Mail merge & Invoices

TourCMS has a very powerful mechanism to create documents and emails from individual bookings.

We use a set of tokens - for example %b_id% for booking ID - that can be used in emails and word processor documents. Wherever TourCMS finds a token in a template, it will be replaced with data from the booking itself.

This creates a very strong mechanism for creating your own templates that can be used for:

Letters or emails to customers
Letters or emails to suppliers
Envelopes
Invoices & receipts
Pre-travel information packs
Quotation responses, including tailor-made tour quotations
Accommodation vouchers

You create a template (in a conventional word processor such as Microsoft Word) and these templates are uploaded in RTF (Rich Text Format). Templates may have graphics, colours and images. You can print out the documents on your own headed paper, if you wish.

Along with booking information, tour content can also be pulled into the templates. This enables the documents such as tour specific pre-departure information packs to be produced.

Example

Dear %primary_contact_name%,

Thank you for your booking for the %t_name_web% tour starting
on %start_date_display%.

Kind regards

%user_fullname%

...gets converted to...

Dear Mr John Smith,

Thank you for your booking for the Grand Spanish Adventure tour starting
on 1 Jul 2007.

Kind regards

Peter Jones

Further information about the documentation template system can be found in the manual:

Documentation manual (RTF & Email)

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