Itinerary & Supplier Coordination

Keep every supplier booking, guest document, and itinerary version in sync from first sale to departure day.

79 hrs

Time saved/month

Companies have mapped

About This Automation

Coordinating suppliers for tours involves manually emailing hotels, transport companies, guides, and activity providers, then tracking scattered email responses and copying data into spreadsheets.

Automation identifies required suppliers, generates personalized requests, monitors responses in real time, and extracts pricing and availability data automatically. The system consolidates all confirmations into a client-ready itinerary and notifies the team when delivery is ready.

Key features

Identify required suppliers based on tour destination and group requirements

Generate and send personalized supplier requests with tour details automatically

Monitor supplier responses and flag non-responsive contacts for follow-up

Extract pricing, availability, and terms from email replies into the itinerary record

Consolidate all supplier confirmations into a single client-ready document

Notify the operations team when the itinerary is complete and ready to send

How The Automation Works

The full workflow, from trigger to completion.

1. Tour Request Receivedtrigger

A new tour inquiry is logged or arrives via email. The automation is triggered with tour dates, group size, and destination.

2. Identify Required Suppliers

The automation reviews the destination and tour type, then pulls the matching supplier list. It determines which suppliers are needed for this itinerary.

3. Generate and Send Supplier Requests

The automation generates a personalized email for each supplier with tour dates, group size, and requirements, then sends it. All requests go out within minutes.

4. Monitor Email Inbox for Responses

The automation monitors for replies from suppliers. When a response arrives, it is flagged and parsed for pricing, availability, and terms.

5. Extract and Log Supplier Data

Supplier responses are automatically extracted and logged with pricing, dates, and confirmation status. The itinerary record is updated in real time.

6. Send Automated Follow-Ups

If a supplier has not responded within 24 hours, an automated follow-up email is sent. The system tracks follow-up count to avoid over-contacting.

7. Notify Team of Completion

Once all suppliers have confirmed, a notification is sent to the operations team with a summary of pricing and availability. The itinerary is marked ready for client delivery.

4 reasons to map this process

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There's no obligation to build

78 hrssaved/month

13times mapped

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Frequently asked questions

Everything you need to know before mapping this process.

My process is slightly different from this. Can I customize it?

This template is a starting point based on how other businesses handle this type of work. When you map your process, you describe exactly how your team does it and the automation is built around your workflow, not a generic template.

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What do I actually get from the mapping session?

Does this work with the tools my team already uses?

What happens after I map my process?

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Estimated Time Saving

79hrs/month

Process pain:8.2/10

Mapped by:6 Companies

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