Exporting Itineraries to PDF output

Tourwriter allows you to export your itinerary to a customizable PDF file that features a customisable cover page and your organization logo. The PDF also includes the pricing details, terms & conditions, and the itinerary outline that provides an overview of the services included. PDFs can be configured to hide Images, Descriptions, Itinerary details, Maps, and Outline as required.

Export settings

PDFs can be exported through both Proposal and Final templates and both templates generate the same PDF output.

1. Open an itinerary and navigate to the export settings dialog by clicking the Export icon.
2. Choose to Include or Exclude these items listed below:
   • ItineraryID – Exclude/Include the ItineraryID from Itinerary-> Setup tab
   • Images – you can only exclude Item images. The Hero image and the organisation logo need to be removed from the Preview to be excluded from the Export. 
   • Descriptions
   • Details –  Exclude/Include times, locations, supplier details, booking reference and other product details.
   • Supplier details – Exclude/Include Supplier names, address, contact details and booking details
   • Maps
   • Outline 
   • PDF page footer – Exclude/Include the PDF page footer text from Organisation-> Customise-> PDF page footer
   • Start each day on a new page: Each Itinerary day will start on a new page in the PDF.
3. Select the Export as PDF and the PDF will download.
4. Save the file to your computer.

Note: The default behaviour of the Export functionality can be configured in your Organisation settings. 

Tip: Exclude Images and Descriptions, but include Final itinerary details in the PDF export to have a travel voucher view of the itinerary.

Resource display as full page

Users can define whether a Resource or Booked item should appear as a Full page on the PDF Itinerary Export.

To achieve this, 

1. Go to the Itinerary Preview
2. Edit the Booking or Resource 
3. Tick Display as a full page when the itinerary is exported as a PDF
4. Save.

PDF Image

Users can define a PDF image for Booked item which will appear on a separate page after the item details in the exported PDF itinerary. For best results the image should be at least 2480×3508 pixels.

To achieve this, 

1. Go to the Itinerary Preview
2. Edit the Booking
3. Browse and select the required image
4. Save.

PDF Itinerary Chapters

A PDF itinerary comprises the following seven sections which are also termed as chapters.

PDF cover page

The PDF cover page is an A4 image that, if uploaded to an itinerary, will appear as the first page of your exported PDF itinerary. If no PDF cover image is attached then the Front page will be the first page of your exported PDF itinerary. The Cover image should be at least 2480×3508 pixels and will export edge to edge in A4 format. 

Front page

The Front page replicates the Hero section of the itinerary Preview by displaying Itinerary name, Hero image and the Itinerary Start and End dates. Below this information we include the travel designer details and an iteration of the itinerary footer information. This is fully adjustable at the itinerary level. Anything included in the left-hand section of the itinerary footer shows up on the inner cover. 

Map

The map reiterates the itinerary outline as seen on the Final itinerary.

Itinerary outline

Itinerary outline is a sneak peek of the itinerary and lists a compact view of bookings in a single line.

Day-to-day itinerary

This chapter displays the detailed itinerary, outlining different days and services listed. Depending on the export setting, it can be the most comprehensive part of the itineraries. It can include images, descriptions and final itinerary details. You may choose one or more of the following export settings to display in the day-to-day itinerary chapter:

Hide descriptions:

You can hide descriptions if you wish to share the itinerary as a brief outline.

Hide images:

You can hide images to keep the itinerary compact. You may also want to hide images if you plan to share the itinerary with a travel agent partner who prefers to use their image.

Hide Final itinerary details:

You can hide details linked to a booking, usually seen on the final itinerary. A fine example would be to hide this option when sharing an itinerary proposal.

Pricing

The Pricing chapter displays pricing as configured on the pricing display settings. For instance, it displays a summary of the itemised price if you have picked Itemised pricing on the Manage tab > Pricing subtab. If you have chosen to hide the price then this chapter will be skipped. To learn more go to the Pricing Display Options section in the Itinerary Pricing article.

Terms and Conditions

The Terms and conditions chapter exhibits as added to the footer or as fed through the organisation default settings.

Note: Even though Tourwriter allows you to export itineraries as PDFs, you can easily edit the itinerary by accessing it in a Microsoft Word file. Read Editing Tourwriter itineraries in Microsoft Word to learn more.