Orbis Web · Management
Version 2026.10

Group budgets: work out the price per place of a group trip

Gather the costs of the trip, apply your margin and get the selling price of the group and of each place straight away. When the customer accepts it, turn it into a group. Designed for agents who prepare group trips: school trips, company trips, associations…

Basic concepts

What a group budget is

Work out in a single record how much a group trip costs and what price to sell it at. You enter the costs, for example the coach, the guide, the hotel or the entrance tickets, and Orbis Web shares them out among the places, applies the margin and the tax, and gives you the selling price for the group and per place.

It is in Management › Group budgets. When the customer accepts the budget, you can create the group directly from it with Actions › New Group.

Global costs

These are costs for the whole group, which do not depend on how many people travel: Transport, Staff and Others. They are shared out among the Number of places.

Per-place costs

These are costs that each traveller pays: Food (meals and accommodation) and Individual. Their amount is that of one place and it is multiplied by the Number of places.

Total costs = Transport + Staff + Others + Meals and accommodation + Individual − Bonuses ± Adjustments Gross Profit = Total costs × % Profit Margin Selling price = Total costs + Gross Profit VAT Charged = tax included in the Gross Profit (special scheme: Gross Profit × 21 / 121) Net profit = Gross Profit − VAT Charged Place amount = Group amount ÷ Number of places
ImportantIn Food and Individual, enter the cost of a single placeOn these tabs, the amount of each line is already the cost per person. Leave Paxes at 1 and enter the price of one place. If you enter 42 places at 260 €, the program takes 10.920 € as the cost of each traveller.
Common procedure

From idea to group in five steps

Create the budgetIn Group budgets, click +, fill in the Data tab and save with ✓.
Add the costsWhen you save, the cost tabs appear. Add each item on its tab.
Check the amountsIn Amounts you can see the total, the margin, the tax and the selling price of the group and of each place.
Complete the offerIn Gen., write what is and is not included, and the day-by-day itinerary.
Deliver and convertExport or print the budget for the customer. If they accept it, create the group with Actions › New Group.
Find your task

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Module

List and filters

What it is for

It shows the agency's group budgets and lets you search for them, open them for editing, view them or delete them.

When to use it

To pick up a budget again, review those of one person responsible or find those for a period.

Task: search for a group budget. Recreation of the screen with sample data.

Step by step

  1. Click Filters and narrow down by Branches, opening or modification dates, Name or Responsible. Click Filter. By default, the budgets opened since 1 January of the current year are shown.
  2. Click + to create a new budget, or use the columns, Excel and PDF buttons to customise or export the list.
  3. On each row, the pencil opens the budget for editing, the eye opens it read-only and the bin deletes it.
Common error«No data available in table»This is usually caused by the opening date filter. Remove the filter with the × in Filters applied or widen the dates.
Module

Create the budget: Data tab

What it is for

It defines the trip: name, dates, number of places, profit margin and tax regime. This data is the basis of all the calculations.

When to use it

At the start of each budget.

Task: create a group budget. Recreation of the screen with sample data.

Step by step

  1. In the list, click + and type the Name of the budget, for example the destination and the year.
  2. Enter the Service Start Date and the End of Service Date of the trip.
  3. Type the Number of places the price is calculated on and the % Profit Margin. Responsible is filled in with your user; change it with … if necessary.
  4. If you wish, enter the group's Min. No. of Places and Max. Number of Places and the Number of Free Places (for example, for the teachers).
  5. Choose the Regime tax (Especial, Propio General or RG Renuncia REAV) and check the Reserve Tax and the Benefit Tax (Tax exempt, Subject to tax or ISP).
  6. Choose the Type of Trip and write a Description and, if you wish, some internal Notes.
  7. Click ✓ to save. The budget gets a number and the cost tabs appear: Transport, Staff, Others, Food, Individual, Bonuses, Adjustments and Amounts.
FieldWhat it does
Number of placesNumber of paying places the global costs are shared among and the per-place costs are multiplied by.
% Profit MarginPercentage added to the total costs to obtain the gross profit and the selling price. Default: 21.
Min. No. / Max. Number of PlacesExpected minimum and maximum size of the group.
Number of Free PlacesPlaces that do not pay, for example those of the accompanying staff.
Regime taxTax regime of the trip. With Especial (the Spanish special scheme for travel agencies, REAV), VAT is calculated on the margin.
Reserve Tax / Benefit TaxTax rate applied and whether the profit is subject to tax, exempt or under reverse charge (ISP).
Save first, then add costsThe cost tabs and the Amounts tab only appear once the budget has been saved. Until then, the record only has the Data and Gen. tabs.
Module

