | Anything that doesn't fit the categories above |
Flights are the most detailed — you can add multiple segments for connections, each with its own airline, flight number, departure/arrival airports, and times. Your clients will love you for having all of this in one place when they inevitably text "wait, what time does our connecting flight leave?"
Prepaid gratuities, a drink package or a Wi-Fi plan are part of what the client bought, so they belong on the booking rather than in a note. Open the cruise booking, click Full booking editor, and find What's included under Onboard Credit.
Ticked items appear for your client on the Your cruise card on their portal Overview, the Your cabin box on the ship card in their itinerary, and the stateroom card in the JourneyFuse mobile app. An amount shows beside the item, such as "Prepaid gratuities $256". They also show under "Included in this price" on the invoice.
If you used AI Import, anything the confirmation listed as included (a gratuities line, a Wi-Fi package) is already there as an unticked chip. Those stay private until you tick them, because suppliers often print internal codes like "CM07-GRGRT STD 7N" that a client shouldn't have to decode. Tick the ones you want the client to see. Unticking an imported item only hides it from the client; unticking one you added removes it.
Nothing here changes the price, amounts included. What's included is part of the cruise total you already entered, so the amount is shown to the client, never added to it.
For excursions, transfers, park days, and dining, the supplier is usually the operator, not the experience itself. "Liv Tours" tells you who runs it, but "Vatican Highlights, Sistine Chapel & St. Peter's Basilica Tour" is what the trip is actually about. So these booking types have a dedicated name field, labeled to match:
| Type | Field | Example |
|---|---|---|
| Excursion | Tour Name | Vatican Highlights & Sistine Chapel Tour |
| Dining | Restaurant Name | Le Cellier Steakhouse |
| Transfer | Service Name | Airport private transfer |
| Park | Activity Name | Magic Kingdom day pass |
Open the booking, click Edit, and you'll find the name field near the top of the details. Whatever you enter becomes the headline on the booking's top line, with the operator kept right below it as "via [supplier]" — so the booking reads as the experience, not the company that runs it.
Leave the field blank and nothing changes: the booking keeps showing the supplier name as before. The same pattern already powers hotels and resorts, where the Property Name headlines over the booking channel (so a room booked through Expedia reads as the resort, not "Expedia").
A single flight booking can hold every leg of the journey — the outbound, the connection, the return — as separate segments. One JetBlue confirmation with a HPN → FLL connection and an FLL → MBJ onward leg lives as one booking with two segments, not two bookings.
In a flight booking, the Flight Details section starts with one segment. Click Add another flight to add each additional leg. For every segment you can capture:
You don't set the booking's overall dates for flights. The trip start and end are derived automatically from the first segment's departure and the last segment's arrival, so the trip timeline always matches the actual itinerary. Just fill in the segments and the dates take care of themselves.
Entered a leg out of order — say you added the return before the outbound? You don't need to delete anything or re-key the whole booking. When a flight has two or more segments, each segment header shows ↑ / ↓ arrows:
The order you set is saved and used everywhere the flight appears — the booking itself, the trip itinerary, and any proposal generated from it. Segments already in the right order need no action; the arrows are only there when you have more than one leg.
Tip: For two legs on the same day, the system already sorts by departure time, so the earlier-departing leg shows first by default. Use the arrows whenever you want a different order, or for legs that span different days.
A vacation package or a consolidator ticket often comes with two numbers: the operator's order number (Delta Vacations, Expedia TAAP, VAX), which you use for commission and supplier calls, and the airline's own record locator, which your client needs at check-in. When the flights are on different airlines, each airline issues its own locator.
Each leg in Flight details has an Airline locator box, next to Terminal and Gate. Type the airline's locator on each leg it applies to. It saves in capitals with spaces removed.
On the client's itinerary, portal, PDF and mobile app, each flight's Conf # shows that leg's locator. A leg with no locator shows the booking's Confirmation Number instead. The package's Supplier booking number (advisor only) is never shown to the client.
Tip: For a package, open the package on the Bookings tab, go to Components, and click Edit component on the flight to reach its legs. The same box is also in the flight editor on the itinerary.
By default, every booking applies to the whole trip party — the booking list shows "All travelers." But real trips aren't always that tidy. Maybe one client flies out of San Antonio while the other departs from Dallas, each under their own confirmation number.
Open the booking, click Edit, and scroll to the Travelers section. Every traveler on the trip is listed with a checkbox — uncheck anyone who isn't on this particular reservation and save. The booking list then shows exactly who the booking applies to instead of "All travelers."
The assignment flows through to the client-facing itinerary automatically. When a booking is narrowed to specific travelers, the itinerary card shows a Travelers line — on flights it appears right alongside the seat, class, and confirmation details — so each person can tell at a glance which reservation is theirs. This works for flights, hotels, transfers, excursions, and dining alike.
Tip: Assignment works at the booking level, not per flight leg. If two clients share some legs but not others, keep their reservations as separate bookings (they usually have separate confirmation numbers anyway) and assign each booking to the right traveler.
If you're building an itinerary item by hand — say an imported flight with no linked booking — you can also type traveler names directly into the Travelers field when editing the flight on the itinerary.
This is where bookings get powerful. When you link a booking to a supplier from your directory:
If you typed a supplier name manually when creating the booking, you can always go back and link it to a proper supplier record later. Worth doing — the automation saves real time.
