Download the supplier onboarding worksheet

Download the printable supplier worksheet (PDF)

Use one worksheet per supplier. Our suggested record covers agreements, access, products, pricing, payments and acceptance. Give each open item an owner and a next action so a missing detail has somewhere to go.

1. Agree what your business can sell

Record the supplier’s trading name, account reference and your commercial contact. Check the products, sales channels, markets and currencies covered by the agreement. Include any restrictions on packaging, onward distribution or displaying rates.

We recommend doing this before technical setup because a working connection does not answer whether a particular product or sales channel is permitted. Record the agreement reference and review date, rather than copying commercial terms into a public document.

2. Prepare the connection safely

The Travelgenix supplier setup guide shows a documented sequence: select the supplier in the directory, add the supplied account details, save, then use the edit screen’s Test control. If the required information is missing, the guide directs customers to their Travelgenix account manager.

Keep test and live access clearly labelled. For example, Stripe distinguishes test and live keys and warns against exposing secret keys. Record who controls access and where the approved record is held. Do not put passwords, secret keys or payment details in the worksheet, email threads or screenshots.

3. Define a product you can check

Choose a representative search with dates, travellers and required inclusions. Record what a correct result should show, including the room or fare, board basis where relevant, baggage or extras, currency and cancellation conditions.

Use a second case that is easy to misunderstand, such as child occupancy or a restricted fare. We recommend this because a general destination search can succeed while the details that matter to a real booking remain untested.

4. Separate selling price from payment arrangements

Record the expected selling price calculation and who checks it. Then record who collects the customer payment, when the supplier needs payment and where the payment status will be checked.

Keep the supplier’s deadline separate from any customer deposit schedule. This gives your team a clear question to resolve if the two do not align. Include fees and currency handling in the discussion where they apply to your agreement.

5. Test the booking outcome and the difficult cases

A search result is not a completed reservation. Expedia Rapid’s booking documentation, for example, describes a reservation created by a successful booking response and links for retrieving it. Use your own supplier’s documented process to verify the final outcome.

Agree permitted test arrangements first. Stripe provides test environments and payment methods for payment testing. Do not assume that a test payment setting also puts a travel supplier into test mode.

• Successful request: check the booking status, supplier reference, payment record and customer document.

• Changed or unavailable offer: check the message, revised choice and whether the customer must accept new terms.

• Unclear response: confirm who retrieves the outcome before a repeat request. Expedia’s recovery guidance is one example of why interrupted requests need a defined process.

• Cancellation or amendment: record the supported route and the person responsible for following up.

These are our recommended acceptance checks. Ask the supplier and implementation team to confirm the supported method for each, then keep the evidence beside the result.

6. Hand over the supplier as a service your team can run

Before marking the connection ready, name the contact for booking problems, payment questions and technical faults. Record support hours, escalation details and the evidence needed when raising a case. Use the terms actually agreed with that supplier.

Keep unresolved items visible. We recommend holding back any affected product or channel until a responsible person has accepted the result, because a completed setup form does not prove that the customer journey is ready.

Use the travel website launch test pack for the next stage. It brings the supplier checks together with the website, quote, payment and document journey.