Travel businesses—tour operators, travel agencies, DMCs, ticketing platforms, and corporate travel desks—handle high transaction volume, advance payments, refunds, supplier payouts, and commission structures. That mix creates a perfect environment for fraud and “leakage” that can go unnoticed for months.
This guide covers the most common fraud risks in travel businesses and the controls that prevent losses. If you suspect fraud or want a professional risk review, consider specialist forensic audit services.
1) Why travel businesses are high-risk for fraud
Fraud risk increases when you have:
- multiple payment channels (cash, POS, bank transfer, gateway, links)
- refunds/cancellations and frequent adjustments
- many third-party suppliers (hotels, transport, guides, airlines)
- commission-based sales teams and agents
- manual processes (spreadsheets, WhatsApp confirmations, verbal approvals)
Core principle: Fraud thrives where documentation is weak and one person controls the full flow.
2) Top fraud schemes in travel businesses (real-world patterns)
A) Refund fraud (fake cancellations / inflated refunds)
How it happens
- employee processes a refund to their own card/bank
- refund is split across multiple transactions to avoid detection
- credit note issued without valid booking evidence
Controls
- refunds only through finance (not sales/ops)
- dual approval for refunds above a threshold
- refund must match: booking record + payment proof + cancellation evidence
- weekly report: all refunds + reason codes + approvers
B) Commission and agent kickback schemes
How it happens
- employee routes bookings to a preferred supplier in exchange for kickbacks
- “special rates” and fake discounts used to hide margin theft
- commissions redirected to personal accounts
Controls
- approved supplier list + rotation rules (where feasible)
- competitive quotes for major components (or rate cards)
- commission register (who earned what, supported by booking IDs)
- periodic supplier due diligence and bank account verification
C) Cash skimming (sales not recorded, or under-reported)
How it happens
- cash collected but sale not entered into system
- partial sale recorded, rest taken off-book
- manipulation of “voids” and “discounts” to hide missing cash
Controls
- daily reconciliation: bookings issued vs invoices vs cash deposits
- strict void/discount approval with audit log
- separate roles: cashier collects, finance reconciles, manager reviews
- surprise cash counts
D) Fake vendors and duplicate payments
How it happens
- employee creates vendor with personal bank details
- invoices submitted for non-existent services
- duplicate invoices paid with small value changes (to avoid detection)
Controls
- vendor onboarding checklist (license, address, verification call, bank proof)
- 3-way match: contract/PO → service proof → invoice
- system blocks duplicate invoice numbers and duplicate bank accounts
- monthly vendor statement reconciliation for top suppliers
E) Expense fraud (fuel, transport, guides, petty cash)
How it happens
- inflated taxi/transport claims
- fake guide expenses
- petty cash “receipts” reused
- fuel claims for trips that didn’t happen
Controls
- expense policy with per-trip limits and required documentation
- job/trip ID required on every claim
- petty cash imprest system + monthly reconciliation
- exception reporting: repeated claims, round numbers, weekend spikes
F) Booking manipulation (changing customer price after payment)
How it happens
- customer pays full amount
- employee modifies booking or invoice and pockets difference
- discounts applied after payment without approval
Controls
- lock invoices after payment (system control)
- approval workflow for post-payment changes
- audit trail enabled and reviewed weekly
3) The “must-have” internal controls (simple but powerful)
Segregation of duties (non-negotiable)
No single person should control:
- booking creation
- pricing adjustments
- refunds
- supplier payment
- bank reconciliation
Even in a small business, you can split roles or require approvals.
Mandatory Job/Booking ID everywhere
Every transaction must tie back to a booking ID:
- customer payment
- supplier invoice/payment
- refund/credit note
- expenses
Approval matrix (limits)
Create clear limits for:
- discounts
- refunds
- credit notes
- supplier onboarding
- write-offs
- petty cash
4) Monitoring controls: catch fraud early
Controls prevent fraud, but monitoring catches what slips through.
Weekly monitoring reports
- refunds by employee + by payment method
- discounts/voids summary with approvers
- manual invoice adjustments
- supplier payments outside approved vendors
- margin report by product/package type
Monthly monitoring
- customer statement confirmations (top accounts)
- vendor statement reconciliations (top suppliers)
- bank reconciliation review (signed off)
5) Fraud red flags travel owners should take seriously
- refunds increasing without a clear business reason
- margin dropping even though sales are steady
- one employee “handles everything” and resists controls
- frequent manual overrides or edits to invoices
- vendor bank details changing often
- too many round-number expenses and reimbursements
Red flags don’t prove fraud, but they justify deeper review.
6) If you suspect fraud: what to do (without making it worse)
Do
- preserve data (emails, invoices, booking logs, payment gateway exports)
- restrict access to financial systems quietly
- run targeted reconciliations (refunds, discounts, vendor payments)
- document findings and timelines
Avoid
- accusing staff without evidence
- tipping off suspects (they may destroy records)
- changing processes mid-review without recording the change
When the exposure could be material—or you need evidence handled properly—professional
forensic audit services can investigate, quantify losses, and help you strengthen controls.
Quick “Fraud Prevention Checklist” for Travel Businesses
- Refunds require booking proof + dual approval
- Discounts/voids require manager approval + audit trail
- Vendor onboarding verification + approved vendor list
- 3-way match for supplier payments
- Booking ID required for every payment/expense/refund
- Weekly exception reports reviewed by owner/GM
- Monthly bank reconciliation signed off
- Periodic vendor and customer statement reconciliations
Final note
Fraud prevention isn’t about distrust—it’s about building systems where losses can’t hide. The best controls are the ones that are simple, enforced consistently, and monitored weekly.
If you’d like an independent review of your risk areas—or need support investigating suspicious activity—consider specialist forensic audit services.
