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AI itineraries and proposals

AI itineraries and proposals your team signs off

Turning a guest’s wish list into a priced, day-by-day journey takes hours of looking things up. We set up workflows that build the itinerary, find the rates, check the budget and prepare the proposal, and the team reviews it before the guest sees it.

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Two travel consultants at a wooden desk with a laptop, a large printed map of southern Africa and lodge brochures, Table Mountain through the window

Where this time goes

  1. From wish list to plan

    Dates, destinations and preferences have to be turned into a workable day-by-day journey.

  2. Rate hunting

    Each lodge, transfer and activity has its own rate sheet to look up.

  3. Budget surprises

    A journey that runs over the guest’s budget is often only spotted once it is priced.

  4. The proposal itself

    Putting it all into a polished proposal is another job on top.

How the workflow runs

  1. Start from the enquiry. The guest’s dates, destinations, group and budget.
  2. Build the itinerary. A day-by-day plan in the agency’s own journey spreadsheet.
  3. Look up the rates. Partner rates are pulled from the agency’s own rate sheets.
  4. Check the budget. The priced journey is checked against the guest’s stated budget, and gaps are flagged.
  5. Prepare the proposal. A draft proposal in the agency’s design, for the team to review before it goes to the guest.

Example

Client example · Travel agency

From first enquiry to a priced proposal

A boutique travel agency that plans multi-stop journeys across Africa wanted help with the work between enquiry and booking. We built workflows that create the journey folder and guest profile, build the itinerary, look up partner rates, check the budget and prepare the guest proposal.

The team reviews every itinerary and proposal before it reaches a guest. Some steps are still done by hand.

This describes what was built, not measured results.

Running a travel agency? See AI workflows for travel agencies.

Two travel consultants at a wooden desk with a laptop, a large printed map of southern Africa and lodge brochures, Table Mountain through the window

What stays with your team

  • The journey design

    Which lodges, routes and experiences to offer stays with your team.

  • The review

    Every itinerary and proposal is checked before a guest sees it.

  • The price

    Final pricing and margins are decided by people.

  • The relationship

    Your team speaks to the guest. The workflow prepares the paperwork.

Questions

Will the AI send proposals to guests?
No. It prepares drafts. A person on your team reviews and sends every proposal.
Can AI get a rate wrong?
Yes. AI can make errors or miss context. The workflow reads from your own rate sheets, flags what it cannot find, and your team checks the result.
How is guest information handled?
We scope authorised sources, access limits, approval points and human review. Data handling and platform suitability must be checked for the specific use. These controls do not guarantee compliance or replace professional judgement.

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Build with AI sets up AI workflows, with practical lessons for the team, for owner-led businesses in Cape Town and across South Africa.

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