How RoundPlan works

Everything about a trip lives in one record, from the first enquiry to the last invoice. This guide explains the record and the screens around it.

Most agencies run a trip across a CRM, an itinerary document and a spreadsheet, and the current state of the deal is spread across all three. RoundPlan replaces that with one record per trip. The enquiry, the proposal, the itinerary, the payments and the invoices all hang off the same record, so you can see the whole state of the group from that one record.

Your first week, in order

1. Set up your agency: name, contact email and your logo. The fiscal block can wait until you invoice.
2. Bring your contacts in from the spreadsheet you already have.
3. Build one proposal end to end, even a fake one, and press Share to see the page your client opens.
4. Add the suppliers that proposal needed. They stay in your library for the next one.
5. When a client says yes, work the same record: bookings, payments, documents.

A trip moves through phases

Every trip has a phase, and the phase tells you what kind of work it needs. Proposal means you are still selling it. Planning means the client said yes and you are organising it. Confirmed means the money side is committed. Active means the group is travelling, and completed means it came home. A trip that does not go ahead is declined or cancelled, and it keeps its history.

You move a trip forward by dragging its card on the pipeline or from the trip itself. RoundPlan also notices the moments that mean a sale: record a payment on a trip you are still selling and it asks whether to mark the deal as sold.

Where everything lives

• Dashboard: your numbers for the period, upcoming departures and collections due.
• Pipeline: every open deal as a card, grouped by phase.
• Trips: the full list, with the whole record behind each one.
• Contacts: the people you sell to, and every trip linked to them.
• Courses, Hotels, Restaurants, Transfers, Activities: the catalog you build trips from. Courses come researched for you; the rest are your own suppliers at your rates.
• Templates: trip structures you save once and reuse.
• Settings: your agency, your team, your plan, and the register of every invoice you have issued.

Your client sees one page

When a proposal is ready you share a link, and the client sees a clean page with the itinerary and one package price. Your costs and margins stay yours; the client never sees a green fee broken out. What happens on that page, and what changes when the client accepts, is covered in the client portal.