Costings take too long
A foreign partner asks for a per person price on an eight day circuit across three group sizes. Building it in Excel takes hours, and one wrong exchange rate or free place costs real money.
DMC and inbound operator
DMC software to run group files, costings and suppliers
A DMC file mixes hotels, coaches, guides, restaurants, activities and last minute requests. Siyaha Pro brings the costing, supplier coordination and operational programme into a single file shared by your sales and operations teams.
Challenges specific to a DMC
Programme versions multiply
The client reorders stops, adds a night in Fes or drops a lunch. Before long, sales and operations are working from two different versions of the same programme.
Dozens of suppliers to coordinate
Hotels, riads, coach companies, licensed guides, desert camps and restaurants must each receive the right dates, the right headcount and the group's specific requirements.
Profitability known too late
Between supplements, rooming list changes and services added on the ground, the real margin on a group often appears only when suppliers are paid, long after departure.
The life of an inbound file, from partner request to post trip
- 1Receive the partner request
The request from the foreign tour operator or agency is logged with group size, dates, hotel category, guide language and any special constraints.
- 2Cost the programme
Services are assembled day by day from supplier rates, with margin and per person prices by group size, then sent as a proposal.
- 3Confirm and book services
Once approved, each hotel, coach, guide and activity is booked and tracked by status until the supplier confirms in writing.
- 4Prepare operations
Rooming list, timings, vehicles, guides and field notes are finalised. Teams receive the current programme and travel documents are ready for the group.
- 5Follow the trip and close
Changes on the ground are logged in the file, then the partner invoice is issued and supplier payments are reconciled to reveal the real margin.
What Siyaha Pro brings to a DMC
DMC operations
Multi service files
One file holds accommodation, transport, guides, meals and activities for a group or a tailor made individual trip. Each service keeps its supplier, status and operational notes.
Trips & itinerariesDay by day programmes
Build a Casablanca, Rabat, Fes, Merzouga and Marrakech circuit with stops, timings and overnights. Each change is made once and flows into the version you send to the partner.
QuotesPartner costings
Prepare proposals with per person prices, single supplements and hotel variants. The accepted costing becomes the operational file with no need to re-enter services.
SuppliersInbound supplier base
Keep hotels, riads, desert camps, coach companies, guides and restaurants in one place with contacts, conditions and remarks. Your team knows exactly who to call and on what terms.
Operations calendarOperations calendar
See arrivals, departures, excursions and transfers for every running group. Double booked guides or vehicles show up before they turn into a problem in the field.
Invoices & paymentsPartner invoicing and margin
Invoice the tour operator from the file, follow deposits and reconcile supplier costs so you know the real profitability of each group once the trip is over.
Real-world case
Example: a forty person incentive group in Marrakech
A European agency hands your DMC a four night incentive in Marrakech for forty staff: meet and greet at Marrakech-Menara, a Palmeraie hotel, a day in the Agafay, a gala dinner and a guided medina visit. Two days before arrival the rooming list changes and six participants switch to a later flight.
With Siyaha Pro
- The approved costing becomes a DMC file with hotel, coaches, guides, camp and dinner already attached.
- The new rooming list is updated once and the hotel receives the corrected version.
- An extra transfer is added for the late flight and appears in the operations calendar.
- After the trip, the partner invoice includes the supplements and supplier costs are reconciled.
The result
Sales, operations and the partner all work from the same programme, and the manager sees the group's real margin without rebuilding it by hand.
Choosing management software for a DMC
A DMC does not sell a finished product. For each partner it assembles a trip made of dozens of local services. Suitable software therefore has to follow a complex file from end to end, from costing to financial close, without forcing your team to juggle a pricing spreadsheet, a messaging app and a Word programme.
Costing is the core of the job
Check that the tool can produce a per person price from real costs, with several group sizes, single supplements and accommodation variants. A reliable costing is your first argument with a tour operator who is often consulting several inbound agencies in Morocco. It should also become the operational file once accepted, otherwise gaps between what was sold and what was booked are bound to appear.
One file, several roles
The salesperson negotiating with the partner, the operations agent booking hotels and the transport coordinator assigning coaches all need to work on the same file. Look for a single reference programme, statuses per service and a history of changes. In the Siyaha Pro DMC module, every service in a file keeps its supplier, confirmation status and notes.
Treat suppliers as a company asset
Your network of riads, camps, guides and coach operators represents years of work. It should not live on one employee's phone. Good software centralises these contacts, negotiated conditions and field observations, such as a camp that is hard to reach after rain or a guide who works especially well with Spanish speaking groups.
Plan ahead for peak season
In spring and autumn several groups overlap. An operations calendar that shows arrivals, departures, excursions and transfers across all files helps you spot a double booked guide or a coach shortage before the day itself.
Know the real margin on each group
The margin planned at costing stage is not always the margin achieved. Extra nights, complimentary meals and unplanned transfers add up. Choose a tool that links the partner invoice, deposits received and supplier costs inside the same file, so the final figure is a fact rather than an estimate.
Get started without disrupting the season
Do not migrate everything at once. Start with your main suppliers and two or three best selling circuits, create new files in the tool and let files already in progress finish as usual. Set up roles from day one too: a salesperson does not necessarily need to see every supplier cost.
To go further, read our guide to DMC management software and our article on quotes and invoicing in tourism, then try Siyaha Pro free with one of your recent programmes.
Frequently asked questions
A question about your specific situation? Our team will answer.
Talk to our teamDoes Siyaha Pro handle both groups and tailor made individuals?
Yes. A file can cover a couple on a private circuit or a group of fifty. Services, passengers and the rooming list are all managed within the same file structure.
Can we prepare a costing for several group sizes?
Yes. You can present per person prices for different group sizes and accommodation variants to the partner, then convert the accepted version into the operational file.
How are last minute changes handled?
Changes are made in the file itself, whether to the programme, the rooming list or an added service. Everyone who opens the file sees the same version, which limits errors between sales and operations.
Are external guides and coach companies supported?
Yes. They are recorded as suppliers with contacts and conditions, then linked to services in your files. The operations calendar shows their assignments across every group.
Can multilingual teams use the interface?
The interface is available in French, English and Arabic. Each user can work in their own language while sharing the same files as the rest of the team.
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