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 & Branding, 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.
• One waiver per traveler — when a trip lists more than one traveler, the dialog opens with a Send to checklist of everyone on the trip. Adults with an email are ticked by default. Children are listed but unticked (they sign through a parent), and so is anyone who already has a pending or answered waiver on the trip. A traveler with no email can still be ticked: you get a link to copy and hand over yourself. Each ticked traveler receives their own link and gets their own row in the Insurance section, so you can see at a glance who has answered and who has not. Someone missing from the list is not on the trip yet: add them under Travelers first.

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.

Download the signed record

Every answered row has a download button: Signed record on a decline, Record on a quote request or own-coverage answer. It opens a PDF with the response, the name the client typed, the date and time (in your workspace's time zone, or UTC when none is set), their IP address, the trip, and the exact wording they agreed to, checked against the fingerprint taken when they responded. The same button appears on the client's page.

Declines recorded at checkout before September 17, 2026 saved JourneyFuse's standard wording rather than your proposal's own decline wording. Their PDF shows both, labelled: your proposal's wording as it reads today, and the standard wording saved at the time.

Collect a signed decline on every new proposal

A decline is only signed when the proposal offers protection and Require a signed decline is on. To make that the starting point:

• Settings → Agency & Branding → Defaults → Terms & Conditions (Settings → My Business → Terms & Conditions if you are a solo advisor): under Travel protection defaults, Default protection on new proposals sets how protection is offered on every new proposal (owners and admins).
• In the proposal editor, Always start with this on beside Require a signed decline makes it your own default for new proposals.

Keep the current follow-up status clear

A Quote requested response is not purchased coverage. The original response remains in the Terms & Insurance card. Use the trip’s Insurance logistics shield to track the current follow-up status, and update it only when the outcome is confirmed. If you sell an insurance plan as a separate booking, add its details under Bookings. Check every adult’s response rather than assuming the primary traveler answered for everyone.

Clients with their own annual policy

Many travelers carry an annual plan that covers every trip they take that year. Record it once on the traveler instead of on every trip.

1. Open the client, go to Travelers, and expand the traveler.
2. Open the Insurance tab and click Add Policy.
3. Enter the insurance company, the policy number, and the date it expires. The start date is optional.

Each policy shows In force, Renews soon (within 60 days of expiring), Not started, or Expired, so the Insurance tab doubles as a renewal reminder.

Already collected the details on a waiver? On a Has coverage row, click Save to traveler. The carrier, policy number, and expiration are copied onto that traveler, and the button changes to On traveler.

What the trip shows

A trip is judged against its own dates. A policy counts when it has started by the trip's first day and runs through its last day. For a trip with no dates yet, a policy counts while it is in force today.

• Insurance section — when any traveler on the trip has their own coverage, a panel lists each adult with the carrier and expiration, and flags anyone with No policy on file for these dates. A Has coverage waiver answered on the trip counts too.
• Logistics shield — when every adult on the trip is covered and you haven't set the shield yourself, it shows Own policy in green, on the trip page and on the trip's card in the Trips list. Hover it to see that it came from policies on file. Children are not required to have their own policy, since family plans cover them through a parent.

You can also pick Own policy from the shield's menu yourself. Anything you pick always wins over the automatic value. Trips that belong to a group booking use the group roster's logistics instead.

Insurance you sold on the trip

An insurance booking on the trip (booking type Insurance) is listed for your client in a Travel insurance section of their itinerary, PDF, portal and app, not as a card on one day. The booking form labels the fields for it: Insurance Provider, Plan Name, Policy Number, the dates of cover, and Claims Phone, which your client can tap to call. Attach the policy PDF on the booking's Documents tab and it appears in the same section.

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.