TRAACS continues to evolve based on real travel agency workflows, where operational speed must stay high while financial control, compliance, and audit readiness remain uncompromised. Over recent releases, multiple enhancements have been introduced across access governance, invoicing discipline, reconciliation automation, reporting visibility, and operational controls. These improvements help agencies reduce manual effort while strengthening accountability across teams and entities.
Access, Security & Governance
- One Interface for Multi-Entity Operations (WAVE Instance Manager – Enterprise)
Agencies operating across multiple branches, countries, or legal entities often manage separate TRAACS environments for each business unit. While this separation protects data, it also creates a daily operational issue. Users must remember and open different URLs, switch between environments, and risk working in the wrong instance, especially when teams handle multiple entities in parallel.
TRAACS introduces the WAVE Instance Manager to simplify multi-entity access. Users can open a single interface, view all configured instances, and switch to the required environment without having to select a different URL each time. Where the same credentials are used across instances, switching becomes significantly smoother, while each entity’s data remains fully separated.
- Credit Control at GDS Level (Block Ticket Issuance When Credit Is Exhausted)
In travel operations, credit control is only meaningful before ticket issuance. Once a ticket is issued, the agency is already financially exposed, and blocking invoicing afterward does not reduce the risk. The real requirement is to stop ticket issuance itself when the customer has exceeded credit limits.
TRAACS introduces credit limit enforcement at the GDS level. When enabled, ticket issuance can be blocked if the customer has no available credit, ensuring teams cannot issue tickets that exceed approved exposure. For eligible customer accounts, agencies can enable controlled ticket issuance rules without weakening overall credit discipline.
- Credit Control Exception Management (Temporary Limit Increase with Approval)
There are practical situations where agencies must allow temporary credit exceptions, such as urgent corporate travel or time-sensitive bookings. In most cases, the business does not want to permanently change the customer’s credit limit. What is required is a controlled override for a defined period.
TRAACS enables credit control exception management, allowing agencies to assign a temporary credit limit for a finite duration. Once the duration ends, the system automatically returns to the original credit limit. Exception handling can be routed through an approval workflow, ensuring overrides remain controlled and traceable.
- Stronger Login Protection with Two-Factor Authentication (2FA)
In many travel businesses, password-only access becomes a long-term risk. Credentials are often reused, shared between teams, stored on shared systems, or accessed from devices that are not fully controlled. For finance-heavy environments, this risk is not just technical – it can directly impact customer exposure, credit controls, supplier payments, and sensitive financial postings.
Two-Factor Authentication (2FA) strengthens login security by adding a second verification step beyond passwords. This reduces the risk of unauthorised access caused by password leaks, credential sharing, or misuse. It is especially relevant for admin, finance, and management users who handle critical controls and approvals.
- Device-Restricted Login (MAC Address Control)
Even when agencies enforce strong passwords, another practical risk remains: credentials can still be used from unknown devices. This is common in multi-branch environments, remote operations, and situations where staff move between systems. In such cases, the organisation may not have full visibility into where access is happening.
TRAACS enables device-based access control using MAC address validation. With this control, users can log in only from authorised devices that have been approved by the organisation. This strengthens IT governance while keeping everyday login behaviour unchanged for approved users.
- Clear Visibility Through Login Audit Reporting
When agencies face unusual activity – unexpected postings, missing approvals, suspicious edits, or access concerns – the first question is always the same: who accessed the system, and when? Without structured audit visibility, teams rely on assumptions, manual tracking, or delayed investigation.
TRAACS provides a user login audit report that records login date, time, and session duration. This creates clear access visibility across teams and locations and strengthens governance without requiring manual monitoring.
- Accountability for Sensitive Profile Changes (Partner Profile History)
Customer and supplier profiles contain sensitive master data that directly impacts financial exposure. Fields such as bank details, credit days, credit limits, payment terms, and exposure-related values can influence payments, collections, and risk.In real-world operations, even a single undocumented edit can lead to serious misuse – such as supplier bank information being changed or customer credit terms being altered without approval.
TRAACS maintains a history of partner profile changes with user and timestamp logs. This creates accountability by showing who edited what and when, helping agencies protect financial controls and reduce the risk of undocumented changes affecting payments or credit exposure.
- Prevent Backdated Vouchers in Closed Periods (Front Office Locking)
Most agencies close a month in finance to ensure books are final. However, operational teams may still be able to create backdated vouchers in closed periods. This creates major issues: revenue can shift into closed months, missed vouchers can be added later to “fill gaps,” and the organisation loses control over period discipline. In some cases, this can even lead to deliberate manipulation.
