Travel Agent Quote Generation Automation

Turn a holiday enquiry into a costed, day-wise itinerary and quote from your contracted rates, supplier sheets and margin rules, ready for the consultant to check and send on WhatsApp.

Capability:: AI Sales & Marketing Automation,; Document Intelligence
Industry:: Hospitality & Travel

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Who it is for

Travel Agency Owner
Holiday Sales Consultant
Operations Executive at a tour operator or DMC
B2B Sales Manager

The problem

A typical holiday enquiry, such as a family wanting five nights in Kerala over the Christmas holidays in mid-range hotels, can take a consultant hours to quote. They look up contracted hotel rates with seasonal supplements, transfer and sightseeing costs, flight options and margins across spreadsheets and PDFs, then format an itinerary. By the time it is sent, the customer has received quotes from other agents.

Rates scattered across sheets

Hotel contracts, DMC rate sheets, transfer tariffs and sightseeing costs sit in different files, each with seasons, supplements and blackout dates.

Slow first quote

Customers ask several agents at once, and the first credible itinerary often wins the booking.

Costing mistakes

Missed child or extra-bed supplements, peak-date surcharges, or GST and TCS on overseas packages erode margin or force awkward revisions.

Inconsistent itineraries

Each consultant formats quotes differently, with varying detail on inclusions, exclusions and cancellation terms.

What we build

We build a quote engine that reads the enquiry from WhatsApp, email or a web form and asks for missing details: dates, travellers and ages, hotel category, budget and interests. It drafts a day-wise route from your preferred circuits and realistic travel times, selects hotels and services from your contracted rates, which we extract from hotel contracts and DMC sheets into a structured rate store, and calculates the cost with supplements, taxes and your margin rules. The consultant sees the itinerary and costing sheet side by side, edits as needed and sends a branded quote as a PDF or WhatsApp message. Revisions keep a version history.

Enquiry parsing from WhatsApp, email and web forms, with prompts for missing details
Rate store built from hotel contracts and DMC sheets, with seasons, supplements and blackout dates
Day-wise itinerary drafting from your preferred circuits and realistic travel times
Costing with child and extra-bed supplements, peak surcharges, configured taxes and margins
Consultant review screen with itinerary and costing side by side
Branded PDF and WhatsApp quotes with version history and follow-up reminders

How it works

01Receive the enquiryAn enquiry arrives by WhatsApp, email or web form and is parsed into structured requirements.
02Fill gapsMissing details such as children's ages, hotel category or date flexibility are requested before costing.
03Draft the itineraryA day-wise route is drafted from your preferred circuits, with hotels and services chosen from contracted rates.
04Calculate the costThe engine applies seasons, supplements, taxes and margin rules, and flags any missing or expired rate.
05Consultant reviewThe consultant checks the itinerary and costing, adjusts choices and approves the quote.
06Send and follow upA branded quote goes out as a PDF or on WhatsApp, and follow-up reminders are scheduled.

Travel Agent Quote Generation Automation: workflow diagram — Open full size

Architecture

Rate ingestion
- Hotel contract and DMC sheet extraction
- Structured rate store with seasons and supplements
- Rate expiry alerts
Enquiry handling
- WhatsApp, email and form intake
- LLM requirement parser
Itinerary and costing
- Itinerary drafter with preferred circuits
- Costing engine with taxes and margin rules
Review and delivery
- Consultant review screen
- Branded PDF and WhatsApp quote generator
- CRM sync and follow-up reminders

Inputs and outputs

Inputs

Customer enquiries from WhatsApp, email and web forms
Hotel contracts and DMC rate sheets in Excel or PDF
Transfer, sightseeing and activity tariffs
Preferred circuits and travel time rules
Margin rules and tax settings confirmed by your accountant

Outputs

Day-wise itinerary
Costing sheet showing each component, supplement and tax
Branded PDF and WhatsApp quote
Missing or expired rate alerts for operations
Quote versions and follow-up tasks in the CRM

Where people stay in control

The consultant reviews and approves every quote before it is sent, and operations confirms availability with hotels and suppliers before booking. Tax treatment and margins are set by the agency and its accountant, not by the model.

Integrations

Travel agency CRM or back-office system
WhatsApp Business API and email
Hotel and DMC contract files in Excel or PDF
Supplier or bedbank APIs where you use them
Accounting system for confirmed bookings

Guardrails

Prices come only from the rate store and margin rules, never generated by the model
Expired or missing rates flagged, not estimated
Quotes marked subject to availability until operations confirms
Inclusions, exclusions and cancellation terms drawn from approved templates
Every quote versioned with the rates used

Compliance notes

GST, and TCS on overseas tour packages, are applied as configured by your accountant; the system does not determine tax treatment.
Customer details are processed for quoting and booking under the DPDP Act 2023.

A typical pilot

Duration: 3 weeks

Two or three domestic circuits your team sells most, using your current hotel and DMC contracts, with consultants comparing generated quotes with their own.

Deliverables

01Rate store built from the pilot contracts
02Itinerary and costing rules for the pilot circuits
03Consultant review screen and quote template
04Pilot comparison of generated and manual quotes
05Roll-out plan for further destinations

What we measure

Time to first quote: Time from enquiry to quote sent, compared with manual quotes in the same period.
Costing accuracy: Generated costs compared with consultant-checked costing for the same enquiries.
Consultant edits per quote: Count and type of changes made before sending.
Quote-to-booking conversion: Bookings from generated quotes, tracked in the CRM.

FAQs

01Our rates come in many formats from hotels and DMCs. Can it read them?

Yes. Contract PDFs and Excel sheets are extracted into the rate store, including seasons, room categories, meal plans, supplements and blackout dates. Operations reviews each extracted contract once before it is used for pricing.

02Will it book hotels too?

Not in the first phase. It produces quotes and itineraries, and booking stays with operations, who confirm availability with suppliers. Supplier API booking can be added later where you have access.

03Can it handle international packages and flights?

Yes, with your contracted rates and supplier feeds. Flight prices change quickly, so quotes show flights as indicative unless operations confirms a fare.

04Does it handle GST and TCS?

It applies the GST and TCS settings your accountant configures for each package type and shows them as separate lines. It does not decide tax treatment.

Related use cases

Founded by Akhilesh Mittal. 8 years building a security platform for a New Zealand company. IIT ISM Dhanbad and IMT Ghaziabad. Builds production agentic AI.

Start with the enquiries you are missing

Book a discovery call and we will scope a short pilot for one property and one channel, such as WhatsApp bookings or after-hours calls, measured against how you work today.