🔗 Prerequisites
Features
What you get with this outcome
Build the Building Blocks
Before you can sell packages, you need the components: suppliers with contracts, services with rates, and a pricing infrastructure that calculates costs correctly. This outcome covers everything from creating supplier accounts and loading rate sheets, through building your service catalog (hotels, activities, transfers), to configuring price categories, tax rules, and margin formulas. The end result is a complete set of bookable components ready to be assembled into packages. For suppliers where you need real-time API connectivity, see the Supplier Connectivity outcome — but many suppliers work perfectly well with manual email and link-based booking.
Visual coming soon
Supplier Account Setup
Supplier Account Setup
Create supplier accounts with multi-currency support, parent-child relationships, and distinct account types. Configure agreements (Net Rate or Commission), payment terms (Billback, Prepaid, deposit percentages), and cancellation policies. Set up contact roles and email booking templates for manual confirmation workflows.
- ✓Multi-currency supplier support
- ✓Net Rate vs Commission agreements
- ✓Billback, Prepaid, or Self-Bill invoicing
- ✓Cancellation policy templates
- ✓Email and link-based booking workflows
Visual coming soon
Contract & Rate Loading
Contract & Rate Loading
Load supplier contracts and rate sheets into Kaptio. Rates are loaded per service, per season, per price category. This is the manual process for non-API suppliers — for high-volume suppliers with API connectivity, rates can be loaded automatically (see Supplier Connectivity).
- ✓Rate sheets loaded per season
- ✓Per-service pricing
- ✓Cost tracking per supplier
- ✓Foundation for sell-price calculation
Visual coming soon
Service Catalog
Service Catalog
Create the services that form the building blocks of packages: accommodations with room types, activities with durations, transfers with routes, and custom service types specific to your business. Each service links to its providing supplier.
- ✓Accommodation with room types and allotments
- ✓Activities with capacity and duration
- ✓Transfers with route pricing
- ✓Custom record types (Rail, Cruise, Guide, etc.)
- ✓Service-to-supplier linking
Visual coming soon
Inventory Management
Inventory Management
Load inventory and allotments for services that require availability tracking. Manage room allotments, activity capacities, and seasonal availability windows.
- ✓Room allotment management
- ✓Activity capacity tracking
- ✓Seasonal availability windows
- ✓Stop-sale controls
Visual coming soon
Price Categories & Tax
Price Categories & Tax
Define the pricing infrastructure that all services inherit: occupancy types (single, double, triple), passenger types (adult, child, infant), tax profiles, and margin formulas. This one-time setup ensures consistent cost calculations across your entire catalog.
- ✓Occupancy and passenger type categories
- ✓Tax profiles per Business Unit
- ✓Inclusive or exclusive tax handling
- ✓Margin formulas per service type
User Journey
Step-by-step flow from start to finish
🗺️User Journey Flow
Follow the steps from start to finish
Implementation Plan
How to implement this outcome
📅 Project Overview
Discovery
3-5 days- • Inventory supplier contracts and classify supplier types
- • Plan service catalog structure and record types
- • Document pricing requirements (price categories, tax, margins)
- • Identify rate loading approach per supplier
Configuration
8-15 days- • Create supplier accounts with agreements and payment terms
- • Configure price categories, tax profiles, and margin rules
- • Create services and link to suppliers
- • Load contracted rates per service/season
- +1 more tasks
Validation
2-3 days- • Test rate accuracy against contracts
- • Verify tax and margin calculations
- • Test booking request workflow per supplier type
Resources
Configs, tools, and documentation to help you
⚙️ Golden Configs
DMC Supplier Configuration
Complete setup for a Destination Management Company: Net Rate agreement, Billback payment rules, standard cancellation policy, and email-based booking requests.
Accommodation Service
Hotel or property service with room types, rates, and allotment links. Includes meal plans and location data.
Activity Service
Tour, excursion, or experience with duration, capacity, and scheduling options.
Standard Price Categories
Common price category setup: Single/Double/Triple occupancy, Adult/Child/Infant passenger types.
Common Pitfalls
Avoid these implementation mistakes
Creating services before suppliers — always create the supplier account first, then link services to it
Missing price categories — if a category doesn't exist, services can't be priced for that type
Inconsistent supplier naming — standardize conventions before bulk import to avoid duplicates
Wrong currency on supplier — currency is set at creation and changing it later affects all linked services
Skipping cancellation policies — retroactively applying policies to existing bookings is complex
Loading rates without validation — contract rates vs loaded rates drift if not checked
Tax profile mismatch — wrong tax profile on Business Unit affects all quotes