Choosing the right booking software can transform your tour business.
With mobile bookings now preferred by over 70% of U.S. travelers, having an efficient, mobile-friendly system is no longer optional - it’s essential. The right platform can save time, reduce errors, and improve customer experiences.
Here’s a breakdown of five leading booking software options for tour operators in 2025:
- Xola: Transaction-based pricing, real-time inventory updates, and U.S.-specific tax support.
- Checkfront: User-friendly interface and strong integrations with major travel platforms.
- Bokun: Ideal for managing multiple sales channels and locations with a website builder included.
- TrekkSoft: Designed for adventure tours, offering tools for waivers, multi-day tours, and seasonal pricing.
- Regpack: Advanced registration workflows with a focus on group travel and conditional logic.
Each platform has unique strengths, from automation to integrations, but your choice should match your business size, booking volume, and growth plans.
Quick Comparison:
| Software | Pricing Model | Best For | Key Features |
|---|---|---|---|
| Xola | Transaction-based | U.S. operators | Inventory updates, tax calculation |
| Checkfront | Subscription-based | General operators | Intuitive interface, travel platform integrations |
| Bokun | Subscription-based | Multi-channel, multi-location | Website builder, marketplace tools |
| TrekkSoft | Commission-based | Adventure tours | Waivers, multi-day tour management |
| Regpack | Subscription-based | Group travel | Conditional logic, mobile optimization |
Key Takeaway: Start with a free trial to test usability and ensure the software aligns with your business needs and customer expectations.
Choosing the right booking system for tour operators
1. Xola
Xola is a booking platform tailored for tour and activity operators across the United States. It’s designed to simplify operations by bringing booking, payment, and customer management into one central dashboard.
Core Features
Xola’s tools make managing your business easier from start to finish. Its real-time inventory management automatically updates availability across all sales channels, helping you avoid overbooking - especially during busy seasons.
The platform’s customer management system keeps track of guest preferences, booking history, and communication, all in one place. This makes it easier to offer a more personalized experience, whether for returning customers or seasonal tours.
With integrated payment processing, Xola supports multiple payment methods, including credit cards, PayPal, and installment plans. It handles both full payments and deposits, and even sends automatic reminders for outstanding balances.
The mobile-friendly booking widget can be embedded directly into your website. It’s customizable, allowing you to collect specific details like dietary restrictions, group sizes, or special requests, all while keeping your branding consistent.
Pricing (USD)
Xola uses a transaction-based pricing model, which means no setup fees or fixed monthly charges. Instead, they charge 3% per transaction for online bookings. This approach is ideal for seasonal operators since costs adjust with booking volume.
For businesses processing over $50,000 in bookings each month, Xola offers custom enterprise pricing with lower per-transaction fees. Operators who commit to annual contracts can also access volume discounts.
Integrations
Xola connects with major distribution platforms like GetYourGuide, Viator, and Airbnb Experiences. This integration ensures you can manage inventory and bookings across multiple channels without extra hassle.
The platform also syncs with accounting tools such as QuickBooks and Xero, automating revenue tracking and reducing the need for manual data entry.
For marketing, Xola integrates with email platforms like Mailchimp and Constant Contact. This allows operators to automatically add customers to mailing lists and send targeted follow-up campaigns with ease.
U.S. Market Fit
Xola is built with U.S. business needs in mind. It automatically calculates state and local taxes, which is especially helpful given the varying tax rules across the country.
The platform also supports ADA compliance, offering features like notifications for wheelchair accessibility and options to request special assistance during booking.
Customer support is available during U.S. business hours via phone and email. Xola also provides detailed documentation and video tutorials aimed at addressing challenges faced by American operators, such as managing group bookings or handling seasonal demand.
2. Checkfront
Checkfront works seamlessly with top travel platforms like Viator, GetYourGuide, Expedia, and Google Things to Do. This integration helps U.S.-based tour operators connect with a broader audience and increase their visibility in the travel market.
3. Bokun
Bokun takes a unique route when it comes to online booking and website creation. This platform is designed specifically for tour and activity operators, offering a powerful combination of tools. With its one-click website builder and integrated booking engine, operators can create custom, mobile-friendly websites that are optimized for search engines. The process is simple, thanks to streamlined templates that make website design quick and efficient.
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4. TrekkSoft
TrekkSoft is a booking and management platform built specifically for tour operators. It combines reservation tools with customer relationship features, making it a solid choice for businesses offering multi-day tours, outdoor adventures, or activity-based experiences.
Core Features
TrekkSoft’s activity management system allows operators to create detailed tour profiles. These profiles can include multiple departure times, seasonal pricing, and capacity limits. It’s designed to handle complex bookings, such as multi-day tours that include accommodations or optional add-ons.
