Receptive agencies: centralising group and FIT management in one tool

Discover how a receptive agency can manage group tours and individual programmes (FIT) in a single integrated platform — and stop losing time switching between systems.

A receptive agency handles two fundamentally different types of business simultaneously: groups (with fixed departure dates, bloc seats and collective invoicing) and FIT individual travellers (with bespoke itineraries, flexible dates and personalised service). Managing both in the same tool — without confusion — is the central challenge that OFT solves.

Groups vs FIT: two workflows, one platform

Group management requires thinking in terms of programmes with fixed slots, participant lists, rooming plans and collective billing. FIT management is the opposite: each client has their own itinerary, their own preferences and often their own timeline.

Most tools handle one or the other adequately. OFT handles both natively, with dedicated views and workflows for each business type — no workarounds, no spreadsheet supplements.

Group file management: from registration to departure

Each group programme in OFT has a dedicated file that tracks the full lifecycle: initial enquiry, option, confirmation, participant list, rooming assignments, supplier orders, pre-departure checklist and post-trip invoicing. Nothing falls through the cracks because everything is in one place.

Participant rooming plans are managed with drag-and-drop. Dietary requirements, accessibility needs and special requests are stored per participant and available to suppliers. Changes propagate through the whole file automatically.

FIT quoting: speed with personalisation

Individual travellers expect fast, personalised responses. OFT's FIT quote builder lets your team produce a complete itinerary quote — with day-by-day programme, accommodation options and pricing — in under 30 minutes for a standard destination.

You can propose alternative options within the same quote (e.g. 3-star vs. 4-star hotel), let the client choose, and lock in the final configuration with one click. Supplier orders are created automatically from the confirmed selection.

Supplier coordination across both business types

Whether you're booking 40 rooms for a group or a single suite for a FIT client, OFT sends purchase orders to suppliers from the same interface. Supplier rate cards are centralised and version-controlled. When a hotel sends a new rate sheet, you update it once and all affected quotes flag the change.

Supplier confirmations are tracked per order. Overdue confirmations trigger automatic reminders. Your ops team always knows what's confirmed and what's still pending.

Reporting: groups and FIT profitability at a glance

OFT's dashboards show revenue and margin broken down by business type, destination, tour operator and period. You can compare group profitability vs. FIT profitability, identify which destinations generate the best margins, and spot underperforming programmes before they close.

Integrated with Odoo accounting, all revenue flows automatically into your P&L. No end-of-month reconciliation between a booking system and an accounting package.

Implementation and migration

Advences implements OFT with your team, migrating your existing rate cards, supplier base and historical data. Training is hands-on, focused on your specific workflows. Most agencies are operational within 6 to 8 weeks.

Manage groups and FIT from one platform

Talk to an Advences expert about your receptive agency operations. We'll walk you through OFT with your real use cases.