How Travel Agencies Can Manage Quotations

A quotation is a sales object: dates, services, markup, and a file the family can forward. If that object only exists as the last WhatsApp attachment, you will requote from memory.

How do travel desks usually quote today?

Many agencies price in Excel, write the itinerary in a document, export a PDF, and send it on WhatsApp. Version 2 is “final_v2_really.pdf” in Downloads. When the traveler asks to swap a hotel, nobody is sure which file was sent.

Supplier costing makes this worse: if the hotel rate lived only in someone’s head, the next quote cannot be reproduced.

That is the same split-brain problem as CRM vs Excel: the live price is not on the traveler.

What is a cleaner quoting rule?

One traveler, many versions.

• Name the destination and travel start on every quote.
• When travel start has passed, treat the quote as expired instead of resurrecting last year’s price.
• Share from the same record you edited.

1. 1

   Start from the lead

   The family already exists as an inquiry.

2. 2

   Build lines

   QUICK free-form for a first number, or supplier catalog lines when costing must follow.

3. 3

   Save a version

   Do not overwrite the only copy when the hotel changes.

4. 4

   Share the PDF

   Send from the same traveler record — usually WhatsApp.

5. 5

   Follow up on that version

   Name the trip and the dates in the next message.

Follow-up only works if the last quote is findable. That is why follow-ups and quoting are the same workflow, not two hobbies.

How does TravelXGo handle quotations?

Travel quotation software stores the quote as a record: header, lines, markup, totals, and a shareable PDF.

QUICK is for a first number with free-form lines. SUPPLIER is for lines taken from your catalog so costing can follow accommodation, transport, or other services.

You can start from the quotation library or from the lead. After save, share from the WhatsApp tab on that lead. You can also attach a quote when you create a booking.

Lead-linked quotations increment a version per lead. The library of master quotations stays as reusable templates.

Validity is based on the travel start date. Once that date is in the past, the quote is treated as expired. There is no separate overnight cron that deletes quotes.

Where do itineraries live?

Day-wise content and pricing live on the quotation. Package records in the catalog give you reusable trip content so each new quote does not start from a blank page.

TravelXGo is not a consumer itinerary app for travelers to build their own trips.