Your Itinerary Planning Agent Has the Quote Drafted Before You Open It
The Itinerary Planning Agent does the legwork of a quote so your senior advisor can do the part travelers pay for. The AgentWorks Itinerary Planning Agent gathers the trip details, checks prices across your GDS, supplier portals and promotional rate sheets, assembles a draft itinerary with pricing and produces a branded quote, all before the advisor opens the file. The advisor reviews, adds the touches only they know, and sends it.
What it takes off your plate
Here is how a quote comes together at most agencies. An inquiry arrives for a family trip. The advisor runs availability in Amadeus or Sabre, logs into three supplier portals, digs out this month's promotional rate sheet and copies each price into a document. The traveler asks to swap the hotel, so the advisor does it again. Then again for different dates. By the end of the week the traveler has three versions of the quote in their inbox, and nobody is sure which one is current.
Every hour spent that way is an hour your most experienced advisor is not spending on the conversation that wins the booking, or on the corporate account that needs a call back today. Worse, a traveler who is comparing agencies often books with whoever sends a clear, current quote first, and a confusing trail of versions makes even a great itinerary look disorganized.
What the Itinerary Planning Agent does, step by step
The communication comes first, because a quote is only as good as the details behind it.
- Acknowledges the inquiry. When a traveler asks about a trip, the Itinerary Planning Agent replies to confirm it was received and tells them when the advisor will have options.
- Asks for what is missing. It checks the inquiry for dates, departure city, number of travelers, budget and preferences, and emails or texts the traveler the specific questions still open.
- Sends the quote. Once the advisor approves the draft, it sends the branded quote to the traveler with a clear version label and the date it was priced.
- Follows up. If the traveler has not replied, it follows up on the schedule you set and asks whether they would like to adjust anything.
- Handles revisions. When the traveler asks for a change, it reprices, marks the new version as current, tells the traveler which version replaces which, and puts it in front of the advisor.
Then the data work:
- Queries every supplier. It checks flights, hotels, transfers and activities through Amadeus, Sabre and the supplier portals you use, and applies the promotional rates on file.
- Assembles the draft. It lays out the itinerary day by day with prices, options and the supplier behind each segment.
- Builds the branded quote. It formats the itinerary into your agency's quote document, ready for the advisor to review.
- Keeps version control. Every version is saved with what changed and when, so only one is ever marked current.
Where the work is recorded
An agent that cannot record its work is a chatbot. Every message, question, quote version and follow-up lands on the traveler's record in your CRM, and the quote file sits with the trip.
The next morning your advisor opens the file and sees the questions the traveler answered overnight, the priced draft, which version the traveler has, and whether they have opened it. If a colleague takes the call, they can see the whole history and pick up exactly where the agent left off.
What your people do instead
Your advisors spend the time on what they are good at: knowing which room faces the water, which guide the family will love and which connection is too tight for a toddler. They call the traveler to talk the trip through instead of emailing a spreadsheet. They look after the corporate accounts who depend on them.
That is where client satisfaction and repeat trips come from. The Itinerary Planning Agent keeps the pricing, the versions and the follow-ups moving so your advisors can take care of the travelers.
For more on quoting, see how agencies transform itinerary quoting and how advisors are reclaiming the itinerary craft.
One next step
The free travel Industry Assessment shows which workflow an agent should take first at your agency, whether that is quoting, booking or follow-up. To see every agent built for travel agencies, visit the AgentWorks travel 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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