Most Umrah agencies start with Excel and WhatsApp. It works for the first few groups — then a payment gets missed, a passport expires, or two agents quote different prices to the same family.
1. Put every enquiry in one list
Whether it comes by phone, WhatsApp, Facebook or your website, write it down in one place with a follow-up date. The follow-up date is what turns an enquiry into a booking.
2. Send a proper quotation
A clear quotation with hotels, nights, room sharing and total price builds trust. A link the customer can open on their phone is even better.
3. Build the booking once
Enter pilgrims, hotels, flights, visa and transport once. The invoice, voucher and messages should come from this same booking — not be typed again.
4. Track payments with a plan
Agree instalments at the start and record every payment. Check what is overdue every morning.
5. Check passports before travel
Compare every passport expiry date with the travel and return dates. Many travel rules require several months of validity, so check early.
6. Share clean vouchers
Give pilgrims a one-page voucher with hotels by date, transport and a KSA contact number.
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