Travel advisor workflow guides
From the client’s yes
to a trip that’s ready.
A client can approve a change before a supplier confirms it. A payment receipt can arrive before you verify it. Use these five checks to keep those steps separate and decide what needs attention next.
Start with the open question.
Choose one active client trip. Gather its current proposal or itinerary, the supplier documents, the client’s latest decisions, and any payment evidence. Work through the checks below; a missing document is an open task, not a reason to assume the arrangement is complete.
These notes describe a recordkeeping workflow. Keep booking and payment actions in your supplier, host agency and payment tools. The advisor remains responsible for checking the result.
01 · Before drafting or changing an itinerary
Review the source documents.
Keep the original document alongside the details you use. Check which version you are reading before copying a hotel, transfer or activity into the client’s plan.
- Match the traveler, service, date and local time to the correct trip.
- Separate a quote from a confirmed arrangement. Record the document’s date and any conditions that still apply.
- Leave missing details open. If two documents disagree, record the conflict and ask for clarification rather than choosing a convenient answer.
What to keep: the source, the reviewed details, the unresolved question, and the person responsible for the next check.
02 · When the client chooses or requests a change
Record the client’s decision.
Write down what the client agreed to and which proposal or change that decision concerns. Approval of one version should not be treated as approval of a later revision.
- Describe the requested change precisely enough to compare it with the supplier’s response.
- Keep the client’s response with the version, scope and conditions they reviewed.
- Give the supplier follow-up its own next action. Client approval alone does not show that the supplier has made the change.
What to keep: the request, the relevant quote or option, the client’s decision, and the supplier follow-up.
03 · After the external booking or change
Check what the supplier confirmed.
Compare the supplier’s actual response with the client-approved arrangement. A confirmation for the original booking does not establish that a later change has been accepted.
- Check that the confirmation refers to the right service, traveler and requested version.
- Record what is confirmed and what is still awaiting a response. Keep the supporting document.
- If a service is unavailable or the supplier’s answer differs, bring the question back to the advisor and client before updating the final plan.
What to keep: the supplier’s response, its supporting source, the comparison result, and any unresolved follow-up.
04 · When a receipt arrives
Separate receipts from verified payments.
A screenshot or receipt is evidence to review. Keep it distinct from the payment status you have actually checked in the relevant payment or accounting system.
- Identify which trip and payment milestone the evidence relates to.
- Check the amount, currency and status against the appropriate external record before marking the payment verified.
- Record who checked it and any mismatch that needs follow-up. Keep client payment records separate from supplier balances.
What to keep: the evidence, the milestone, the verification result and the remaining action. This is a workflow check, not a payment-processing service or financial advice.
05 · Before the final client itinerary goes out
Review the final client itinerary.
Compare the version you intend to publish with the confirmed arrangements. A drafted page, a published page and an advisor’s readiness check are different steps.
- Reconcile accepted changes with supplier confirmations and reviewed payment records.
- Check missing traveler details, local dates and times, and open follow-ups. Resolve them or state what is still outstanding.
- Review the actual client-facing version before publishing. If a material arrangement changes afterward, reopen the checks rather than relying on the old readiness decision.
What to keep: the reviewed version, the publication record, and the advisor’s readiness decision with any open issues.
A checklist to use today
Make the next action visible.
Copy these five rows into your existing trip notes. Replace each example check with the specific arrangement you are reviewing, then add an owner and follow-up date where something remains open.
| Check | Question to answer | What to record |
|---|---|---|
| Source review | Which document and version support this detail? | Source reference, reviewed detail, conflict or missing field. |
| Client decision | What did the client agree to? | Decision, reviewed version, scope and conditions. |
| Supplier confirmation | Does the response match the approved arrangement? | Confirmation source, match or mismatch, remaining request. |
| Payment verification | Has this evidence been checked against the relevant record? | Milestone, evidence reference, verified or still open. |
| Final delivery | Does the client-facing version reflect the reviewed trip? | Published version, readiness decision, unresolved issue. |
If a row is unresolved, write the next action in concrete terms: “ask the hotel for an updated room confirmation” is more useful than “check booking.” Keep the row open until you have the result, not merely a reminder.
See how TripTended approaches these steps.
Follow the example trip on our product page, or review the pricing before deciding whether to try it with your own workflow. Supplier booking and money movement stay in your external tools.
These workflow notes were prepared with AI assistance using TripTended’s documented product boundaries. The room-change example is illustrative. Check each real arrangement against its own source documents; AI text does not establish a booking, payment or readiness status.