Deploy an Itinerary Planning Agent and Open Every File Priced
What it takes off your plate
The AgentWorks Itinerary Planning Agent takes the first build and pricing of every quote off your senior advisor, the person who should be on the phone with the traveler talking through the trip, not toggling between the GDS and a stack of supplier portals. Here is how quoting works at many agencies. Pricing is assembled by hand from GDS queries, supplier portals and promotional rate sheets. Each change means repricing. And version control is chaotic: the client has received three different versions of the quote and nobody knows which one is current.
That costs trips. A traveler who waits days for a quote books elsewhere. A traveler holding the wrong version expects the wrong price, and the call that follows spends the relationship on sorting it out. And the senior advisor, the most experienced person in the agency, spends evenings on arithmetic that any careful process could do.
What the Itinerary Planning Agent does, step by step
A good quote starts with the right questions, so the Itinerary Planning Agent starts with the traveler.
- It acknowledges the inquiry. A traveler who emails, calls or fills in a form hears back with a confirmation and who their advisor will be.
- It gathers what the quote needs. It asks for dates and flexibility, departure city, budget, room configuration, names as they appear on passports, and the experiences that matter, and follows up on anything missing.
- It queries the suppliers. It searches flights through Amadeus or Sabre, checks hotel and tour availability in supplier portals, and applies any promotional rates from the current rate sheets, all at once rather than tab by tab.
- It assembles the draft itinerary. It lays out the trip day by day with flights, hotels, transfers and activities, priced line by line with your margin applied.
- It builds the branded quote. It produces a quote PDF in your agency's branding, ready before the senior advisor opens the file.
- It keeps one current version. Every revision is labelled with its date, earlier versions are marked as replaced, and the traveler is told plainly which quote is current.
- It sends and follows up. Once the advisor approves, it sends the quote to the traveler and follows up with questions or a reminder before any held rate expires.
Where the work is recorded
Every message with the traveler, and every version of the quote, is saved on the traveler's record in the CRM your agency already uses, with the current version marked. The supplier searches, rates and holds sit with the trip in your booking system.
The next morning, the advisor opens their files and sees which inquiries have priced drafts waiting, which quotes went out and which are close to a hold deadline, and which travelers replied overnight with changes. If the advisor is away, a colleague picks up exactly where the Itinerary Planning Agent left off, with no doubt about which quote the client is holding. When the trip books, the approved version becomes the booking record, so the confirmations match what the traveler agreed to.
What your people do instead
Your senior advisors spend the time on what travelers pay an agency for. They call to talk through the draft: whether the second city needs another night, which hotel suits a family better, what is worth booking ahead and what is better left open. They draw on their own trips to recommend the guide, the restaurant, the quiet beach. They handle the anniversary surprise and the dietary need with care. When the traveler wants to change the whole second week, the advisor talks through the trade-offs, and the Itinerary Planning Agent reprices the new version while they are still on the call.
Travelers remember the advisor who understood what they wanted from the trip. The Itinerary Planning Agent keeps the questions, pricing and versions moving, and your advisors shape the journey.
For more on how quoting changes when the build is done for you, read how agencies transform itinerary quoting and how advisors escape the multi-tab trap.
One next step
Itinerary quoting may be the right first workflow to hand to an agent, or group bookings, travel documents or trip changes may be costing your advisors more time with travelers. The free Travel Industry Assessment shows which workflow an AgentWorks agent should take first. To see every agent built for travel agencies, visit the travel industry page.
See where the Itinerary Planning Agent would start in your travel business.
I'm Sierra, the Travel ambassador here. The free Industry Assessment reads your website and asks how calls, follow-ups and records happen today, then shows the first workflow worth handing to an agent like this one — and what your team gets back. Leave your email and I'll send the link.
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