Your Booking Reconciliation Agent Closes the Month Before It Ends
The Booking Reconciliation Agent does the cross-checking your finance lead used to leave for the last week of the month. The AgentWorks Booking Reconciliation Agent compares your GDS reports, supplier confirmations and internal booking records as bookings happen, flags differences in fares, taxes and fees, sorts out what it can and produces a clean reconciliation report before month-end. The person it frees is your finance lead or office manager, who stops living in spreadsheets at the end of every month.
What it takes off your plate
Here is how reconciliation works at most agencies. The GDS report says one thing, the supplier confirmation says another and your own booking record says a third. None of the systems talk to each other, so someone lines them up by hand. A tax changed after the ticket was issued. A hotel added a resort fee. A fare was repriced and the client was charged the old amount.
These differences are found weeks later, if at all. Clients are overcharged or undercharged, suppliers are paid the wrong amount, and month-end close turns into a week of chasing numbers. Meanwhile the advisors who made the bookings get pulled away from travelers to answer questions about trips that ended a month ago.
What the Booking Reconciliation Agent does, step by step
The communication comes first, because most differences are fixed by a quick question to the right person.
- Asks the advisor. When a booking does not match across systems, the Booking Reconciliation Agent sends the advisor who made it a short note with the booking, the three figures and the question, while the booking is still fresh in their mind.
- Asks the supplier. When a supplier confirmation shows a different amount, it emails the supplier contact for a corrected confirmation or an explanation, and follows up until it has one.
- Tells finance what needs a decision. When a client may have been overcharged or undercharged, it sends the finance lead the details so a person decides how to put it right with the client.
- Sends the report. Before month-end, it sends the finance lead a reconciliation report with what matched, what was corrected and what is still open.
Then the data work:
- Pulls from every system. It reads the GDS reports from Amadeus or Sabre, the supplier confirmations from email and the booking records in your agency system.
- Cross-references every booking. It matches each booking across the three sources by traveler, dates, segment and amount.
- Reconciles differences. It sorts fare, tax and fee differences into ones it can explain from the records and ones that need a person.
- Records the fix. Every correction is logged with what changed, who approved it and why.
Where the work is recorded
An agent that cannot record its work is a chatbot. Every question, supplier reply, correction and approval is saved on the booking and the client's record in your CRM, and the reconciliation report keeps the full trail.
The next morning your finance lead opens the report and sees yesterday's bookings, which matched, which were corrected and which are waiting on an advisor or supplier. If a client calls about a charge, whoever answers can see exactly what was billed and why, and pick up where the agent left off.
What your people do instead
Your finance lead reviews and approves instead of hunting, and spends the time on cash flow, supplier payments and the corporate accounts that need clear invoices. Your advisors stay with the travelers who are planning and travelling now, instead of digging through old bookings. Corporate accounts get statements that match their own records, and your supplier partners get paid the right amount on time, which makes the next negotiation with them a little easier.
When a client does need a refund or an adjustment, a person calls them to explain it. That is how an agency keeps trust. The Booking Reconciliation Agent keeps the numbers moving so your people can take care of the travelers.
Clean bookings start with clean quotes. 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 reconciliation, booking or quoting. To see every agent built for travel agencies, visit the AgentWorks travel page.
See where the Booking Reconciliation 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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