How to automate supplier chases and track travel commissions
A step-by-step guide to connecting your inbox, handling daily follow-ups, and catching missing commission payouts.
News · Holidr
How to build client proposals directly from your travel inbox
A practical guide for travel advisors on assembling property options, managing supplier data, and sending branded proposals.
Key points
- Connecting Google inboxes automatically creates structured trip records from incoming client emails.
- Searching connected booking sources populates live property photos and real-time pricing onto trip cards.
- Proposals, pricing, and cancellations always stay in draft-only mode and require manual advisor sign-off.
Eliminating data entry from proposal creation
Independent travel advisors and host-agency teams spend hours copying room rates, gathering property photos, and updating client records across separate tools. Converting a fresh honeymoon or safari query into a polished proposal typically requires manual searching across multiple booking sites, copy-pasting specs into email templates, and updating CRM fields. Holidr handles this administrative work directly from your Google inbox while leaving final approval in your hands.
Here is how to set up your workflow, gather property options, and issue client proposals without manually migrating data or retyping rates.
Step 1: Connect your Gmail inbox to build automatic trip records
The workflow begins by linking your agency Google inbox. Because Holidr operates in early access, Google displays a temporary unverified app screen during connection. Select Advanced and then click Continue to proceed. Your inbox data remains private, and trip records generate automatically as mail arrives.
When a new client emails an inquiry for a villa week or multi-stop safari, Holidr parses the message to create a trip record. It extracts traveler names, target dates, destination notes, and booking specifics without requiring manual CRM entry. If an incoming email belongs to an existing trip, it attaches to that thread timeline. Should an email land on the wrong record, a single click reassigns it and trains the parser for future threads.
Step 2: Pull live pricing and property options
Once the trip record is created, you can search for accommodations without jumping between individual supplier tabs. Request property options directly within the trip dashboard.
- Search trusted channels: Holidr queries live inventories from sources like Airbnb, Booking, and Expedia, alongside your direct villa companies.
- Review real-time data: Results populate on the trip timeline with live pricing, property photos, and inventory links.
- Select options: Tick the specific properties that fit your client’s criteria. Choosing your preferred options prompts Holidr to write a client proposal around them in your established brand voice.
Step 3: Collect supplier details using direct update links
If a proposal requires specific confirmation details, contract forms, or updated photos from local destination management companies or villa managers, you do not need to manage endless email chains. You can generate a single operational link directly on the trip card.
The supplier receives an email with a secure link that opens on their mobile phone or desktop without requiring a login or account setup. They can upload requested invoices, sign forms, or attach room photos directly into your trip record. Once the supplier submits the requested item, the upload attaches to the timeline and the temporary link automatically expires.
Step 4: Review and issue the branded proposal
With inventory options selected and supplier details attached, Holidr drafts the client proposal under your agency’s branding. White-labeling ensures clients and suppliers only see your agency’s name and styling.
It is important to understand how message safety is handled inside the system:
- Draft-only safeguards: Proposals, custom pricing details, and cancellations are hard-coded to remain in draft-only mode. They will never send automatically.
- Advisor approval: Every proposal draft waits in your queue. You can refine the text, adjust room choices, or add custom notes before sending it out under your email address.
- Continuous learning: Each manual edit you make trains the system to align future drafts with your exact tone and phrasing.
Step 5: Track commission expectations and auto-send rules
When a client approves the proposal and bookings are confirmed, Holidr logs the expected commission percentage and dollar value onto the trip record. If a supplier remittance arrives short or goes unpaid, the system flags the variance and prepares a query draft addressed to the supplier with the exact figures attached.
For non-proposal administrative communications, such as routine supplier follow-ups for unconfirmed holds, you can grant higher autonomy over time. Once you manually approve ten clean drafts within a specific routine category, you can enable earned auto-send. Messages in auto-send categories dispatch automatically while giving you a two-minute undo window to pull back any outgoing email.
Advisors can test this proposal workflow using Holidr’s 90-day free trial, available to the first 100 advisors without requiring a credit card. Regular pricing is $99 per month, or $79 per month when billed annually.
More from Holidr News
Published via Stork Wire — independent coverage for AI tool makers, in partnership with this site.