Itineraries
An itinerary is a trip: its days, services and price, and everything that follows — sending, booking, invoicing and running it. Most start in the Quote Builder.
The Itineraries List
Go to Itineraries (Sell group, managers and admins):
- Status cards — Total, Draft, Sent, Confirmed, Completed and Cancelled; click one to filter
- N need attention — Shows only the trips with something to do
- Search by client name, trip name or code
- Each row has a status menu and View, Edit and Delete. Setting a trip to Confirmed creates its booking. A trip with bookings, invoices, payments, commissions or sent quotes cannot be deleted.
Itineraries list with status cards, search, and itinerary rows
Creating an Itinerary by Hand
- Click New Itinerary
- Enter the Trip Name, Client Name, and the Start and End Date (the number of days is worked out)
- Add the Email Address and Phone Number — needed later to send the quote
- Set the Number of Adults and Children, the Currency (EUR, USD or GBP), and any notes
- Click Create Itinerary, then add the days in the editor
New itinerary form with trip, client, date, traveller and currency fields
Editing an Itinerary
Open the editor from the itinerary's ⋯ menu → Edit itinerary, or the pencil in the list.
- Days — Each has a title; click Edit on a day for its city, description and where the night is spent (Overnight in, or No overnight). A night with a hotel booked takes the hotel's city.
- Reorder — Drag a day card by its grip; the dates follow the new order when you save
- Add Another Day and Remove this day
- Services & Pricing — Add Service on a day: Transportation, Guide, Entrance Fee, Meal, Accommodation, Activity, Tips, Supplies or Service Fee, with its supplier, quantity and rate
- Price in Grid — Saves and opens the trip in the Quote Builder, which prices every service from your rates
- Save Changes
The client's details, the dates, travellers and currency are changed in the Quote Builder.
Screenshot: The itinerary editor with its day cards and the Price in Grid button
The Itinerary Page
Across the top, the trip's stage: Quoted, Confirmed, Booked, Invoiced, Paid, Operated, Closed — and a list of what needs attention. Beside it:
- Client — With Email, WhatsApp and Messages
- Price — The total, days and travellers, what is paid and due, the costs recorded and the profit so far
- Assigned to and the trip's Tasks
Four tabs, opening on the one that fits where the trip is:
- Itinerary — The days and their services (Expand All / Collapse All), with each day's total and overnight. Costs follow your rates automatically; switch to manual lets you click a cost to change it.
- Operations — Who covers each day, resource assignment, and the trip timeline
- Finance — Invoices and payments, extra expenses, commissions, and profit & loss
- Messages — WhatsApp messages to the client, pickup details, and traveller chat
Screenshot: An itinerary page: the stage strip, the Client and Price panels, and the four tabs
What You Can Do
| Menu | What's in it |
|---|---|
| Send | Send quote by WhatsApp or email (needs the client's phone or email; a draft becomes Sent), and Create, Copy or Revoke share link |
| Documents | Itinerary PDF (a preview to download, print or email, with or without the price breakdown), Contract, and Create invoice — then the invoice itself |
| Supplier docs | Hotel, transport and cruise vouchers, guide assignments and service orders, grouped by supplier |
| ⋯ | Edit itinerary, Add expense, Operations tasks, Generate commissions, Duplicate, Cancel trip / Reopen trip |
| Main button | The next step for the trip's stage: Send quote, Convert to booking, Create invoice, Record payment, Assign resources, Close out trip… |
Sharing with the Client
A share link opens a page for the client, under your brand, showing the trip day by day and the total for the travellers — never your costs. It always shows the latest version. A draft or unpriced itinerary cannot be shared.
The client's page also has live updates during the trip, their guide's and driver's contacts, a trip chat, and Report a problem. When they open it, the Dashboard shows it under Clients reading their proposal.
Screenshot: The client's shared itinerary page with your branding and the trip day by day
Assigning Resources
In the Operations tab, assign guides (with their languages), drivers, vehicles, hotels, restaurants, Nile cruises, and airport and hotel staff. The coverage grid shows which days still need someone. If a guide or vehicle is also confirmed on another trip at the same time, a conflict warning names it. Pickup times and places are sent from the Messages tab (Pickup details).