How we automated deposit management for a cycle tour operator
Problem Statement
Dan runs a cycle tour operation in New Zealand and found managing guest deposits to be slow and error-prone. Deposits came in from multiple channels — bank transfer and credit card payments — requiring manual tracking, reconciliation with bookings, and invoice generation.
Before
After
- Inefficient: Processing was slow, repetitive, and prone to human error
- Disconnected systems: Manual processing across bank accounts, Xero, and spreadsheets
- Automated deposit reconciliation: Deposits automatically matched to the correct guest booking
- Centralised operations in Airtable: Replaced spreadsheets with a single, robust system for tour management
- Automation of invoice creation: Once deposit is received create an invoice in Xero.
Results
- Guests receive faster confirmations and invoices, improving trust and satisfaction.
- The system now scales easily as bookings grow, without needing extra admin staff.
- Reduction in errors from manual data entry and reconciliation.
- Up-to-date tracking of guest deposits gives the operator a clearer view of cash flow.