TRAACS extends period locking beyond financial postings to include front office modules such as vouchers. This ensures operational entries cannot be created in closed periods, strengthening closure discipline and eliminating ambiguity around backdated documents.
Invoicing, Billing & Customer Financial Control
- Approval Controls Only Where They Matter (Customer-Wise Posting Approval)
Invoicing approvals are essential for sensitive corporate accounts – but enforcing approvals for every invoice slows down the entire agency. Many agencies only need strict approval workflows for selected customers: high-risk accounts, high-value corporates, or customers with special billing terms.
TRAACS enables customer-wise posting approval workflows. Invoices can be created as drafts, routed through multi-level approvals, and posted into the ledger only after authorisation. This ensures governance where required, while allowing routine customers to flow through without delays.
- Draft Billing Without Immediate Ledger Impact (“Cumulative Invoice” Workflow)
In high-volume environments, invoices are often created quickly so operations can move forward. But finance teams still need time to validate invoice details such as attachments, remarks, service references, passenger details, and customer-specific requirements. Many corporate environments also require invoices to be grouped and finalised LPO-wise, which often happens only at the time of submission.
The “Cumulative Invoice” workflow enables invoices to be prepared and tracked without immediately impacting customer ledgers. Once documentation is complete and invoices are grouped appropriately, they can be finalised and posted cleanly. This reduces downstream corrections and prevents unnecessary clean-up work at month-end.
- Consolidated Billing with VAT-Controlled Logic (“Against Invoice” Workflow)
Large corporates and government-linked customers often request consolidated invoices, combining multiple invoices into a single invoice document. The operational challenge is not the consolidation itself. The real risk is what happens at the time of invoice submission.
In many cases, invoice values must be adjusted to match the LPO value shared by the client. Normally, this would require reversing the invoice and invoicing again with the corrected values, creating extra effort and avoidable back-and-forth.
The “Against Invoice” workflow helps avoid this. At the time of invoice submission, an “Against Invoice” document can be created where service fee or discount values can be adjusted to match the final LPO value. This reduces the need for reversal and re-invoicing, while keeping VAT handling accurate and compliant within the workflow.
- ZATCA Stamping for Consolidated Invoices (Saudi Arabia – KSA)
Saudi Arabia operations require ZATCA compliance, and stamping must remain correct even when invoices are consolidated. Consolidated workflows increase compliance complexity and often force agencies into manual checks, especially when consolidated documents include multiple invoices and reverse documents.
TRAACS enables ZATCA stamping for “Against Invoice” documents, including reverse documents, ensuring compliance remains intact without disrupting daily billing workflows.
- Malaysia E-Invoicing Compatibility (Malaysia)
Malaysia’s e-invoicing requirements demand statutory readiness. Without system compatibility, agencies often rely on external invoicing tools or manual invoice formatting, creating inconsistency and compliance risk.
TRAACS aligns invoicing workflows with Malaysia e-invoicing requirements, enabling compliant invoices to be generated directly from transaction data.
- Proof of Submission Built into Invoice Follow-Up (Invoice Submission Tracking)
A common receivables challenge is not invoicing- it is invoice follow-up. Customers often claim invoices were not received, and finance teams lack a structured way to track submission and confirmation. Follow-ups become inconsistent across teams, and disputes increase.
TRAACS includes invoice submission tracking so finance teams can record invoice submission status and confirmation as part of the billing workflow. This improves follow-up clarity and reduces “non-receipt” disputes.
- Invoice Layouts That Match Corporate Requirements (Custom Invoice Print)
Corporate customers often require invoice formats with specific fields such as cost centres, project references, traveller details, department codes, or structured breakdowns. Without system support, teams export invoices and manually format them – leading to errors, delays, and inconsistent presentation.
TRAACS enables invoice print formats to be customised so invoices remain system-generated while meeting corporate client requirements.
Payments, Cards & Reconciliation
- Reconcile Virtual Card Transactions Inside TRAACS
Supplier payments often require sharing card details across teams, branches, or service desks, especially for hotel and service settlements. This creates friction, delays, and unnecessary dependency on a single physical card.
With NuPay, agencies can generate virtual cards for specific transactions, making supplier payments easier without having to share card details manually. Once payments are completed, TRAACS enables the related virtual card transactions to be reconciled directly inside the system against vouchers and supplier documents. This keeps payment tracking clean, reduces manual matching effort, and strengthens audit visibility.
