Can my back office keep track of refunds that I am still waiting to receive from suppliers?

Yes, a travel back office system can keep a clear record of supplier refunds that are still outstanding. When a booking is cancelled or changed, your team can record the refund expected from the supplier and follow its progress until it is received. This helps prevent refund cases from being forgotten among daily bookings and customer enquiries.

The system can connect the refund to the original booking and show when it was requested, whether it is still pending and whether the supplier has completed it. Your team can also add notes about conversations with the supplier, so another staff member can understand what has happened without starting again. Once the refund arrives, the record can be marked as received and the booking accounts can be updated.

How much of this happens automatically depends on the supplier, the available API and your plan. Some suppliers may send refund updates through their connection, while others may require your staff to check the supplier portal and update the status manually. The system can help organise and monitor the work, but it cannot make a supplier approve or send a refund sooner.

Ask your provider whether supplier refund tracking is included, which suppliers can send automatic updates and what your team will need to enter manually.