What gets complicated in a guided tour company
A guided tour looks simple: one group, one guide, one time. In practice, every service drags along details that get lost on the way: the entry time at the monument, which is not the meeting time; the ticket type; the group's tour leader; the meeting point, which changes depending on the coach; the language, and sometimes a second guide because the group is over the size limit.
When all of that is spread across a spreadsheet, the tour operator's email and the guide's WhatsApp, every change sets off a round of messages. And the day one of them gets lost, the group waits at the wrong entrance to the Louvre.
One record per tour, with everything the guide needs
In Partners, each tour is a request with reference, tour operator, date, duration, PAX, language, country of origin, tour type, tour leader, meeting time and point, end time and place, and ticket type and time. The guide sees exactly that in their area, on their phone, without piecing it together from three messages.
If the tour operator changes something, you change it in the record. The request moves to Modified and the guide gets an email. Specific questions are handled in that tour's chat and stay written down next to the service.
A schedule that shows gaps before they hurt
The Partners week view shows every tour with its time, tour operator, PAX, language and guides. Each service takes the colour of its status, and anything without a guide stands out. You can switch to month, day or list depending on what you need to look at.
Each guide sees only their own schedule, always up to date, so they stop asking you what they have on Thursday. If you want to build the schedule properly, we explain how in our guide to tour guide scheduling.
Assigning the tour to the right guide
When you assign, Partners suggests guides from your team by language, availability and history, and flags who already has a service that day. For large groups you assign several guides and each one accepts separately: until they have all confirmed, the tour stays Partially accepted.
It is the simplest way to avoid the classic double booking of a guide. The full process is explained on the page about tour guide assignment.
Your office and your guides, each with their own view
In a guided tour company, two or three people in the office often work on the same programme. With users and role-based permissions, you decide who creates requests, who assigns guides and who sees invoices, and everyone works on the same data instead of copies of the spreadsheet.
Your guides, for their part, see only what concerns them: their tours, their schedule and their invoices. As an admin, you can see the app exactly as a guide sees it, which helps a lot when explaining how it works.
From completed tour to paid invoice
Once the tour is over, it moves to Completed and is ready to invoice. In their area, the guide picks the services to invoice and uploads their invoice, with the net amount and VAT shown separately according to the rate. You check it, mark it as paid and the tour moves to Invoiced. If someone is late, Partners sends them an email reminder.
Rates, tour types, ticket types and meeting points are set up once in the master lists. Up to 5 guides, Partners is free; beyond that, see the founder price of €49 a month (excl. VAT).
Updated on October 20, 2026
