Best Features of Travel Management Software | Penguin TMS widely used Travel Agency Software in UK/USA/Ireland

What is Penguin Travel Management Software?

Overview

Penguin Travel Management Software is a cloud-based SaaS solution tailored for the travel industry. It integrates various tools and modules to provide a seamless experience for managing bookings, payments, customer relationships, and more.

Key Features

Penguin's extensive feature set includes GL-based budgeting, multi-currency invoicing, multiple payment gateway integrations, bank reconciliation, and advanced reporting capabilities. Let's dive into the specifics of these features and see how they can benefit your travel agency.

GL-Based Budget Module

The GL-based budget module helps you keep a tight grip on your finances. By providing detailed insights into your general ledger, it ensures that all financial transactions are accurately recorded and easily accessible for auditing and reporting purposes.

Multi-Currency Invoicing and Multi-Language Documentation

Importance for Global Businesses

Operating in the global market requires versatility. Penguin allows you to invoice clients in multiple currencies and produce documentation in various languages, making it easier to manage international transactions and communicate effectively with clients from different regions.

Multiple Payment Gateway Integration

Supported Gateways

Penguin integrates with several payment gateways, including Sage Pay, Stripe, WorldPay, Wirecard, Asia Pay, and AliPay. This flexibility ensures that you can process payments from clients using their preferred methods.

Auto Reconciliation

The auto-reconciliation feature simplifies the process of matching payments with invoices, reducing manual work and minimizing errors.

Bank Reconciliation

Bank reconciliation in Penguin ensures that your bank statements align with your financial records, helping you maintain accurate accounts and identify discrepancies promptly.

GL Entry Upload Using Excel

Uploading GL entries using Excel is a breeze with Penguin. This feature allows you to import bulk data efficiently, saving time and reducing the risk of manual errors.

Report Schedulers

Report schedulers automate the generation and distribution of financial and operational reports. You can schedule reports to be sent at regular intervals, ensuring that stakeholders always have up-to-date information.

ATOL Reporting and Auditing

ATOL Reporting

Penguin simplifies ATOL reporting by providing pre-configured templates and automated data extraction, ensuring compliance with the Air Travel Organisers’ Licensing requirements.

ATOL Audit

The software also supports ATOL audits, helping you prepare and submit the necessary documentation with ease.

ABTA Reporting

ABTA reporting is another area where Penguin excels, offering tools to generate accurate reports that comply with the Association of British Travel Agents' guidelines.

Currency Revaluation

Currency revaluation tools in Penguin help you manage the impact of exchange rate fluctuations on your financial statements, ensuring accurate reporting and compliance.

PDQ Reconciliation

Manual Reconciliation

Manual PDQ reconciliation allows you to match card transactions with bank statements, ensuring accuracy and completeness.

Automatic Reconciliation

Automatic PDQ reconciliation further streamlines the process by automating transaction matching, reducing manual workload and errors.

Email Integration for E-Tickets and Documents

Penguin integrates with your email system to send e-tickets, invoices, and hotel vouchers directly to customers, enhancing communication efficiency and customer satisfaction.

Calendar and Diary System

The integrated calendar and diary system helps you manage bookings, appointments, and deadlines, ensuring that nothing falls through the cracks.

Customer Relations Management (CRM)

Booking on Web

Penguin's CRM module supports online booking, allowing customers to make reservations directly through your website.

Telephone Integration

Telephone integration ensures that customer interactions are logged and accessible, providing a comprehensive view of each client's history and preferences.

Supplier Reconciliation

Manual Reconciliation

Manual supplier reconciliation helps you verify that supplier invoices match your records, ensuring accuracy in your accounts payable.

Automatic Reconciliation

Automatic supplier reconciliation automates the matching process, saving time and reducing errors.

Role-Based Authorization Structure

Penguin's role-based authorization structure ensures that only authorized personnel can access sensitive information, enhancing security and compliance.

PEN In-Box (Queuing System)

The PEN In-Box queuing system organizes tasks and communications, helping you manage workflows efficiently.

Email Restrictions

User-Based Restrictions

User-based email restrictions control who can send emails, preventing unauthorized communications.

Business Area-Wise Restrictions

Business area-wise restrictions further refine email controls, ensuring compliance with company policies and regulations.

