Managing dossiers correctly saves time and avoids issues for accounting, clients, and suppliers.
Here are the top mistakes to watch out for — and how to avoid them.
❌ 1. Creating a new file for every small change
Problem: Too many unnecessary files clutter the system.
Solution:
Only create a new file for a new trip or different payer.
For small edits, simply adjust the existing file or copy services.
❌ 2. Forgetting to fill in travel info
Problem: Dates or destinations missing from the Travel Info section cause confusion in reports.
Solution:
Always complete departure date, return date, and destination before invoicing.
❌ 3. Leaving the wrong Hoofdboeker
Problem: Invoices go to the wrong client or company.
Solution:
Check the main client carefully before creating invoices or agreements.
❌ 4. Modifying imported services
Problem: Editing integrated Amadeus, or Atlantis lines can break links.
Solution:
Never modify imported services — instead, copy the line and make changes on the duplicate.
❌ 5. Forgetting to save changes
Problem: Edits are lost after switching tabs.
Solution:
After each edit, always click the 💾 Save icon (blue disk).
❌ 6. Not linking vouchers or related files
Problem: Voucher bookings lose their connection to the original file.
Solution:
Always note both file numbers in the Notes field of each dossier.
❌ 7. Ignoring Admin notes
Problem: Missing or outdated notes delay accounting actions.
Solution:
Check the Admin Notes field regularly for comments or refund instructions.
❌ 8. Forgetting to close old files
Problem: Outdated “Open” files remain active in reports.
Solution:
Close files as soon as all documents, payments, and reports are complete.
💡 Final tip: Think of each dossier as a complete story — from quote to invoice.
If the story is missing a page, the next person (Admin, Finance, or Client Service) can’t finish it properly.