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TripClerk or a spreadsheet and WhatsApp?
Most agencies start with a spreadsheet and WhatsApp, and many run well on them. This is a fair side-by-side so you can decide whether the switch is worth it for you.
| Spreadsheet and WhatsApp | TripClerk | |
|---|---|---|
| Cost | Usually free: you already have a spreadsheet and WhatsApp. | £49 a month per agency after a 14-day free trial, no card needed. |
| Passport scans | Photos arrive in chats and sit on staff phones and laptops. | Stored privately per traveller, opened through a link that expires after 60 seconds, with a log of who opened which scan. |
| Passport and visa expiry | Someone has to remember to check the dates. | Flagged six months ahead on the dashboard and in a daily email. |
| Instalments | Columns of dates and amounts; overdue ones are easy to miss. | Dated instalments per booking, overdue amounts on the dashboard, and a daily email. |
| What clients see | Whatever you last sent them in a chat. | A private page with their itinerary, balance, checklist and your booking terms. |
| Several staff | Shared files can be overwritten; anyone with the file sees everything. | Owner and staff roles enforced by the database, optional two-factor sign-in. |
| Flexibility | Total: add any column you like. | Fixed fields for groups and packages, plus notes, tags and CSV export. |
| Leaving | Nothing to leave. | Export everything to CSV at any time, and delete your workspace and all data yourself. |
When to stay with a spreadsheet
If you run one small group a year, one person handles everything, and you never hold passport scans, a spreadsheet may be all you need.
When TripClerk helps
When several people handle bookings, when you keep passport scans, or when chasing instalments and expiry dates takes real time each week.