IATA BSP Reconciliation

Automatic Reconciliation

Automatic IATA BSP reconciliation streamlines the process of matching sales data with billing statements, ensuring accuracy and efficiency.

Manual Reconciliation

Manual reconciliation remains an option for handling exceptions and ensuring that all transactions are accounted for.

Commission Modules

Staff Commission

Penguin's staff commission module calculates commissions accurately, ensuring that your team is compensated fairly.

Affiliate Commission

Affiliate commission management is also supported, helping you track and pay commissions to partners and affiliates.

Agent Commission Calculation

Agent commission calculation tools ensure that agents receive their due, fostering positive relationships and encouraging sales.

Multi-Branch and Business Area Accounting

Managing multiple branches and business areas is simplified with Penguin, which provides tools to handle accounting and reporting for diverse operations.

B2B/Agent Management

Penguin's B2B and agent management features help you maintain strong relationships with business partners and agents, ensuring smooth operations and mutual growth.

Bed Bank and Supplier Integration

Integration with bed banks and suppliers streamlines inventory management, ensuring that you have up-to-date information on availability and pricing.

Booking Retrieval with Third-Party Integration

GDS Integration

Global Distribution System (GDS) integration allows you to access and retrieve booking data from major GDS providers, enhancing your booking capabilities.

NDC Integration

New Distribution Capability (NDC) integration further expands your reach, allowing you to offer more personalized and flexible booking options.

Automatic Booking, Refund, and Void Processing

GDS Processing

Automatic booking, refund, and void processing through GDS ensure that transactions are handled quickly and accurately, reducing manual intervention.

FIT/Group Packages

Penguin supports the creation and management of FIT (Fully Independent Traveler) and group packages, catering to diverse customer needs.

Workflow-Based Menus for Common Transactions

Workflow-based menus simplify common transactions, making it easier for staff to navigate and complete tasks efficiently.

Corporate Booking Module

The corporate booking module provides specialized tools for managing corporate travel, ensuring that business clients receive top-notch service.

Supplier Reconciliation with Excel Upload

Supplier reconciliation with Excel upload allows you to import and match supplier data quickly, reducing manual workload and errors.

Booking Creation with Excel Upload

Creating bookings with Excel upload is another time-saving feature, allowing you to import bulk booking data effortlessly.

Internet Booking Engine

Penguin's internet booking engine supports online reservations, making it easy for customers to book their travel plans anytime, anywhere.

Hotel Booking

Hotel booking tools in Penguin help you manage hotel reservations, ensuring that clients have access to a wide range of accommodation options.

Data Warehouse

The data warehouse feature centralizes your data, providing a comprehensive view of your operations and supporting advanced analytics and reporting.

DocuSign Integration

DocuSign integration enables electronic signatures, streamlining contract management and reducing paperwork.

WhatsApp Integration and Bulk SMS

Integration with WhatsApp and bulk SMS services enhances communication, allowing you to reach customers quickly and efficiently.

Hotel Inventory Upload and Booking

Uploading and managing hotel inventory is simplified with Penguin, ensuring that your accommodation offerings are always up-to-date and easily bookable.

Conclusion

Penguin Travel Management Software is a powerhouse of features designed to streamline every aspect of your travel agency's operations. From budgeting and invoicing to booking and customer relations, Penguin has you covered. Its comprehensive toolset and seamless integrations make it an invaluable asset for any travel business looking to improve efficiency, accuracy, and customer satisfaction.

FAQs

1. What is the primary benefit of using Penguin Travel Management Software? Penguin offers an all-in-one solution that integrates various tools and modules, streamlining operations and improving efficiency across your travel agency.

2. How does Penguin handle multi-currency invoicing? Penguin supports multi-currency invoicing, allowing you to invoice clients in their preferred currencies, which is crucial for global businesses.

3. Can Penguin integrate with existing payment gateways? Yes, Penguin integrates with several payment gateways, including Sage Pay, Stripe, WorldPay, and more, facilitating seamless payment processing.

4. Does Penguin support automatic reconciliation? Absolutely, Penguin's automatic reconciliation features simplify the process of matching payments, invoices, and bank statements, reducing manual workload and errors.

5. How does Penguin enhance customer communication? Penguin integrates with email, WhatsApp, and bulk SMS services, ensuring efficient and effective communication with customers for bookings, invoicing, and support.