Travel agencies and tour operators
Every enquiry, every version of the quote and every balance payment tracked till the day of travel.
Agencies and tour operators with 5 to 30 staff, selling holiday packages, group departures, hotels, tickets and visas. An enquiry becomes an itinerary and a quote, then a second version, then a third. After the booking come the advance, the supplier payments, the balance and the travellers' documents. All of it runs on WhatsApp, Excel and email, and in the season the owner checks every booking personally, because that is the only way to be sure.
- Each enquiry needs a quote, then a second version, then a third. Nobody is sure which version the client is looking at.
- The quote is sent and the follow-up is forgotten. The client books with whoever called back.
- The advance came, the balance is due before travel, and you remember it two days before departure.
- Passport copies and photos arrive in pieces on WhatsApp, and one is missing on the day the visa has to be filed.
- You have paid the hotel, but the client's balance has not come. The gap sits on your account.
- In the season the owner checks every booking personally, because nothing else can be relied on.
What we set up for travel agencies and tour operators
Start with the one that hurts most. Each opens as a live demo with sample data. The next one is added only when the first is used every day.
Payment Follow-up
See who to call today, which promise was broken and how old every bill is. Reminders go on WhatsApp, and you see collection salesman by salesman.
Enquiry Follow-up
Enquiries from calls, WhatsApp, IndiaMART and your website in one list. Each salesperson sees who to call today, and you see what was missed.
WhatsApp Enquiry Assistant
Replies to new enquiries from your approved answers, saves each one with its source, follows up for seven days, and hands over to a person when it should.
Travel Booking Desk
See whom to call today, which quote got no reply, what money is due and whose papers are not ready. Quotes and reminders go out on WhatsApp.
How the work runs today
An enquiry comes on WhatsApp, a call or a reference: a family of four, Kerala, the last week of December. Someone makes an itinerary and sends a quote. The client asks for a better hotel, one day less, a different flight. Version two goes out, then version three. Somewhere between them the follow-up stops, because ten new enquiries came in the same afternoon.
After the booking, a second kind of work starts. The advance is taken. Hotels, cabs and tickets are blocked and paid. The balance is due before travel. Passports, ID copies and photos have to be collected from every traveller. The voucher has to go out. Each of these has a date, and the dates live in an Excel sheet, in emails and in the memory of the person who took the booking.
What to fix first
Choose between the two leaks. If quotes go out and die, fix follow-up first. If bookings are fine but balance payments and documents are chased at the last minute, fix the booking file first. You may feel both. Still pick one.
What we set up
One process at a time, on your own data, in about two weeks, at a fixed price.
The Travel Booking Desk keeps every enquiry with its destination, travellers and dates, the versions of the quote and the next follow-up date. Each consultant starts the day with the follow-ups due today. When an enquiry becomes a booking, the advance is noted and the balance goes on a payment list by due date, with the departure beside it. One tap sends a polite reminder on WhatsApp from your own number. Documents are ticked for each trip, and a trip that leaves soon with papers missing shows in red. For enquiries that come at night, the WhatsApp Enquiry Assistant sends a first reply within a minute from answers you have approved, and a person takes over from there.
What stays as it is
You keep making itineraries the way you do today. Your suppliers, your rates and your booking portals stay. Tally stays for accounts. The system does not book tickets or hotels, and it does not build itineraries. It keeps the promises around a trip in one place.
How we work with you
You share last month's enquiries and five or six running bookings. We come back with a working demo on those. If it fits, you get the scope and the fixed price on one page. Setup, loading running bookings and training the team take about two weeks. One person on your team keeps it updated. After go-live, a small monthly plan covers fixes and small changes.
What travel agencies and tour operators ask us
Does it make itineraries or book tickets and hotels?+−
No. You keep making itineraries and bookings the way you do today. This tracks the enquiry, the versions of the quote, the follow-up, the payments and the travellers' documents around each trip.
Can it remind clients about the balance payment?+−
Yes. Each booking has its balance and its due date, and payments are listed by due date with the departure beside them. One tap sends a polite reminder on WhatsApp from your own number.
Where do passport copies and other documents go?+−
Each booked trip has a checklist: passports or IDs, visa, tickets, vouchers and insurance. Each item is ticked when it is ready. Whether the copies themselves are kept in the system or stay in your own files is decided with you and written in the quote.
Does it send the quote to the client?+−
Your consultant writes the itinerary and the quote as today. It goes out on WhatsApp, the version is saved with the enquiry, and a follow-up date is set at that moment, so the third version is not the one that gets forgotten.
How long does it take to start?+−
About two weeks for one process, including loading your current data and training your staff. You first see a demo on your own data, before you pay anything.
Is it charged per user?+−
No. The setup has one fixed price and the monthly plan is flat. Add as many staff as you have.
We also set up systems for
See it on your own data first
Share last month of orders, enquiries or tasks. We come back with a working demo, then a fixed price on one page.