Workflows & Tips

From WhatsApp Inquiry to Confirmed Booking

The complete end-to-end workflow for handling a new client inquiry:

1. Receive inquiry — Client messages on WhatsApp. The message appears in your WhatsApp Inbox.
2. Parse with AI — Copy the conversation and use the WhatsApp Parser. AI extracts all trip details.
3. Create itinerary — Click “Create Itinerary” from the parser results. A complete day-by-day plan with pricing is generated.
4. Review and edit — Open the itinerary editor. Adjust days, services, hotels, and pricing as needed.
5. Send to client — Download as PDF and send via WhatsApp or email.
6. Client confirms — Update the itinerary status to “Confirmed.”
7. Generate invoice — Click “Generate Invoice” to create the billing document.
8. Send invoice — Send via WhatsApp or email. Set up reminders for payment.
9. Create booking — The system creates a booking when you confirm the itinerary.
10. Confirm suppliers — In the booking, track each supplier's confirmation status.
11. Record payments — As the client pays, record payments on the invoice.
12. Generate tasks — Use AI to create operational tasks for your team.
13. Complete trip — After the trip, mark the booking as completed and review the P&L.

Quick Quote (Under 5 Minutes)

1. Dashboard > New Quote
2. Enter client name, dates, and number of travelers
3. Use Auto cost mode to let the system price everything
4. Add the days and services
5. Click Download PDF
6. Send to the client

Recording an Expense Against a Trip

1. Open the itinerary
2. Click Add Expense
3. Enter the category, amount, and supplier
4. The expense automatically appears in the itinerary's P&L

Sending a Payment Reminder

1. Go to Invoices
2. Find the overdue invoice
3. Click on it
4. Click Send Reminder
5. Choose WhatsApp or Email

Working with B2B Partners

Manage business-to-business relationships with other travel companies:

• Partners — Go to B2B > Partners to add partner companies, set pricing rules, and track performance
• B2B Quotes — Create quotes with net pricing, apply partner-specific rules, and generate B2B PDFs
• Pricing Rules — Set up partner-specific discounts, commission structures, and markup rules

Managing Tasks

Switch between three views using the buttons at the top of the Tasks page:

• Kanban Board — Drag tasks between columns (To Do, In Progress, Done)
• Table View — Spreadsheet-style list with sorting
• List View — Simple list with filters

Task management page showing Kanban board with draggable task cards

Tips & Shortcuts

• Status cards are clickable — On any list page, click the status cards at the top to quickly filter
• Auto-pricing saves time — Keep your rates database updated and use Auto cost mode for instant pricing
• Link everything — Link expenses to itineraries, tasks to clients, and commissions to services for a complete picture
• Use AI for tasks — After building an itinerary, click “Generate Tasks” to automatically create your to-do list
• PDF downloads are instant — PDFs are generated in your browser, no waiting for server processing
• WhatsApp is two-way — Clients can reply to your WhatsApp messages and those replies appear in your inbox
• The search bar works everywhere — Every list page has a search bar that searches across multiple fields
• Expand days for details — On itinerary pages, click a day to expand it and see all services
• Check for conflicts — When assigning guides or vehicles, the system warns you about scheduling conflicts