How to Turn Booking Confirmations into a Client Itinerary
By the TripTended team
A supplier confirmation is evidence for one arrangement. It is not, by itself, a complete client itinerary or approval to publish one. Use the confirmation to check the right trip details, build a private draft, and decide whether the next client-facing version should be a proposal or a final itinerary.
This workflow is for travel advisors who already have a real trip and a supplier reply to review. It keeps the original file, the booking record, the client’s decision and the published page as separate things.
Before you start
Gather the latest supplier confirmation and the trip’s current proposal or itinerary. Check which traveler, service and version each document refers to. If a supplier email changes an existing booking, treat the difference as something to verify and record; do not silently replace the old booking details with text from a new file.
Use a confirmation you are authorized to keep in the trip workspace. Remove unrelated personal information before uploading when it is not needed for the task.
1. Add the supplier confirmation to the right trip
Open the trip and select Files. Choose Upload files for a PDF, DOCX, TXT file or supported photo. You can also select Paste text for a supplier email. Give pasted text a title that identifies the source, such as “Rail operator confirmation — 12 June.”
Wait until the file status is Ready before relying on extracted text. Ready means the system could read text; it does not mean the details are correct. Open the file in Files and compare its displayed text with the original confirmation. For a scanned page or photo, inspect the original closely: small print, a booking reference or a time can be misread. If reading fails, follow the message shown in Files, try a shorter or unlocked copy, or paste the relevant text and keep the original available for review.
Exclude a paragraph or an entire file if it is unrelated or should not be used for this trip. The original remains available to the advisor. See the trip-delivery workflow guide for a broader way to keep source documents and open checks connected.
2. Reconcile the confirmation with the booking record
Open Bookings and find the arrangement the confirmation concerns. Compare the traveler, supplier, service, date, local time, room or transport details, and any stated conditions against the current booking and approved trip plan. Record only details the supplier actually confirmed.
If the booking is still pending, first verify the supplier’s reply through your normal channel. Then record the confirmation in Bookings with the source file or a clear note describing how you checked it. Uploading a confirmation does not contact the supplier or confirm a booking automatically.
If the document changes a confirmed date, room or other material arrangement, keep the difference visible and check it again with the supplier. TripTended can mark an existing booking as needing reconfirmation when a verified detail changes; the old confirmation remains in its history. Do not treat an old confirmation as proof of a new arrangement.
3. Create a private itinerary draft
Open Client page for the same trip. If no draft exists, choose Create draft to make a private draft that you can edit yourself. If the assistant is available, you can ask it to prepare a draft from selected trip files. The assistant uses the selected trip context; it does not publish the page or confirm the supplier’s arrangement.
A focused request is easier to review than “make the itinerary.” For example, adapt this prompt to the confirmation you have checked:
Draft a client-facing itinerary entry for the service in the selected trip file. Use only details that the source states. Preserve the stated date, local time and service description. Leave a field blank or flag it for review when the source does not provide it. Do not infer an address, meeting point, booking status, price or cancellation term. Do not change the approved itinerary options.
The assistant may not be connected or a request may fail. You can still create and edit a draft in Client page without asking the assistant to write it.
4. Check every detail before sharing
Review the draft beside the original file and the current booking record. Check each date, time, place, traveler and service description against its source. Keep local time and time zone clear when the source provides them. Do not fill a missing field from memory or from a general web search.
The Source review area shows citations for supported itinerary and option details. Open each citation, compare the quoted passage with the current draft value, and open the original when a scan or ambiguous sentence needs checking. A detail marked No file citation still needs a source check. A citation points to where text came from; it does not prove that the supplier’s statement is current or that the service is booked.
Use this quick comparison before saving the version:
| Draft field | Check against | If it does not match |
|---|---|---|
| Date, time or destination | Current supplier document and trip dates | Leave it open; confirm the intended local date or time before sharing |
| Service or room description | Supplier confirmation and the applicable approved option | Correct the draft and resolve any booking mismatch separately |
| Price or payment term | The current reviewed quote or option, not a confirmation that omits it | Do not copy a guessed amount or infer that money was paid |
| Supplier status | The booking record and the evidence you checked | Keep “pending” or “needs reconfirmation” until the supplier reply is verified |
TripTended does not book, amend or cancel a supplier service, verify a payment, or decide that an itinerary is ready. Those actions remain with the advisor and the relevant external records.
5. Choose the right client-facing version
A Proposal is for the client to review the current plan and make the decision offered on that version. Publishing a proposal does not mean the client approved it or the supplier confirmed it. After the client approves a proposal, the trip moves into preparation; use its current approved services and booking records when preparing the final itinerary.
A Final release is tied to an approved proposal and freezes the current booking and arrangement checks for that client-facing version. Do not publish a final page just because one supplier confirmation arrived. Review the remaining trip details and the Client page readiness checks first. When the page is ready for the client to see, preview it as a client, confirm that you are publishing the intended version, then use the matching publish action. Earlier releases remain in the record; clients with a link see the active published version.
If facts change after a draft was created, the page can flag that the draft is out of date. Refresh it from current trip details, then review its content again. Refreshing a draft does not verify the changed fact for you.
A source-to-draft example
The lines below are placeholders, not a real booking or model result:
- Source says:
[supplier]confirmed[service]for[date]at[local time, if stated]. - Source does not say:
[meeting point or other missing detail]. - Draft should say:
[advisor-reviewed description using the confirmed fields]. - Keep open:
[missing detail]until you receive and check an appropriate source.
This keeps the client-facing description useful without turning an unanswered question into a travel fact. For examples of selecting and reviewing an assistant task, see the AI assistant task guide. Check the current plans and trial allowance separately if you are deciding whether to use the software; a subscription or trial does not change the booking workflow.
Explore TripTended · Review the trip-delivery workflow
Prepared with AI assistance from TripTended’s current product workflow and documentation. The example uses placeholders and is not a customer itinerary. Advisors remain responsible for checking sources and reviewing what clients see.