- Amadeus Outbase Compatibility for Virtual Card Tracking
For agencies issuing tickets through Amadeus workflows, virtual card payments often create a tracking gap. In many cases, tickets issued through Outbase were not easily traceable back to the virtual card account inside TRAACS, making reconciliation and payment visibility difficult.
TRAACS improves Outbase compatibility by allowing these transactions to be linked properly to the card account inside the system. This strengthens virtual card tracking, improves reconciliation readiness, and reduces manual effort in mapping issued tickets to payment records.
- Faster Reconciliation Through Statement Upload and Smarter Matching
Manual reconciliation across different transaction types such as supplier transactions, credit card transactions, corporate card transactions, LCC statements, and non-air supplier statements is one of the most time-consuming processes for finance teams. It directly affects overall efficiency, especially during period closure when delays in matching lead to slower settlements and incomplete payables visibility.
TRAACS enables statement uploads across reconciliation modules with minimal formatting effort, allowing teams to proceed with reconciliation workflows without manual data entry. The system also strengthens matching for non-air suppliers using supplier invoice numbers and statement-based reconciliation, including VAT handling and difference tracking where required. This keeps reconciliation cleaner across both air and non-air transactions while reducing repetitive work for finance teams.
- Payment Links for Customer Collections
Receivables often get delayed because payment collection is handled outside the invoicing workflow – through separate gateway processes, manual transfers, or unclear payment tracking. Even when customers are ready to pay, the payment journey is not connected to the invoice.
TRAACS enables invoice-linked payment collection through payment links, allowing agencies to collect payments against invoices through integrated payment gateways. This keeps payment status aligned with invoice tracking and reduces collection friction.
Available integrations include:
Ottu Payments
Amazon PayFort
CC Avenue
Telr
Financial Accounting & Reporting
- Structured Payroll Accounting (Payroll Journal Voucher)
Payroll posting is one of the most repetitive month-end tasks. In many agencies, finance teams manually post payroll entries every month, line by line, and often rebuild the same structure repeatedly. This increases effort, slows down month-end closure, and makes payroll accounting harder to standardise across periods.
TRAACS enables structured payroll accounting through the Payroll Journal Voucher workflow. With configurable setups, agencies can define payroll posting structures once and use them consistently, reducing repetitive entry. This also helps maintain cleaner payroll accounting across months while keeping payroll entries aligned with the agency’s accounting structure and reporting needs.
- Month-Wise Trial Balance in a Single View
Month-end reviews often require trial balance snapshots across multiple months – for internal checks, audit preparation, and management reporting. Pulling separate reports repeatedly slows down review cycles.
TRAACS provides a monthly trial balance view that presents consolidated month-wise balances in a single view, making period review faster and more structured.
- Flexible Depreciation Updates (Fixed Assets)
Depreciation policies may change mid-cycle due to audit requirements, internal policy updates, or changes in asset usage. Manually adjusting depreciation creates complexity and affects asset valuation consistency.
TRAACS enables depreciation percentage updates mid-cycle within the fixed assets workflow, with the accounting impact handled as part of the system process.
- Expense Visibility Through Sub-Account Mapping
Many agencies want deeper expense analysis beyond ledger-level structures – without disrupting the accounting format used for statutory reporting. Operational teams often need expense breakups that do not map cleanly to GL structures.
TRAACS includes sub-account mapping to enable operational categorisation of expenses for internal visibility while keeping core accounting structure intact.
Operations & Service Management
- Track Billing Delays Caused by Pending LPOs (LPO Waiting Report)
Corporate billing often gets delayed because invoices are ready, but LPO is pending. Without structured tracking, follow-ups become scattered and invoices may be missed, impacting billing cycles.
TRAACS introduces an LPO waiting report so teams can track invoices where LPO is not received and update details once received, keeping invoice records complete.
- Invoice Only When the Booking Matures (Non-Air Cancellation Date)
Hotel and non-air bookings often allow cancellation until a future deadline. When agencies invoice too early, cancellations later force reversals, credit notes, and month-end corrections.
TRAACS enables cancellation date tracking for non-air vouchers so teams can identify vouchers that are mature for invoicing and avoid premature billing, improving revenue timing discipline.
- Track Cytric Bookings Inside TRAACS
Corporate bookings made through Cytric often include multiple services under a single reference. Without structured tracking, agencies may struggle to map these services back into TRAACS for follow-up, documentation, and financial control.
