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, decline coverage, or confirm they already have their own policy. Pending links show when they were sent and when they expire, and can be copied or revoked.

On the waiver page a client has three choices: I'd like a quote, I decline travel insurance, or I already have coverage. The last option is for clients who carry their own policy (such as an annual plan). When they pick it, they enter their carrier, an optional policy number, and the policy's expiration date. The completed row then shows a Has coverage badge with those details, so you have the expiration on hand for a renewal check later. The advisor is emailed the carrier and expiration when the client responds.

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.