Your agents bring you bookings. Your suppliers deliver the service. Your leads decide whether next season is bigger than this one. All three need managing, and in most agencies none of them is.
Commission gets calculated from memory after the season. Supplier dues get discovered when the supplier calls. Enquiries from Facebook and phone are forgotten within two days. Here is what a structured approach looks like.
Agents: pay them right and they sell more
Sub-agents are how most Hajj and Umrah agencies in Bangladesh reach beyond their own district. The relationship works when the numbers are transparent and breaks when they are not.
Keep for each agent: contact and area, the commission structure agreed (fixed per pilgrim, percentage, or tiered by package), every booking they brought, commission earned per booking, commission paid, and the balance outstanding.
When an agent can be shown their own statement, commission disputes mostly disappear. It also lets you see which agents actually produce, rather than which ones call most often.
Suppliers: track the relationship, not just the invoice
Hotels in Makkah and Madinah, airlines and consolidators, ground transport companies, visa processing agents, guides and caterers.
For each supplier, record the services provided, agreed rates for the season, contact people, bills received, payments made and the outstanding balance. Over two or three seasons this becomes a negotiating asset: you can walk into a rate discussion knowing exactly how much business you gave them last year.
CRM: stop losing enquiries
Most agencies do not have a lead problem. They have a follow-up problem. A pilgrim who called in January about Umrah in Ramadan is a serious prospect, and in most offices that call leaves no trace by February.
A simple pipeline is enough:
- New enquiry — with source recorded: Facebook, walk-in, referral, agent
- Contacted — first conversation done, interest and budget noted
- Quotation sent — which package, at what price
- Follow-up scheduled — with a date, assigned to a staff member
- Converted — becomes a booking, linked to the pilgrim record
- Lost — with a reason, because the reasons repeat
Two reports come out of this and both matter: how many enquiries each source produced, and how many each staff member converted. Agencies usually discover that the channel they spend most on is not the channel that converts best.
The connection agencies miss
Your past pilgrims are your best leads. Someone who performed Umrah with you two years ago is a natural candidate for Hajj, and for their family’s next Umrah. If pilgrim history and the lead pipeline live in the same system, that list is one filter away. If they live in different files, it never gets used.
See the CRM module
Our Hajj & Umrah Travel Agency Management Software includes agent profiles with commission tracking, supplier records with payables, and a lead pipeline connected to pilgrim history — so follow-up and conversion are visible, not anecdotal.
Demo: https://hajj.ronginbangla.blog/
WhatsApp: 01736699819
If you work with sub-agents, message us and we will show the commission setup that fits your structure.
