Seasonal contracts with partner schools, places allocated per session, host family matching, enrolments arriving in waves from January to June. DBJOY keeps the quote, the enrolment, the school contracts, the students’ documents and the margin in one database, so study travel stops living in five tools that do not talk to each other.
It is rarely the number of enrolments that overwhelms a study travel operator. It is the fact that every file passes through different tools, and at each handover somebody retypes a figure that already existed somewhere else.
The partner school invoices in one currency, the accommodation in another, the carrier in a third. If the rate you used to build the quote does not stay attached to the file, the cost you settle is no longer the cost your programme price was based on.
Course places and host family beds are written into the seasonal contract but live in a shared spreadsheet. Nobody knows how many places are genuinely left on that session, and the release date arrives while a salesperson is still negotiating a school group. You release too early, or you pay for empty places.
Turnover you know in real time. The real margin on that session, that partner school and that salesperson gets rebuilt by hand months later, when next season’s contract is already signed and nothing can be corrected.
The configurator combines weeks of tuition, host family, residence or campus accommodation, flights, transfers, excursions and your own in-house services in a single quote. Every line carries its supplier, the net purchase cost and the mark-up applied, so the price updates while you build, not afterwards in a separate spreadsheet.
Partner school rates are seasonal, so a July session does not inherit April costs. For services bought in foreign currency, DBJOY allows you to work with the exchange rate assumed at quoting stage and to compare it against the actual cost once the school invoice arrives.
Every partner school contract carries the allocation you negotiated: course places per session, host family beds, residence or campus rooms, validity periods and conditions. When an enrolment commits a service, the remaining allocation on that contract moves with it, so your sales team quotes against a real number rather than an estimate.
Release dates and option deadlines appear in the operational schedule, alongside the enrolments they affect. Deciding whether to confirm, reduce or release becomes a commercial decision taken in time, not a deadline discovered the following morning.
A study travel operator sells the same programme into different markets: the family enrolling a child, the agent or consultant selling study programmes, the school bringing a group. DBJOY handles those channels on the same file, separating the student who travels from the party that intermediates and the one that pays, with the commercial terms that belong to each channel.
At the end of the month you know not only what you sold, but what each channel returned after the terms you granted. Margin by file, destination, partner school and salesperson is the same figure you use to decide where to push next season.
A study travel operator runs on three clocks at once: you contract next season with the partner schools, you operate the season in progress, and you close the season just finished. With separate tools the three get in each other's way.
Partner school contracts, rate tables and places per session go into the system once and become the basis of every quote. Whoever prices a programme stops asking which rate sheet is current: it is already in the configurator.
Enrolments run on the schedule: school confirmations, family instalments, consents and documents for minors, release dates. Vouchers, info sheets and participant lists come out of data already held in the file, even when a host family placement changes at the last minute.
Closing the books is not a separate exercise. Invoicing applies the margin scheme and the dashboard shows the real result by session, partner school and salesperson, in time to renegotiate next year's contracts.
An operator invoicing from Italy applies the VAT margin scheme for travel set out in art. 74-ter of Presidential Decree 633/1972. That article is the Italian implementation of the EU special scheme for travel agents in Articles 306 to 310 of VAT Directive 2006/112/EC — the scheme known in the United Kingdom as TOMS. VAT falls on the difference between the price charged for the package and the cost of services bought in from third parties for the direct benefit of the traveller, and the VAT on those bought-in services is not deductible.
In DBJOY this is not a tax module bolted on at the end. It shapes the enrolment from the quote onwards: every service line already knows whether it was bought in from a third party — the partner school course, the accommodation, the flight — or produced in house, and the electronic invoice sent through the SDI, the Italian exchange system for electronic invoices, is built from those same figures with the VAT code N5 used for margin-scheme operations.
The information you owe the traveller comes from the Package Travel Directive (EU) 2015/2302, transposed in Italy into the Tourism Code (Legislative Decree 79/2011). It covers pre-contractual information, the standard information form, the content of the package contract and what happens when a service changes. In DBJOY those duties belong to the document flow of the enrolment, not to an attachment somebody has to remember.
This page describes how DBJOY supports the work. It is not legal or tax advice: how a particular transaction is treated is a question for your own adviser.
Configurator for course, accommodation and travel, seasonal rate tables, net and gross on every line. A confirmed quote becomes an enrolment without a single field being retyped.
Seasonal contracts, course places per session, host family and campus beds, options and release dates. You know what you bought, what you sold and what is still open.
VAT margin scheme under art. 74-ter, VAT code N5, per-booking cost and revenue records, receipts and payments schedule, electronic invoicing through the SDI.
Margin by file, session, partner school and salesperson. Production by school becomes your argument when the seasonal contract comes up for renewal.
Student records, registration fees, family instalments, host family matching, rooming lists, allergies and consents for minors.
A private area for families, agents and schools, automatic messages on approaching deadlines, and data exchange with the finance systems you already run.
A study travel operator buys from partner schools in the destination country and sells in its home currency. DBJOY is designed to hold supplier costs in the currency they were agreed in and carry them to the enrolment, so a margin difference caused by exchange is visible as exchange. Rate sources and accounting treatment are settled with the operator’s accountant during set-up.
An operator running the same programme through the summer needs each session to carry its own availability, students, costs and margin, while sharing the product structure. DBJOY is built so a session is a distinct operating context under a common programme, which is what lets a study travel operator compare margin between sessions instead of only reading a season total.
DBJOY treats a family enrolling directly and an agency selling study programmes as different commercial conditions on the same product: different mark-up, different documents, different payment terms. A study travel operator can therefore run both channels without duplicating the programme itself. Which conditions apply to which agency is configured on the operator’s real trade agreements during the initial set-up.
DBJOY attributes supplier costs to the session they belong to, including those arriving after the students have come home, so margin per session is a calculation rather than an estimate. That is the figure a study travel operator needs before repeating a programme, negotiating next season’s allocation with a partner school, or dropping a destination that only looked profitable on turnover.
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We set the system up together on your own rates, partner schools and destinations. At the end of the three months the decision is yours, with no strings attached.
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