The platform also offers real-time availability management. This feature automatically updates inventory across all sales channels, reducing the risk of overbooking - a crucial tool, especially during busy seasons when demand peaks. This aligns with the growing trend of prioritizing digital-first customer experiences in 2025.
TrekkSoft’s customer communication tools are another standout. Operators can set up automated email sequences for booking confirmations, pre-tour instructions, and post-tour follow-ups. These emails can be customized to ensure a smooth communication process at every stage of the customer journey.
Additionally, TrekkSoft provides a mobile-friendly widget that integrates directly into your website. This widget retains your branding while delivering a seamless checkout experience for both desktop and mobile users. Combined with its straightforward pricing model, these features make TrekkSoft a practical option for tour operators.
Pricing (USD)
TrekkSoft uses a commission-based pricing structure. There are no setup fees or monthly minimums, making it accessible for businesses of all sizes. For larger operators, custom enterprise pricing is available to meet specific needs.
Integrations
TrekkSoft integrates with a variety of tools to simplify operations:
- Payment Processors: It works with Stripe, PayPal, and Square, allowing operators to accept payments via credit cards, digital wallets, and other international methods.
- Channel Managers: The platform connects with distribution platforms like Viator and GetYourGuide, ensuring inventory updates are automatic and consistent across multiple sales channels.
- Accounting Software: Integrations with QuickBooks and Xero help streamline financial reporting and tax preparation.
- Email Marketing: Connections to platforms like Mailchimp and Constant Contact allow operators to create targeted campaigns based on customer booking data.
U.S. Market Fit
TrekkSoft is well-suited for U.S.-based operators, addressing specific needs like state tax requirements and liability waiver formats. It supports multi-currency transactions while keeping the U.S. dollar as the default for domestic bookings, making it easier to accommodate international travelers.
Customer support is available during standard U.S. business hours, with additional help for urgent technical issues. The platform also offers reporting tools that align with American accounting standards, giving operators the ability to track seasonal trends, analyze customer demographics, and monitor revenue effectively.
5. Regpack
When it comes to specialized booking solutions, Regpack stands out for its strong focus on registration workflows. Its main strength lies in its ability to manage complex registration processes through a conditional logic engine, making multi-step, customized workflows simpler and more efficient.
Core Features
At the heart of Regpack is its conditional logic engine, which tailors the registration process to each customer, creating a personalized flow. The platform takes on time-consuming tasks like booking confirmations, payment processing, scheduling, and communication. According to data, Regpack achieves impressive results: a 27% increase in registrations, a 28% boost in cash flow, and a 26% drop in cancellations. Additionally, it maintains high customer satisfaction, with 92% of attendees reporting a positive experience and a 48% reduction in support emails.
Another standout feature is the Regpack Purchase Protection, which simplifies handling refunds and cancellations, lightening the administrative load. For tour operators, the platform allows processing costs to be managed by applying service fees at checkout, adjustable by card type. The system is fully optimized for mobile, ensuring a smooth registration experience on any device.
Pricing (USD)
Regpack offers three pricing tiers to suit different needs:
- Enterprise: $25/month
- SMB Pack: $40/month
- Starter: $125/month
Payment processing fees start at just 1.5%.
U.S. Market Fit
Regpack is particularly well-suited for U.S.-based tour operators, especially those organizing educational tours, mission trips, or group travel experiences. With customer support available during standard U.S. business hours, the platform is designed to handle large-scale operations efficiently. To date, it has processed over 25 million registrations and facilitated $1 billion in transactions. Businesses using Regpack save an average of 35 hours per month on registration tasks, while seeing a 32% rise in enrollment and a 35% increase in revenue.
"Super EASY for attendees to register. Gave us the EXACT DATA we needed to plan and prepare for our event. Quick process to contact attendees with important info."
– Cindy Thompson, CREW Workshop Planning Team
"I have a very detailed program, hotel blocks, flights, excursions, race registration, shuttles, etc. I am extremely happy with this system...It has made my life so easy!"
