Most booking software tells you how many seats are sold. It cannot tell you whether the trip makes money, because the cost of delivering those seats is a step, not a rate — the ninth guest summons a bigger van, and the three extra fares may not cover it. Retveno works that out per departure, before you accept the booking.
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A walking group costs nothing to move. The seventh guest summons a van at a flat fee. The ninth summons a bus at twice that. So profit does not rise smoothly with group size — it jumps at each threshold and in places falls. A per-person margin cannot describe this, because the vehicle is one cost shared by everyone aboard: what a guest is worth depends entirely on which side of a threshold they land.
Retveno models the things that actually bind — a van that takes eight, a raft that takes six, a guide who can lead twelve, a crate of wetsuits — each with a cost, a capacity and a limit on how many you can source. It is not a vehicle field. The arithmetic is the same whichever of them is the constraint on the day.
Two different things go wrong when a cost arrives as a step, and you need warning about both. Some group sizes lose money outright. Others are worse than that and far less obvious: they earn less than a smaller group already achieved, so taking more guests makes you less money. Retveno marks both as ranges — "9 to 11 earns less than 8 did" — so you can see them before you quote, not after the bus is booked.
Closing one of those gaps is a pricing decision, usually a minimum charged group size, and that is your call rather than something software should do quietly on your behalf. What software can do is stop the gap being invisible.
When a booking for three arrives on a departure that already has six, Retveno shows the consequence in your own terms before you confirm: plus the fares those three bring, minus the bigger vehicle they force, and the net either way. If accepting would push the trip below a profit floor you set for that tour, you are told. You can still say yes — a loss-making trip is sometimes the right call for a regular customer — but you say yes knowing.
Per-guest costs scale with headcount: lunch, entry tickets, payment fees. Per-departure costs do not move at all: the permit, the guide's day rate. Resource costs jump in steps. Most spreadsheets collapse these into one average and lose the thresholds, which is exactly where the money is. Retveno keeps them separate and adds them up per departure, so the figure you see is the trip's real margin rather than a blended guess.
It is not accounting software and it does not replace your books. It works from figures you enter — what the van costs, what the guide is paid, what each guest costs you — so it is exactly as accurate as those numbers. It also does not price your tours for you. It answers one question well: at this headcount, on this departure, are you ahead?
Resource costing is on the Pro plan. Bookings, the calendar and chat capture do not require it, so you can run the rest of Retveno without entering a single cost.
Enter what the trip costs you — per guest, per departure, and the vans, boats, guides or kit it needs — and Retveno plots profit against headcount for that tour. The break-even point is where the curve crosses zero, and because resource costs arrive in steps there may be more than one crossing. That is the number to set your group minimum from, rather than an average cost per head.
Retveno shows you the arithmetic before you confirm: what the extra guests bring, what the larger vehicle costs, and the net change to that departure. Often the answer is that three more guests do not pay for the bus, and the trip was worth more with six. Sometimes it is worth taking anyway. The point is that the number is in front of you at the moment of the decision.
That is a judgement call, but it should be an informed one. Set a profit floor per tour and Retveno flags departures that fall under it, so an under-filled trip surfaces while you still have time to merge it with another date, offer a private upgrade or cancel under your terms — rather than discovering it after the fact.
Most report revenue and occupancy rather than margin, and the per-departure P&L — guide time, vehicle, equipment, per-guest costs — usually ends up in a spreadsheet alongside the booking system. If your platform already gives you that, you do not need this. If you are reconciling it by hand each month, that is the gap this closes.
Anything that comes in units with a cost and a capacity. A raft takes six paddlers, a guide can lead twelve, a van seats eight, a crate holds twenty wetsuits — the arithmetic does not care which. Resources that do the same job are treated as alternatives, and ones that do different jobs are added together, so a rafting trip needing both transport and kit pays for both.
Also see: Adventure booking software · How to price your tours · Pricing
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