A travel agency keeps several separate catalogs and sells in two ways. A customer can book a listed tour, a planning consultation or a ticket directly in chat. A tailor-made trip instead goes through an enquiry, a proposal the customer accepts, and a trip you confirm. Every step is done by asking the owner assistant, and each change is saved only after you send CONFIRM.
Your catalogs
Guided tours, excursions and multi-day packages are tours. Transfers, guides and consultations are services. Admission passes are tickets. Hotels and their rooms are a fourth list, with seasonal rates, extras, offers and stay policies. Send each catalog in its own message.
The hotel list is a price list only: no room is held and no stay is created at the hotel.
Planning facts
A region, operating days and a maximum group size are mandatory for a tour. Without them it can still be shown to customers, but a draft itinerary containing it cannot be saved. To add facts, ask the owner assistant to record the planning facts of an item and type them as name: value lines, such as region: Pai, days: tue-sun, group: 2-10, duration: 4h. Tell the assistant your travel times between regions too: a missing one is never assumed to be short.
On a plan with the supplier directory, an item's prices, including its seasonal prices, can instead be written from what you pay for it plus a markup. That replaces the seasonal prices typed here; the guide on suppliers explains it.
Tour bookings and enquiries
A customer's request to book a listed tour always arrives as a pending request with Confirm, Decline and Chat buttons, because there is no live departure availability. For a tailor-made trip the customer assistant saves an enquiry over several messages; each conversation has one open enquiry at a time.
Where your number takes WhatsApp calls, a customer can ask for a listed tour or a tailor-made trip by voice too. The assistant repeats the details and waits for a yes, then records the tour request or the enquiry in the customer's WhatsApp chat, as if it had been written there. The voice calls guide explains it.
Drafting and pricing a proposal
Give the owner assistant the enquiry and the dated days with their items in order. The outline is checked against the recorded facts: a finding marked MUST FIX stops the draft from being saved, a WARNING can be overruled, and a point with no recorded fact is reported as not checked. The checks never consult live availability.
The draft is priced by rule from the catalog. You cannot change one item's price in the quote: change the catalog item and price again. You may add one discount or surcharge on the whole quote, typed as -10%, +5%, -500 or +300, then the selling terms and a validity deadline. The quote is approved and sent, each with its own confirmation.
Where items are linked to what you pay for them, the price preview and the quote review also show a block for staff only: the cost and margin of each line, the supplier the cost comes from, and the totals for the lines that could be compared. A line whose item is not linked, has no cost for that date or has a cost in another currency is shown as not compared, with the reason. When every line is compared, the final review also gives the margin after your discount or surcharge. None of this is saved with the quote or sent to the customer.
Operating the trip
Once the customer has accepted one exact version, start the trip from it and type the verified traveller names. For each dated component record how it is arranged: a supplier from your directory with its reference and evidence, an existing booking, or a ticket order. Give the final confirmation only when every component is confirmed. Any later change to a component withdraws it until you confirm again.
Cancelling a trip records your withdrawal only. Supplier arrangements and linked bookings must be handled separately, and no payment or refund is made for you.
Changes after acceptance
A different total, different terms, or an item added, removed, swapped or moved to another day needs the customer to accept again: save a new draft, price, approve and send it. A new start time, a replaced supplier or updated references need no new acceptance.