– Lisa L., Group Travel Concierge
Pros and Cons
Every booking software has its strengths and weaknesses. Below is a quick comparison to help you evaluate the options.
| Software | Pros | Cons |
|---|---|---|
| Xola | • Excellent analytics and reporting tools • Responsive customer support • Mobile-friendly booking experience • Solid inventory management |
• Steeper learning curve for advanced features • Higher cost for premium tools • Limited customization for smaller operators |
| Checkfront | • Intuitive and easy-to-use interface • Flexible booking features • Strong integration options • Real-time availability updates |
• Transaction fees can add up • Basic plans lack detailed reporting • Advanced features may require technical skills |
| Bokun | • Great for managing multiple sales channels • Ideal for businesses with multiple locations • Strong marketplace integrations • Comprehensive tools for tour operators |
• Complicated setup process • Higher costs for small businesses • Takes time to master for new users |
| TrekkSoft | • Tailored for adventure and outdoor tours • Strong tools for waivers and liability management • High-performing mobile app • Effective customer communication features |
• Limited flexibility for non-adventure tours • Full features require higher-priced plans • Some integrations need extra configuration |
| Regpack | • Advanced conditional logic capabilities • Effective refund and cancellation management • Optimized for mobile users |
• Best suited for registration-heavy workflows • Overly complex for simple booking needs • Lacks specialized tools for tour operators |
Key Considerations
Pricing Models
From subscription fees to transaction-based costs, pricing can vary widely. Choose a model that aligns with your booking volume and overall budget.
Integration Strength
Smooth workflows often depend on how well the software integrates with your existing tools. Strong integration capabilities can make transitions easier and boost efficiency.
Customer Support
Reliable customer support is crucial, especially during peak booking periods. Platforms offering account managers or live phone support during U.S. business hours can be a lifesaver when immediate help is needed.
Mobile Experience
The mobile experience impacts both customers and operators. Some platforms provide dedicated mobile apps, while others rely on responsive web designs. Native apps often offer smoother performance, especially on smaller devices.
Scalability
As your business grows, your booking software needs to keep up. While some tools work well for smaller operations, they might struggle with higher booking volumes. On the flip side, enterprise-level platforms can feel overly complex or costly for newer businesses.
Balancing these factors will help you find the booking software that aligns with your business needs and future goals.
Conclusion
Choosing the right booking software comes down to aligning the platform’s features with your business needs and future plans.
Xola stands out with its detailed reporting and analytics, perfect for businesses driven by data. Checkfront shines with its intuitive interface and flexible booking options, making it a great fit for businesses of all sizes. Bokun is ideal for managing multiple sales channels and locations, thanks to its strong marketplace integrations. TrekkSoft caters to adventure operators with tools like waiver management and liability tracking. Meanwhile, Regpack handles complex registration processes but might be overkill for simpler tour operations.
To make the best choice, start by evaluating your budget and booking volume. Platforms with transaction-based pricing can become costly as your business grows, while subscription models offer steadier expenses. Think ahead - select software that will scale with your business to avoid the hassle of switching platforms later.
Don’t overlook the mobile experience. Customers expect smooth, professional functionality on any device. Take advantage of free trials to test usability, and ask specific questions about the features that matter most to your business.
Ultimately, the best booking software should enhance your operations, not complicate them. It should feel like a natural extension of your business, supporting your growth without adding unnecessary friction.
FAQs
What should I look for in booking software for my tour business in 2025?
When selecting booking software for your tour business in 2025, prioritize tools that make online reservations straightforward, function smoothly on all devices, and give customers the flexibility to adjust their bookings without hassle. Channel management is another must-have feature, enabling you to manage bookings from various sales platforms in one centralized location.
Choose software with inventory management that supports dynamic availability and pricing, integrates effortlessly with payment gateways, and offers detailed reporting to monitor bookings, revenue, and overall performance. It’s also important to opt for a system that’s easy to navigate, ensuring even non-tech-savvy team members can use it effectively.
What’s the difference between transaction-based and subscription-based pricing for booking software?
When it comes to pricing models, transaction-based pricing and subscription-based pricing each have their own advantages depending on your business needs.
With transaction-based pricing, you’re charged a fee for every booking or transaction. This means your costs will vary - rising as your bookings increase. In contrast, subscription-based pricing involves a set monthly fee, offering steady and predictable expenses no matter how many bookings you handle.
So, which one works best for you? It depends on how your business operates. If you deal with a large number of bookings regularly, a subscription model could help you keep costs in check over time. On the flip side, if your bookings tend to be seasonal or fluctuate often, transaction-based pricing might give you the flexibility you need without locking you into a fixed cost.
What are the main advantages of using a mobile-friendly booking platform for tour operators?
Using a mobile-friendly booking platform allows tour operators to offer a seamless booking experience across all devices. Whether customers are using a smartphone, tablet, or desktop, these platforms make it easy to browse options, select tours, and complete bookings securely - without any unnecessary complications.
With more travelers relying on their mobile devices to make reservations while on-the-go, such systems not only improve accessibility but also boost customer satisfaction. Plus, a well-optimized mobile platform can elevate a tour operator's professional appearance, simplify operations, and contribute to higher revenue.
