Getting Started with TourVilo
A complete beginner's roadmap to running your travel agency on TourVilo from day one.
What is this?
Before You Start
Prerequisites to configure first:
- Access to your TourVilo account credentials with Agency Owner or Admin privileges.
- Your company details: agency registered name, official business address, default operating currency, and contact numbers.
- Your primary bank account details for invoice presentation.
Step-by-Step Guide
Complete Agency Profile
Go to Settings → Settings to verify your agency name, legal address, phone numbers, and default currency (e.g. USD, LKR, EUR). This information automatically populates customer quotation PDFs and billing invoices.
Configure Primary Bank Accounts
Open Finance → Bank Accounts and register your agency's operating bank accounts. This establishes the payment ledger where client deposits and supplier payouts are tracked.
Invite Your Team Members
Navigate to Team & Admin → Team. Invite sales agents and tour coordinators. Assign each person granular access permissions so employees only see their assigned leads, follow-ups, and quotations.
Connect WhatsApp & Social Inbox
Go to WhatsApp Settings to scan the QR code (Baileys connection) or connect Meta Cloud API. This allows your team to receive customer inquiries directly inside TourVilo.
Set Up Suppliers, Hotels & Travel Products
Add your key suppliers in Suppliers, create hotel records with room types and meal plans in Hotels, or build packaged tours in Products and Itineraries.
Create Your First Lead and Quotation
Click '+ Quick Create' in the top navigation bar, select 'New Lead', record traveler dates and requirements, and convert into a branded Quotation.
Best Practices & Pro Tips
- Set your agency's default currency accurately at the start. While TourVilo supports multi-currency quotations, your dashboard reports and finance ledger consolidate against your primary currency.
- Use the global Quick Create button in the top navigation bar anytime you need to register a lead, customer, or quotation in under 30 seconds.
Common Mistakes to Avoid
- Inviting team members before setting up role permissions — by default, new members receive limited standard permissions, but you should review their module access in Team management.
- Leaving WhatsApp disconnected — connecting WhatsApp activates instant message synchronization and automated follow-up reminders.
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