TRAACS enables Cytric-issued tickets and services to be tracked by creating them as a tour file using the reference ID. Multiple services under the same reference can be captured and tracked through the same workflow, improving visibility and continuity across corporate booking operations.
- Record Free Beds and Rooms in Hotel Vouchers
Agencies frequently negotiate free rooms or free beds for clients, but when these benefits are not recorded properly, costing and profitability reporting becomes inaccurate.
TRAACS enables recording of free beds and rooms within hotel vouchers, along with standard fields such as meal plan and room type.
- Supplier Posting at the Time of Ticket Creation (Single Ticket Workflow)
In certain workflows, supplier liabilities must be recorded before customer invoicing – especially in prepaid supplier scenarios where supplier settlement happens early.
TRAACS allows supplier posting during ticket or voucher creation, improving supplier liability visibility within the workflow.
- Recover Void Penalties Transparently
Ticket voids may include penalties, yet agencies often miss recovery when handled outside the system or tracked inconsistently. Penalty losses can quietly accumulate.
TRAACS enables void penalty identification and charging so penalty recovery remains visible and properly recorded as part of the workflow.
- Group File Management for Fixed Departures
Group departures involve multiple services, suppliers, and cost structures. Without structured tracking, profitability remains unclear until the end of the operation, making it difficult to manage margins proactively.
TRAACS introduces group file management to track services sold and profitability at the package level, helping teams maintain control across the group lifecycle.
Reporting, Analytics & Visibility
- CO₂ Emission Reporting for Corporate ESG Requests
Corporate customers increasingly request CO₂ emission reporting for sustainability and ESG requirements. Without system reporting, agencies rely on external tools or manual estimates, reducing credibility and consistency.
TRAACS generates structured CO₂ emission reporting based on travel transactions, enabling agencies to provide emission data directly from operational records.
- Segment-Wise Ticket Visibility
Airline incentives and commercial performance analysis often require route-level visibility based on travel segments and sectors. Standard ticket reporting does not always provide this breakdown clearly.
TRAACS includes segment-wise ticket reporting to provide detailed visibility by route segments and travel sectors, supporting incentive tracking and sector-level analysis.
- VAT-Compliant Handling for Customer Productivity Reporting
Certain additional income values may create VAT visibility issues if shown directly on invoices, yet agencies still need these values reflected for productivity reporting and performance analysis.
TRAACS enables a VAT-compliant workflow where such values can be handled as an expense while still reflecting correctly in customer productivity.
Customer Communication & Follow-Up
- Supporting Documents Attached to Invoices (With Missing-Document Visibility)
Invoice approvals and customer submissions often get delayed because supporting documents are missing. Teams spend time chasing attachments across emails, folders, and internal requests, slowing down billing cycles.
TRAACS enables supporting documents to be attached directly to invoices and provides visibility into invoices missing attachments, strengthening documentation discipline.
- Follow-Up Notes That Stay Visible in Ageing and Statements
Collections and customer servicing suffer when follow-up context is not documented. One team speaks to the client, but another team has no visibility into what was agreed, leading to repeated conversations and inconsistent follow-up.
TRAACS enables follow-up notes to be recorded against clients and documents, with visibility in statements and ageing views.
- Structured Client Balance Confirmation
Annual audits require customer balance confirmations, yet many agencies manage this manually, leading to delays, disputes, and missing confirmations.
TRAACS enables structured balance confirmation workflows so outstanding balances can be confirmed with clients in a clear, trackable process.
Budgeting & Performance Control
- Budget Configuration and Tracking
Agencies often set budgets for sales, profitability, or retention, but struggle to track performance early enough to take corrective action. Without visibility, deviations are discovered too late.
TRAACS enables configuration of budgets and performance tracking against actuals to improve management visibility and planning discipline.
- Cleaner Statements Through Controlled Credit Visibility
Outstanding credits can create confusion when statements are shared with users who do not require full credit visibility. This can lead to miscommunication with customers or internal misuse.
TRAACS enables outstanding credit entries to be hidden from general users and visible only to privileged users, keeping statements clean for the intended audience.
- Minimum Service Fee and Maximum Discount Controls
Discounting and service fee waivers often happen at the operational level, leading to margin leakage and inconsistent pricing discipline. Over time, this affects profitability and creates pricing inconsistency across teams.
TRAACS enables minimum service fee and maximum discount limits so pricing policies are enforced consistently across users and branches.