Add the costs

What it is for

It records each cost of the trip on its tab, with its concept, its supplier and its amount. The amounts feed the calculation on the Amounts tab.

When to use it

After saving the budget data, as you receive quotes from suppliers.

Task: add the hotel cost per place. Recreation of the screen with sample data.

Step by step

  1. Open the tab for the type of cost: Transport, Staff or Others for group costs; Food or Individual for each traveller's costs.
  2. Click +. The creation window opens (for example, New food).
  3. Type the Concept, which is mandatory.
  4. If you wish, click … next to Supplier to link the supplier who gave you the quote.
  5. Enter Paxes and Price per Seat: the Amount is calculated automatically (places × price). You can also type the Amount directly. In Food and Individual, leave Paxes at 1 and enter the price for one person.
  6. Click Accept. The line appears in the tab's list, where you can edit, view or delete it.
TabType of costExampleHow it is calculated
TransportGlobalCoach to the airport: 900 €Group amount; per place = 900 ÷ 40 = 22,50 €
StaffGlobalTour guide: 750 €Per place = 750 ÷ 40 = 18,75 €
OthersGlobalInsurance: 42 × 12 € = 504 €Per place = 504 ÷ 40 = 12,60 €
FoodPer placeHalf-board hotel: 260 €Group = 260 × 40 = 10.400 €
IndividualPer placeMuseum tickets: 35 €Group = 35 × 40 = 1.400 €
Common errorThe selling price shoots upYou have entered the number of places on a Food or Individual line. Edit the line, leave Paxes at 1 and enter the price for one person.
Module

Bonuses and adjustment factors

What it is for

Bonuses subtracts amounts from the cost, such as supplier discounts or free places. Adjustments adjusts the cost with an amount or a percentage, for example a seasonal surcharge.

When to use it

When a supplier gives you a volume discount or you need to adjust the price for a range of places.

Task: apply a supplier discount to the budget. Recreation of the screen with sample data.

Step by step

  1. On the Bonuses (or Adjustments) tab, click + and type the Concept.
  2. Enter the Amount of the adjustment or, instead, a Percentage.
  3. If the adjustment only applies to a range of group sizes, enter the Min. No. of Places and the Max. Number of Places.
  4. Click Accept. In Amounts, bonuses are shown as negative figures (in the example, −300,00 €, which is −7,50 € per place).
Module

Amounts and selling price

What it is for

It summarises the budget: the costs by type, the total, the gross profit, the VAT charged, the net profit and the selling price, for the group and per place.

When to use it

Every time you add or change costs, or want to see how a change in the places or the margin affects the price.

Task: check the selling price of the group and of each place. Recreation of the screen with sample data; some rows of this table are shown in Spanish in the English interface, as on the real screen.

