Runs 100+ Employees
Admin, Accounts, Sales, and Operations all run their day-to-day off one portal
Trama AI - MoAfrika Tours
MoAfrika Tours is ranked as #1 South African-based tour operator specializing in affordable day trips, safaris, and adventure experiences across Johannesburg, Pretoria, Kruger National Park, Cape Town, and beyond.
DATE
Sep 2025-26
Service
Web Application Development
Project Type
Progressive DevOps
Duration
60 Days + 10 months
Platforms
PHP + Supabase + n8n
The Pain Point
MoAfrika Tours, South Africa's largest tour operator with 100+ employees, was running their entire business — quoting, bookings, guides, vehicles, invoicing, HR, and financial reporting — through multiple, scattered Excel files.
Biggest challenge?
- Feeding new passenger bookings daily across 50+ tour plans in 4+ cities
- Building custom, personalised quotes for every agent and OTA lead by manually, considering updated rates and availability.
- No structured lead pipeline — leads, quotes, and conversions tracked nowhere centrally
- Assigning the right guides and vehicles to each passenger group and day
- Manually informing all passengers and guides for daily engagements
- Creating job cards, invoices, and rate sheets manually for every tour
- No visibility into agent commissions, OTA bookings, or VAT receivables
- Tracking creditors, debtors, and HR records outside the booking data entirely
- No real-time revenue, sales-by-region, or sales-by-source reporting
- Zero access control — every employee could see and edit everything
The Solution
I built a centralized, custom web-application. Trama AI, that runs MoAfrika's entire business end-to-end, with dedicated, role-based modules for every stakeholder.
What happens now?
- Admin: Manages guides, vehicles, tour plans, collections, and system users from one place
- Sales: Agents build personalised quotes tour-by-tour, generate invoice PDFs, and run their own lead management Kanban and sales dashboard
- Operations: Handles day-to-day execution — assigning guides and vehicles to passenger groups, generating Job Card PDFs, and sending WhatsApp passenger reminders
- Accounts: Runs HR, creditors, debtors, agent commission reports, and full financial reporting
- Admin dashboard tracks YTD/monthly revenue, VAT receivables, sales by source and region, and recent invoices in real time
- Lead Management Pipeline gives sales a Kanban view from New Lead → Discovery → Quote → Converted / Failed
- Every rate — supplier, park, activity, transfer — is centrally maintained and pulled straight into quotes
- Role-based logins mean each of the 100+ employees only sees what's relevant to their job
True Impact
1
2
Scalable by Design
The system can handle 1000s of operations at once.
3
Data Leverage
Gathering tour, sales, and financial data across different files wasn't feasible
4
Minimal Logistical Error
Selective features to selective stakeholders. No access error!
5
Real-time reporting
Revenue, VAT, commissions & lead pipeline — all on-demand, off the same database
6
End-to-End Business
From lead to quote to job card to invoice to VAT — one system, one source of truth