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Trekking and Tour Operator Software for Nepali Agencies
Run itineraries, group departures, guide and porter rosters, permit records and client payments from one system built for how Nepali trekking companies operate.
A trekking company juggles clients from many countries, guides and porters who move in and out of network coverage, advance payments in several currencies and paperwork that must be ready before the group leaves Kathmandu. Most owners manage this with email threads, Excel sheets and a very good memory.
Trekking agency software from WebsNP brings the booking, the group roster, the staff assignments, the client documents and the money into one place, so a late email does not become a missed pickup. It is configured for your treks, your seasons and your way of working.
The software tracks permit and registration records you arrange through the proper channels. It does not issue permits or connect to government systems, and it never states official rules for you. For ticketing and packages see our travel agency software.
Who Trekking and Tour Operator Software is for
Trekking agencies
Companies running Everest, Annapurna, Langtang and other routes with scheduled and private departures.
Inbound tour operators
Operators selling cultural, wildlife and adventure packages to overseas agents and direct clients.
Expedition and climbing outfitters
Teams with long itineraries, many staff, high-value deposits and detailed gear lists.
Guide and porter coordinators
Managers who allocate staff across overlapping trips and must settle wages and tips at the end.
Small family-run agencies
Owners who want professional records and quick client replies without hiring a full back office.
Problems it solves
| The problem today | How the software fixes it |
|---|---|
| Client details and documents live in email inboxes | Every client has one file with passport copy, emergency contact, insurance note and trip history. |
| Group rosters change daily and nobody has the latest copy | One live roster per departure shows who has joined, paid and submitted documents. |
| Guides and porters get double booked | Staff availability by date shows who is on a trek, at rest or free before you assign them. |
| Advance payments arrive in different currencies and channels | Each receipt keeps the original amount, rate and NPR value, so reconciliation is clear. |
| Trip costs are not compared with the quote afterward | Budgeted and actual costs per trip are shown side by side, with margin at the end. |
| Permit and registration paperwork is chased at the last minute | A checklist per client and per trip flags which records are pending before departure. |
Features and modules
Itinerary library
Store day-by-day itineraries for each trek and generate a clean version to send to clients and agents.
Group departures
Create fixed departures with a capacity, track bookings and see which dates are filling.
Client files
Passport details, emergency contacts, dietary notes and documents for every trekker.
Permit and paperwork tracker
A checklist of permits and registrations per trip with status, so nothing is left to the last day.
Guide and porter roster
Assign leaders, assistants and porters to trips and avoid clashes between overlapping departures.
Deposits and balances
Record advances and final payments in any currency, with receipts and a due-date list.
Trip costing
Estimate transport, lodge, food, wages and equipment, then compare with actual spend after the trek.
Agent and partner accounts
Overseas agents and local partners get their own ledgers, commission rules and statements.
Equipment inventory
Track sleeping bags, jackets and tents, who has them and when they return.
Reminders
Alerts for pending documents, payments and pickups, ready to send as WhatsApp or email text.
Season reports
Bookings by route, source country, month and agent, plus profit per trip.
Built for how Nepal works
Seasons and dates
Spring and autumn are your peaks. Reports follow the Bikram Sambat fiscal year while trips are planned in AD, and both dates are shown.
Multiple currencies
Overseas clients and agents often pay in dollars, euros or pounds. The system keeps the original currency, the rate used and the NPR value.
Remote-area realities
Guides on the trail have patchy coverage. The roster and emergency contacts can be printed or sent as a summary before departure.
Permit records, not permit rules
Requirements and fees are set by the relevant authorities and change. We give you a tracker for your own records; always confirm current rules with the official body.
Staff welfare records
Wages, insurance notes, tips and advances paid to guides and porters are recorded per trip, so settlement is transparent for everyone.
How we get you started
- Map your trips We list the treks and tours you sell, your usual group sizes, and the paperwork you prepare for each.
- Set up routes and staff Itineraries, cost templates, guides, porters, partners and tax settings are entered or imported from your sheets.
- Train the office and trip leaders Practice with a real upcoming departure, from booking to roster to cost settlement.
- Run one season trip in parallel Keep existing files for one departure while the new system proves itself.
- Go live and review after the season After your first busy period we review reports and adjust the templates.
Get a demo and quote for Trekking and Tour Operator Software
Tell us about your business and we will reply the same working day with a demo and a clear quote. No obligation.
Chat on WhatsAppOr call / WhatsApp +977 9846280400
Guides: Trekking and Tour Operator Software
How to Choose Trekking Agency Software for Nepal
A buyer's guide for trekking and tour operators, covering the features that matter, the claims to question and the demo tasks to insist on.
Read guide ›How to Organise a Trekking Group Departure Step by Step
From the first deposit to the final settlement, a step-by-step process that keeps a group departure under control.
Read guide ›Trekking Company Records and Paperwork in Nepal
A guide to the records a trekking company should keep, how to track permit paperwork and what to confirm with the authorities.
Read guide ›Trekking Agency Software vs Excel and Email Compared
A fair comparison of spreadsheets, email threads and dedicated software for trekking agencies, with questions to work out your own return.
Read guide ›Trekking Booking Mistakes and a Pre-Departure Checklist
The errors that cause missed pickups, double-booked guides and payment disputes, with a checklist to prevent them.
Read guide ›Frequently asked questions
Does it issue trekking permits or connect to government systems?
No. You arrange permits and registrations through the proper channels. The software tracks the status of each record per client and trip, so nothing is forgotten, and it can be configured to match your own checklist.
Can I manage private and group treks together?
Yes. Fixed group departures with a capacity and private custom trips can live side by side, each with its own roster, costing and payment schedule.
Can I record payments in dollars or euros?
Yes. Receipts keep the original currency and amount, the exchange rate you applied and the NPR value. This makes reconciliation with bank or wallet statements much simpler.
How does it help with guides and porters?
You can see who is assigned to which trip and dates, avoid double booking, and record wages, advances and tips per trip so final settlement is fast and transparent.
Can overseas agents see their bookings?
We can discuss giving partner agents limited access or sending them statements and booking summaries. The exact approach depends on how you work with each agent.
Is there support during the peak season?
We provide support by WhatsApp and phone. Tell us your peak months during setup so we can plan training and checks before they begin.
What will it cost?
The quote depends on staff users, features and customisation. After a demo and a short call about your treks we send a clear quote, without obligation.