Suppliers
Manage the companies that provide the products you sell — hotels, airlines, tour operators, and service providers.
Suppliers are the companies and partners that provide the products you sell to customers. Every hotel, airline, tour operator, and service provider you work with is registered as a supplier. When you add a product to your inventory, you assign it to a supplier for fulfillment tracking, reconciliation, and reporting.
How It Works
You create a supplier with their contact information, assign them a code for internal reference, and optionally configure automated supplier reports. One supplier can be marked as the default — new products are assigned to the default supplier unless you specify otherwise.
Key Concepts
Supplier Properties
| Property | Description |
|---|---|
| Name | The supplier's business name |
| Code | A short internal identifier |
| Unique ID | An external reference number (e.g., vendor ID in your accounting system) |
| The supplier's primary email address | |
| Contact Name | The name of your primary contact at the supplier |
| Phone | Contact phone number |
| Address | Business address |
| Country | Country of operation |
| URL | Supplier's website |
| Payment Deadline Days | The number of days you have to pay the supplier after a booking |
| Active | Whether the supplier is currently in use |
| Default | Whether this is the default supplier for new products |
Default Supplier
One supplier can be marked as the default. When you set a supplier as default, any previously default supplier is automatically unset. The default supplier is pre-selected when creating new inventory products.
Supplier Reports
Each supplier has an automated reporting configuration that lets you send booking data to the supplier on a schedule:
| Setting | Options |
|---|---|
| Enabled | Whether automated reports are active for this supplier |
| Delivery Method | |
| Schedule | Manual, Daily, Weekly, or Monthly |
| Row Mode | Per Booking (one row per booking) or Per Participant (one row per participant) |
| Report Mode | Changelog (only changes since last report) or Current Status (full snapshot) |
| Recipient Email | Where to send the report |
Report Columns
You can customize which data columns appear in supplier reports. The system provides a set of available columns, and you can add, remove, or reorder them to match what each supplier needs.
Available columns include order details (code, status, dates), client information (name, email, phone, address), booking details (product name, type, variant, dates, price, external reference, notes), participant information (name, type, age, nationality, passport details), and payment status. You select which columns to include from the full list and arrange them in the order you want. You can customize which data columns appear in supplier reports. The available columns depend on the selected row mode and report mode — different combinations offer different data fields. Use the drag-and-drop interface to add, remove, and reorder columns to match what each supplier needs.
Report Deliveries
Every time a report is sent, the delivery is logged and tracked through the email delivery system:
| Status | Description |
|---|---|
| Pending | Report is queued for delivery |
| Submitted | Report has been sent to the email provider |
| Delivered | Report reached the recipient's inbox |
| Failed | Report could not be sent |
| Bounced | Delivery was rejected by the recipient's email server |
You can view the delivery history for each supplier, download previously sent reports, and resend reports if delivery failed.
Supplier Booking Reports
You can generate ad-hoc supplier reports for any date range. These reports include all bookings for the supplier within the selected period, exported as a ZIP file containing CSV data with two sheets:
- Updated — Bookings that were modified during the date range
- Starting — Bookings with departure dates falling within the date range
Each sheet includes order details (code, status, created/updated dates), client information (name, email, phone), booking details (product name, type, variant, dates, price, confirmation status, external reference), VAT information (category, amount), and participant details (name, type, nationality, passport).
You can also preview the report data in the browser before downloading or sending it to the supplier.
Common Tasks
Creating a Supplier
- Navigate to Data > Suppliers
- Click Add
- Enter the supplier name and code
- Fill in contact information (email, phone, contact name)
- Set the payment deadline days
- Mark as default if this should be the pre-selected supplier for new products
- Click Save
A default report configuration is automatically created for new suppliers.
Configuring Supplier Reports
- Open a supplier
- Go to the Reports tab
- Enable automated reports
- Choose the schedule (Daily, Weekly, or Monthly)
- Set the recipient email address
- Choose the row mode (Per Booking or Per Participant)
- Choose the report mode (Changelog or Current Status)
- Customize the report columns as needed
Previewing a Report
Before sending a scheduled report, you can preview its contents:
- Open a supplier and go to the Reports tab
- Click Preview on a pending or previous delivery
- Review the table showing the configured columns and booking data
- If the data looks correct, click Deliver to send it
You can also download previously delivered reports from the delivery history.
Generating an Ad-Hoc Report
- Open a supplier
- Select a date range
- Click Download Report
- The report downloads as a ZIP file with CSV data
How It Connects
- Inventory — Every product is assigned to a supplier for fulfillment and cost tracking.
- Actions — The managed "Supplier Report" action delivers automated supplier reports.
- Trips — You can generate and deliver supplier reports scoped to a specific trip from the trip's Supplier Reports tab. This is useful for sending trip-specific manifests to suppliers ahead of a departure.