🎬  Missed Our Thursday Webinar?

Don't worry! Watch it below🌟 All of our webinars are available via the Help Center in the Webinar Library section.

🎧 Tip: Turn on subtitles using the gear icon (⚙️) in the video player.

Quick Takeaways

• In this webinar, Safari Portal walked through invoicing and financials inside Safari Portal, plus a refresher on bookable trips—and introduced NMI + Path Payments as an integration option for collecting payments.
• In any File, click Open File Details to review key trip info (confirmed proposals, activity log, traveler list, tasks, messages, attachments) all in one place. Best practice: deactivate any unconfirmed proposals to avoid client confusion.
• Use the Information tab to track reporting fields like sales consultant, partner agent, suppliers, custom tags, lead source, trip type, travel region, and channel. Safari Portal also keeps a consistent File ID even if the File name changes.
• Create client invoices directly from the Financials module. Invoices are fastest when you start from a template—set your company info, payment schedule, and terms once, then reuse across trips.
• Invoices support flexible payment schedules (percent or fixed amounts), and the final payment can auto-calculate to cover the remaining balance—even if trip costs change later.
• Clients pay through a secure Pay Now checkout link, and Safari Portal automatically updates invoice status and your ledger as payments are pending/paid. Optional: enable automated email notifications when payments are received.
• Configure payment options per invoice/template: allow card payments or not, and choose whether you cover the card surcharge or pass it to the client (with a clearly displayed surcharge message at checkout). Alternate payment methods (like ACH) depend on what’s enabled with your payment processor.
• Track both money in and money out by creating Expenses for supplier payments. With the FlowBrite integration, supplier payments can be sent directly from Safari Portal, alongside tracking what you owe and when.
• The Financials dashboard gives a bird’s-eye view across every File—filter by invoices/expenses, paid/unpaid/overdue, date ranges, and recipient, and quickly see amounts collected, amounts paid, projected profit, and how much you’re holding.
• Bookable trips let you turn an Itinerary or Lookbook into an interactive booking flow: customize call-to-action text/colors, set booking limits (sold out/waitlist), offer room/package options and add-ons, and auto-generate invoices + confirmation emails after booking.
• Path Payments/NMI (Adam Callaway) shared how he helps travel businesses choose the right processor, negotiate rates, and navigate industry changes (example: Amex requirements like surety bonds tied to certain travel agency codes).
• NMI is a flexible gateway that can connect to many processors and supports credit card payments and (for eligible US setups) ACH; it does not facilitate international bank wires, so teams may want a backup option depending on client geography.
• Credit card fee handling varies by processor: some deduct fees per transaction, others deduct in bulk (e.g., monthly). Some processors allow you to choose which method works best for your accounting workflow.

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