Trip Terms & Insurance Card

Every trip's Overview tab includes a Terms & Insurance card that answers three questions at a glance: Has the client accepted your agency terms? Have they accepted each supplier's terms? And what did they decide about travel insurance? All three are captured automatically when a client checks out on a proposal or pays an invoice — this card is where that evidence lives.

Agency Terms

Each proposal or invoice on the trip that carries your agency terms gets a row here:

• Accepted — shows who signed, on what date, and via which document. For proposals, a signed record link opens a proof-of-acceptance PDF (with the exact terms text, signature name, IP address, and timestamp) that you can keep for chargeback disputes.
• Awaiting client — the document was sent with a required acceptance (checkbox or typed signature) but the client hasn't completed checkout yet.
• Included · acceptance not required — your terms are displayed on the document, but it doesn't gate checkout on an explicit acceptance.

If you haven't set up agency terms yet, the card links you to Settings → Agency, where you can build reusable terms blocks and mark them as defaults. Default terms attach to every new proposal and invoice automatically. See Advisor & Agency Terms & Conditions for how advisor-level terms interact with agency defaults.

Supplier Terms

Suppliers are detected automatically from the trip's bookings. Each one shows:

• Green check — the client accepted this supplier's T&Cs (when they signed a proposal, invoice, or card authorization). The row shows the date, the name they signed with, and which document carried the acceptance.
• Clock — T&Cs are on file (or matched from the global supplier catalog) but the client hasn't accepted them yet. Catalog-matched suppliers need to be added to your workspace before acceptance can be tracked.
• Red X — no T&Cs uploaded for this supplier. Add them under Suppliers so they can be attached to your invoices and proposals.

Insurance

Insurance decisions arrive from two paths, and both show here:

• At proposal checkout — when a client requests a quote or declines coverage during checkout, the response is recorded automatically with their name, the date, and (for multi-plan offers) which plan they selected. Rows recorded this way are labeled at proposal checkout or at invoice checkout.
• Manual waiver links — the Send waiver link button in the Insurance section emails the client a secure page where they can formally request a quote or decline coverage. Pending links show when they were sent and when they expire, and can be copied or revoked.

Either way, a completed row is your written record that insurance was offered — useful when a client later asks why they weren't covered.

Troubleshooting

• A supplier shows "no T&Cs uploaded" — open Suppliers, find (or create) the supplier, and add their terms text or a link to their official terms page.
• A supplier shows "catalog match" — the booking's supplier name matched our global catalog, but acceptance tracking needs a workspace supplier. Add the supplier to your workspace and link the booking to it.
• Agency terms show "awaiting client" after the client booked — the client completed a document that didn't require terms acceptance. Check the proposal or invoice's Terms & Conditions settings.