EXBI CRM
Tell your CRM what you need. It does the rest.
EXBI CRM holds every inquiry, costing sheet, visa file, payment and departure your agency handles — and puts a command bar on top, so finding or creating any of it takes one line of plain English.
The same bar sits on every staff member's home screen.
It replaces the three places your agency keeps its business today.
Every agency runs on the same three things. All three lose information, and none of them tell you when something has been forgotten.
One list, with the history attached
Inquiries land in one place, get assigned to a staff member, and carry every past conversation — so a client who calls back is recognised in seconds, by whoever picks up.
The same rules, in everyone's hands
Your markup and VAT treatment built in, so any staff member can produce a quote that comes out right — and the profit on the file is visible before it's sent.
Deadlines that raise themselves
Follow-up dates, overdue payments, pending visas, briefings and departures appear on the dashboard on the day they matter, in front of the person responsible.
No menu hunting. Just type it.
Most CRMs fail because staff can't find anything in them, so they quietly go back to WhatsApp. EXBI puts one bar at the top of every screen: type what you want in plain English and it opens the record, runs the report, or starts the form. New staff are productive on their first morning instead of their second week.
- ✓ "add inquiry" opens the form, already filled with today's date
- ✓ "clients with balance due" pulls the list, ready to call
- ✓ "show sales report for last week" builds it on the spot
- ✓ Type a name or a phone number and jump straight to the file
Fifteen modules, grouped the way you work
Everything an agency runs on, in one system. Nothing here is a paid add-on, and nothing is limited by how many people use it.
Leads & sales
Inquiries
Walk-ins, calls, WhatsApp and web leads with source, product type, travel dates and pax — assigned to a staff member in one click.
Follow-ups
Every inquiry carries a next-contact date. Overdue ones surface on the dashboard, per staff member, until they're won or closed.
Sales & costing
Provisional costing per file — ticket, land package, visa, insurance — with markup and VAT handled the way your accounts team already does it.
Clients & products
Clients
One profile per traveller — passport, preferences, travel history, payments, documents, complaints — ready the next time they book.
Packages
Build a package once, then share it as an A4 PDF or a mobile link the client opens on their phone. No more retyping itineraries.
Visa checklist
Requirements, fees, processing time and validity for dozens of destinations, kept in one place so nobody quotes last year's rules.
Money
Payments & receipts
Advances, part payments and refunds against each file, with outstanding balances and ageing always current — never re-typed.
Bank
Reconcile your bank accounts inside the CRM. Every deposit matched to the receipt it belongs to, so there are no surprises left in your cash flow.
Suppliers
DMCs, hotels, airlines and visa agents with payables, ageing, the margin they generate, and a reliability score built from your own bookings.
Team
Targets & staff
Monthly targets per person tracked live, with workload, collections and commission all built on the same booking records.
Attendance
Manage staff attendance from the CRM itself — sign-ins, late marks, leave and working hours, sitting beside the sales those same people made.
Reports
Sales by staff, product and month. Receivables ageing. Conversion from inquiry to booking. All exportable to Excel.
Communication & system
Your email lives in the CRM. Every message is linked to the client it belongs to automatically, so the whole thread sits on the file — easy to search, easy to hand over.
Notices & alerts
Overdue payments, pending visas, briefings due, passports expiring — raised to the right person before they turn into a problem.
Import & data
Bring your existing clients, bookings and outstanding balances in from Excel, so day one starts with your real history, not an empty system.
And more modules with every update
The system is still being built inside a working agency, so new modules keep arriving. If you're on updates, they land in your copy at no extra cost.
The screens your team lives in
Real screens from the running system, not mockups.
The whole client, on one page
Passport and identity, every inquiry and confirmed sale, payments and outstanding balance, documents, travel history, family members travelling along, and any complaint ever raised — all under one profile. When a client calls, whoever picks up already knows the file.
- ✓ Outstanding balance and who owes whom, shown at the top
- ✓ Passport details held beside the bookings they belong to
- ✓ Full timeline: inquiries, confirmations, calls and receipts
Passports read for you, not typed in
Upload a photo of the passport and the system reads it — name, number, dates, nationality — and fills the fields for you. It flags anything where the printed line and the machine code disagree, so a typo in a passport number is caught before it reaches a ticket. Nothing is saved until your staff member confirms each line.
- ✓ Read in the browser — the picture is not sent anywhere
- ✓ Mismatches flagged for a human to check before saving
- ✓ Passport visible only to staff you allow to see it
An inquiry captured in one screen
Client, contact, medium, destination, product, dates, pax split by adult, child and infant, who it's assigned to, and how warm it is — one form, no tabs, no second screen. The faster an inquiry is logged, the less likely it is to live on somebody's phone instead.