Every booking captures a commission amount, either auto-calculated from the supplier's rate or manually entered. This feeds directly into your commission tracking, giving you a clear picture of expected commissions per booking, per supplier, and per trip.
No more end-of-month scramble trying to figure out what you're owed.
Near the bottom of the booking form sit three toggles that get confused for each other constantly. They answer three different questions, and most bookings need none of them.
| Switch | The question it answers | Effect |
|---|---|---|
| Paid directly to supplier | Who collects the money? | The amount still shows on the trip and the invoice, but drops out of the invoice balance. The client settles up with the supplier. |
| Not commissionable | Does this earn us commission? | Clears the rate and amount, and stops the expected-commission prompts. The sale still counts as production. |
| Don't count toward agency sales | Is this our sale? | Leaves your sales totals, scorecards and production reports. The client still owes the money and the invoice is unchanged. |
The classic case for the third one is air you book for a client on their own card. You run the ticket, so you're collecting the money (leave Paid directly off), and it belongs on the invoice — but a $3,000 airline ticket isn't agency production and shouldn't inflate your sales figures. Turn on Don't count toward agency sales and pick a reason.
Reasons available: pass-through (air, tickets), client booked it themselves, agent travel, FAM, comped, or other. The reason isn't bookkeeping for its own sake — it shows up in the report footer, so a total that looks low always explains itself instead of turning into a "why are my numbers wrong" question six months later.
Nothing is excluded automatically. Some flights genuinely do pay commission (consolidator and preferred-air programs), which is exactly why this is a per-booking decision rather than a rule about booking types.
To take a whole trip out of reporting instead (your own FAM, a personal trip), use the trip's own exclusion setting on the trip form. The booking-level switch is for when the rest of the trip is a real sale and only one piece isn't.
Here's the magic: when a booking has both a confirmation number and a price, JourneyFuse automatically generates an invoice line item for it. Change a booking's status? Auto-invoicing kicks in again.
This means you're not manually creating invoices for every hotel confirmation that comes in. The system does it. See Auto-Invoicing from Bookings for the full details on how triggers work and when invoicing is skipped.
Enter the confirmation number right away. It triggers auto-invoicing and makes the booking searchable. Don't tell yourself you'll add it later — you won't.
Link suppliers, don't just type names. Five minutes setting up your supplier directory saves hours of manual commission math over a year.
Use the AI Import for complex bookings. Got a cruise confirmation with cabin details, port schedules, and pricing buried in a wall of text? Paste the email and let AI pull it apart for you.
Split your notes deliberately. Anything the client should read ("connecting room confirmed") goes in Notes, where a short note also prints on the invoice. Anything only your team should read goes in Internal Notes, which never leaves the app.
Check commission amounts after auto-calculation. Supplier rates are usually right, but some bookings have special commission structures. A quick glance catches discrepancies before they become problems.
Can I add multiple bookings of the same type? Absolutely. Most trips have multiple bookings — two flights (outbound and return), a hotel and a resort, several excursions. Add as many as you need.
What if I don't have a confirmation number yet? Add the booking anyway with whatever details you have. Auto-invoicing won't trigger until the confirmation number and price are both present, so you can fill it in later when the supplier confirms.
Where do I note that a cruise includes prepaid gratuities? Open the cruise booking's Full booking editor and tick Prepaid gratuities under What's included. Your client sees it on their portal and itinerary. See What's Included on a Cruise.
Can I edit a booking after it's been invoiced? Yes. Update the booking details and the linked invoice will reflect the changes.
How does AI Import work? Click AI Import on the bookings tab, paste the text from a booking confirmation email, and JourneyFuse's AI extracts the booking type, supplier, dates, pricing, confirmation number, and type-specific details like flight segments or cabin info. Review what it found, make any corrections, and save.
Two clients are on the same trip but different flights. How do I show who's on which? Edit each flight booking and uncheck the traveler who isn't on it in the Travelers section. The booking list and the client-facing itinerary will then label each flight with the right name. See Assigning Travelers to a Booking above.
I added my flight segments in the wrong order — do I have to start over? No. Open the flight booking and use the ↑ / ↓ arrows in each segment's header to move legs up or down until they're in the right sequence, then click Update. The order is saved and flows through to the itinerary and proposals. See Multi-Segment Flights above.
My client's split stay is one supplier booking, but the second hotel shows up as an extra booking. How do I fix that? Add the second hotel as its own booking so it keeps its dates and confirmation number, then tick both it and the supplier package on the Bookings tab and choose Add to package. The second hotel nests underneath, carries no separate price, and still places on its own days in the itinerary. See Package Bookings.
Use All, Advisor arranged, or Customer added to focus the booking list. Search by name or confirmation and choose date order when needed. Customer-added reservations appear in a separate section with the traveler’s name when available. View reservation opens the same tracker record; these entries do not create advisor financial bookings or commission.
Choose Not booked, Awaiting supplier confirmation, or Confirmed from the supplier-status menu. The selected status appears immediately with Saving…, followed by Saved. If saving fails, the prior status is restored and a Retry action is available. Customer approval, supplier confirmation, and attached documents are separate indicators in the expanded booking.
Your command center for every trip — create, track, and manage from first inquiry to final payment.
Create stunning day-by-day itineraries your clients will love — with drag-and-drop blocks, image carousels, and a reusable template library.
The overview of Groups — coordinate multiple travelers under one record with a roster, shared itineraries, messaging, and an optional self-service booking page.