Step by step

  1. Open the Amounts tab. At the top you have the budget's Number of places and % Profit Margin.
  2. Check each type of cost and the Total costs, as a group amount and per place.
  3. Look at the Gross Profit, the VAT Charged, the Net profit and the selling price (Precio de Venta row). The price per place is the one you give the customer.
ItemCalculation with the example
Total costs900 + 750 + 504 + 10.400 + 1.400 − 300 = 13.654,00 €
Gross Profit13.654,00 × 21 % = 2.867,34 €
VAT Charged2.867,34 × 21 / 121 = 497,64 € (special scheme, VAT included in the margin)
Net profit2.867,34 − 497,64 = 2.369,70 €
Selling price (Precio de Venta)13.654,00 + 2.867,34 = 16.521,34 € → 16.521,34 ÷ 40 = 413,03 € per place
The price depends on the places and the marginGlobal costs are shared among the Number of places and the profit comes from the % Profit Margin. Check both on the Data tab before giving the price per place.
Module

General data and itinerary (Gen. tab)

What it is for

It holds the texts of the offer for the customer: the account holder, what is and is not included, the observations and the day-by-day programme.

When to use it

Before printing or exporting the budget for the customer, or generating the package travel contract.

Task: write the texts of the offer. Recreation of the screen with sample data.

Step by step

  1. On the Gen. tab, General sub-tab, click … next to Client to choose the customer the budget is addressed to.
  2. Click the recalculate button next to No. of days to get the length of the trip.
  3. Write what the price Includes and what it Does not include.
  4. Add the Observations the customer needs to know: conditions, deadlines, documents…
  5. On the Itinerario sub-tab, write the day-by-day programme and save with ✓.
CautionSave before recalculating the daysIf the budget has not been saved yet, the No. of days button shows a warning that you must save the record. Save with ✓ and click it again.
Module

Budget actions

What it is for

Deliver the budget to the customer, reuse it for another trip or turn it into a group when the customer accepts it.

When to use it

When the budget is complete and checked.

Task: choose an action on the budget. Recreation of the screen with sample data.

Step by step

  1. With the budget saved, click Actions.
  2. When the customer accepts, choose New Group to create the group from the budget. Afterwards, View last group created from the quote takes you to that group.
  3. To deliver the offer, use Export to Excel to deliver to the client or Print.
ActionWhat it does
DoubleCreates a copy of the budget to reuse it for another similar trip.
New GroupCreates a group from the accepted budget.
View last group created from the quoteOpens the group most recently created from this budget.
List / PrintGenerates a printable document of the budget.
Export quote to ExcelExports the full budget, with costs and margins, for internal use.
Export to Excel to deliver to the clientExports a version designed for the customer.
Combined Travel ContractGenerates the package travel contract from the budget data.
Document ManagerAttach and view documents for the budget: quotes, conditions, etc.
ImportantCheck the Excel file before sending itMake sure you give the customer the «to deliver to the client» export and not the full budget export, which may show your costs and margins.
Good judgement

Good practice

Each cost on its own tab

What the whole group pays goes in Transport, Staff or Others. What each traveller pays goes in Food or Individual. That way the split per place is correct.

Link the supplier

Enter the supplier on each line: it helps you review the quotes and later prepare the group's services.

Compare scenarios

Use Double to keep variants of the same trip, for example with a 3* or a 4* hotel, without losing the original.

Clear names

Put the destination, the type of trip and the year in the name. You will find them faster with the Name filter.

Before delivering the budget
  • The number of places and the margin on the Data tab are the agreed ones.
  • The Food and Individual lines have the price of a single place.
  • The price per place on the Amounts tab is the one you are going to give.
  • Includes, Does not include and Itinerario are complete.
  • You are exporting the version to deliver to the client.
Support

Common problems

I cannot see the cost tabs.The budget has not been saved yet. Fill in the mandatory fields on the Data tab and click ✓.
The list is empty.Check the filters applied, especially From Opening Date.
The price per place is too high.Check the Food and Individual lines: they must have the price for one person, with Paxes at 1.
The line is saved with an amount of 0.Type the Price per Seat or the Amount and leave the field before clicking Accept, so that it is calculated.
It cannot be saved.A mandatory field (in yellow) is missing: Name, dates, Regime tax or taxes.
Still not working?Contact Pipeline Software support and give the budget number, the tab you are on and a screenshot of the message you see.