- ✓ Pick an existing client or start a new one as you type
- ✓ Cold, warm or hot set at the moment of capture
- ✓ Linked to a special deal, with seats coming off on confirmation
Visa rules nobody has to remember
Fees, processing times, validity and the full document checklist for every destination you sell, in one searchable table. Staff stop calling each other to ask what Schengen needs this month, and every client gets the same answer from everyone in the office.
- ✓ Filter by region, visa type, processing time or status
- ✓ Each destination carries its own document checklist
- ✓ Flagged for review when a rule goes stale
Suppliers you can actually judge
Every DMC and hotel builds a record as you book them: what you've spent, what they've earned you, what's still payable and how far overdue. Plus the things you normally only feel — how often they confirm on time, how accurate their vouchers are, how fast they reply.
- ✓ Outstanding payables split into not-due, 30 days, over 30
- ✓ Net margin earned per supplier, not just cost booked
- ✓ Confirmation speed and cancellation rate tracked automatically
Attendance, without a separate system
A month of staff attendance on one grid — present, leave, day off, absent — taken automatically from CRM sign-ins, or read from your attendance machine if you have one. Present days, absences, late marks and hours total up per person, beside the sales those same people made.
- ✓ Whole team, whole month, one screen, filterable by branch
- ✓ Taken from CRM sign-ins, or upload a punch file instead
- ✓ Targets, collections and commission on the same records
Packages built once, shared anywhere
Keep your sellable packages in the system with duration, price and country. Send the client a clean A4 PDF for email, or a mobile link they can open on their phone and forward to whoever is travelling with them.
- ✓ One package, two share formats — A4 and mobile
- ✓ Prices and itineraries updated in one place, not five files
- ✓ Special deals kept separate from your standard range
Built for how agencies here actually run
Not a foreign CRM bent into shape. It was written inside a working agency in Naxal, for agencies in Nepal.
Your server or ours
Run it on your own cPanel hosting, or let us host it for you. Either way the licence is one-time and the user count is unlimited.
NPR and VAT from the start
Nepali rupee, local VAT treatment, and the product categories your team already uses — inbound, outbound, domestic, visa, insurance.
Staff use it on day one
The command bar means nobody has to learn a menu tree. Training takes an afternoon, not a course.
We set it all up
Installed with your staff accounts, your product types, your letterhead, and your existing client list imported from Excel.
Pricing
A one-time lifetime licence — not a monthly subscription, and not priced per user. Pick where it runs, then decide whether you want future updates.
On your hosting
Installed on your own cPanel hosting or office server. You hold the database.
One-time licence · unlimited staff logins
- ✓ All fifteen modules, including the command bar
- ✓ Installed and configured on your server
- ✓ Client list imported from Excel
- ✓ Staff training included
Then, each year
On our hosting
We host and maintain the server for you. Nothing for your IT person to manage.
One-time licence · unlimited staff logins
- ✓ Everything in the option on the left
- ✓ Server, backups and uptime handled by us
- ✓ No hosting to buy, renew or configure
- ✓ Support through our hosting partner
Then, each year
The yearly fee on our hosting covers running the server, so it applies as long as we host you.
On your own hosting there is a minimum yearly charge for support and updates.
FAQ
The questions agencies ask us before they buy.
Where does our data live?
Wherever you choose — your own hosting account, your office server, or ours. We install it there, hand over the admin login, and the database belongs to you. On your own hosting we keep no copy of anything.
What do we need to run it on our own server?
A normal cPanel hosting plan with PHP and MySQL — the same kind most agencies already pay for to run their website. If you don't have one, we'll help you buy it.
You're a travel agency yourselves. Will you see our clients?
No. The system runs under your login, with your database, whether it sits on your hosting or on our hosted server. We don't open your records. If you need support at any time, it comes through our hosting partner.
What happens if we stop paying the yearly fee?
We send you a reminder before it falls due. If we host you, that fee is what keeps the server running, so it needs to stay paid — once the minimum yearly charge is in, your system carries on as normal. On your own hosting there is a smaller minimum for support, and the higher option is what brings you new modules and updates.
Do new modules cost extra?
No. New modules arrive as part of updates, so if you're on the update option they land in your copy at no extra cost. The system is still being built inside a working agency, so it keeps growing.
Can our staff use it from home or on the road?
Yes. It opens in any browser on a laptop or phone, with each staff member on their own login and their own level of access.
We have years of client data in Excel. Is it lost?
No. Send us your files during setup and we'll import clients, past bookings and outstanding balances before your team starts.
Our costing works a particular way. Can it match ours?
That's usually the first thing we adjust. Show us your current costing sheet at the demo and we'll tell you honestly what matches as it is and what needs a change.
Is there really no per-user charge?
No. Put your whole office on it — sales, operations, accounts, management — the price is the same whether that's four people or forty.
See it on your own numbers
A 30-minute walkthrough, online or at your office in the valley. Bring one live booking file and one costing sheet — we'll run them through the system while you watch.