Workflows & Tips

From WhatsApp Inquiry to Confirmed Booking

The complete end-to-end workflow for handling a new client inquiry:

1. Receive inquiry — The client messages on WhatsApp. The conversation appears in your WhatsApp inbox.
2. Parse — Open the conversation and click Parse. The Quote Builder opens with the chat loaded, reads the trip from it and prices every day from your rates.
3. Review and adjust — Check the days, services, hotels and margin in the grid.
4. Save — Save as Itinerary creates the itinerary and its B2C quote; for a partner, Save as B2B Quote.
5. Send to client — Share the itinerary link, or send the quote PDF by WhatsApp or email.
6. Client accepts — Either set the itinerary’s status to Confirmed, which creates its booking, or open the quote under B2C Quotes (B2B Quotes for partners), set its status to Accepted and click Convert to Booking. Each quote converts once.
7. Confirm suppliers — In the booking, track each supplier's confirmation status.
8. Invoice and get paid — Create the invoice, send it, and record payments as they arrive.
9. Complete trip — After the trip, mark the booking as completed; managers and admins review its P&L.

Working the Quote Pipeline

1. Go to B2C Quotes to see every quote and its status
2. Chase the ones the client hasn't answered — the dashboard's Quotes awaiting client card takes you to the same list
3. When a client says yes, open the quote, set it to Accepted and click Convert to Booking

Following Up When a Client Reads Their Proposal

When you share an itinerary link, Autoura tracks when the client opens it. The dashboard's Clients reading their proposal panel shows who has been looking — the perfect moment to follow up:

1. Check the Clients reading their proposal panel on the dashboard
2. If a client opened the proposal recently, message or call them while the trip is fresh in their mind
3. Log the touchpoint on the client's profile

Triaging Concierge Leads

1. Go to Concierge Leads (Communicate group) to see inbound briefs from your intake form
2. Open a brief to review the trip request
3. Follow up by WhatsApp or email — each brief already has its client in Clients, created when it arrived

Replying Faster with Copilot

1. Open Copilot in the sidebar to see AI-drafted replies to incoming messages
2. Review each draft, edit if needed, then send — nothing is sent without your approval, unless an admin has switched on WhatsApp AI auto-reply
3. In the WhatsApp inbox, Copilot suggestions also appear right in the composer
4. Improve future drafts by adding facts to Copilot Knowledge; admins tune Copilot Settings

Quick Quote (Under 5 Minutes)

1. On the Dashboard, click New Quote — this opens a simple new-itinerary form
2. Enter the client, dates, and number of travelers, then create the itinerary
3. Open ⋯ → Edit itinerary to add days and services, then Price in Grid to price them from your rates
4. Open Documents → Itinerary PDF to download it, or Send → Send quote to send it to the client

Recording an Expense Against a Trip

1. Open the itinerary
2. Open ⋯ → Add expense
3. Enter the category, amount, and supplier
4. The expense automatically appears in the itinerary's P&L

Chasing Payments

1. Go to Receivables (Finance group; managers and admins) to see everything clients still owe
2. Click the Send Reminder mail action on an overdue item — it opens a reminder email in your own mail program, to send yourself
3. The app also emails reminders by itself, weekly from a week before the due date: open the invoice and click View All on its Reminder History for the Payment Reminders page

The invoice detail page itself gives you Send via WhatsApp, Download PDF, Mark as Sent, and Record Payment.

Working with B2B Partners

Selling to tour operators and agencies:

• Partners — under People → Partners: each partner’s contact, currency and default margin. See Partners.
• B2B Calculator — a rate sheet for a tour programme, at the partner’s margin. See B2B Pricing.
• B2B Quotes — quotes for partners from the Quote Builder in B2B mode, with their PDFs. See B2B Quotes.
• Transport Packages — one price per vehicle for a cruise, a day tour or a road journey, which the calculator and Quote Builder apply. See Transport Packages.

Managing Tasks

Switch between three views with the icons at the top of the Tasks page (managers and admins; members open tasks from their notifications):

• Kanban Board — columns To Do, In Progress and Done; move a card with its Start and Complete buttons
• Table View — Spreadsheet-style list with sorting
• List View — Simple list with filters

Task management page showing Kanban board with draggable task cards

Tips & Shortcuts

• Status cards filter — On list pages such as Invoices and Bookings, click a status card at the top to filter
• Auto-pricing saves time — Keep your rates up to date and price in the Quote Builder (or Price in Grid from an itinerary): every day is priced from them
• Link everything — Link expenses to itineraries, tasks to clients, and commissions to services for a complete picture
• WhatsApp is two-way — Clients can reply to your WhatsApp messages and those replies appear in your inbox
• Search — List pages have a search bar that looks across several fields
• Expand days for details — On itinerary pages, click a day to expand it and see all services
• Check for conflicts — When assigning guides or vehicles, the system warns you about scheduling conflicts