Supplier Confirmation Tracker: Find Uncovered Services
By the TripTended team
Use these two free CSV worksheets when a trip has several supplier replies and you need to find which required services still lack supporting evidence. Start with the services in the applicable approved scope, then map the evidence you actually checked back to those services.
The worksheets separate what needs coverage from what each response supports. Several replies about one transfer should not hide a different transfer with no reply. The output is a saved coverage review and a follow-up list you can hand to another advisor.
Download the two worksheets
Save both files for the same trip and identify the trip and review revision in their filenames or accompanying notes. The reference IDs in the starter rows are placeholders. They do not represent an actual service or completed check.
If the download is unavailable, copy the required services CSV below.
The required services file has 10 columns and one starter row. Build this list from the approved records before deciding what the supplier files cover.
Service reference,Approved scope reference,Required arrangement,Traveler or component scope,Service date and time zone,Responsible supplier,Current evidence check references,Coverage conclusion,Owner,Next check with time zone
S-01,,,,,,,Not reviewed,,If the download is unavailable, copy the evidence checks CSV below.
The evidence checks file has 12 columns and one starter row. Add one row for each service-to-source comparison you perform. Leave the reviewer and check time blank until the comparison happens.
Check reference,Service reference,Source reference and version,Booking reference,Compared scope,Result,Reviewer,Checked at with time zone,Gap or question,Next action,Action owner,Next check with time zone
C-01,,,,,Not reviewed,,,,,,No account is required. Open the CSVs in your spreadsheet application, or copy each block into a separate .csv file. These are standalone worksheets, not TripTended import formats or a software trial. Downloads contain the same blank data shown here; the page does not collect your trip information.
Build the required list before matching files
Choose one applicable client-approved itinerary or service scope and retain its reference. Enter every supplier-dependent arrangement you need to check, including arrangements for which no booking or confirmation file has arrived. Starting only from the inbox would omit those missing services.
Use a stable service reference for each distinct required scope. Separate an arrival transfer from a departure transfer, even if the same supplier provides both. Split components or traveler groups when they need different evidence; take those details from the actual approved records rather than guessing the dependencies.
| Required services columns | What to record |
|---|---|
| Service reference; Approved scope reference | A unique service ID and the applicable approved version or decision that establishes its scope. Resolve duplicate IDs before mapping evidence. |
| Required arrangement; Traveler or component scope | The particular service and the travelers or component it must cover. A broad label such as “transport” may conceal separate arrangements. |
| Service date and time zone; Responsible supplier | The stated service timing and supplier. Preserve the source’s time zone; leave an unknown value visible for clarification. |
| Current evidence check references; Coverage conclusion | The check rows that support your current conclusion. Keep Not reviewed until you have compared the applicable evidence, or record an identified gap as Open. |
| Owner; Next check with time zone | Who will resolve or review an uncovered service, and the actual follow-up point you choose from the applicable terms and operating process. |
A service that does not require a supplier arrangement can be recorded separately as Not required, with the reason in Required arrangement and the applicable scope reference. A missing response is not a reason to use that label. These are suggested worksheet labels, not product status names.
Map each response to the service it supports
In the evidence sheet, identify the service, original response and exact comparison. Check the travelers, service details, local timing and relevant stated terms against the required scope. A quote, a confirmation number alone or the client’s approval does not establish that the supplier accepted the required arrangement.
| Evidence checks columns | What to record |
|---|---|
| Check reference; Service reference | A unique ID for this comparison and the service row it addresses. Do not map a reply to a similar service just to fill the gap. |
| Source reference and version; Booking reference | The actual message or document you checked and the booking it concerns. Keep the original source; its filename alone may not distinguish versions. |
| Compared scope; Result | The approved scope and details you compared. Use Supported only when that comparison leaves no unresolved coverage gap; otherwise record Open or Not reviewed. |
| Reviewer; Checked at with time zone | The person and actual time of the comparison. Receiving or uploading a file is not a completed review. |
| Gap or question; Next action | State what the evidence leaves missing or inconsistent, and the question that would resolve it. |
| Action owner; Next check with time zone | Assign a person and a specific review point. A sent reminder does not change the comparison result. |
If one response covers several required services, make a separate comparison row for each service and reference the same source. If several replies concern one service, retain each relevant comparison under that service; they still do not cover a different service. Supported applies only to the scope actually checked, not to the whole trip or every service from that supplier.
If a response cannot be mapped to the current service list, preserve it as an unresolved scope question. Do not silently add its service to the approved scope, discard it, or count it as coverage for another row. Keep references in an authorized workspace without copying passport numbers, card details or private access tokens into the worksheets.
Try the fictional coverage gap
This exercise is invented, not a customer trip, supplier confirmation or product test. Assume approved scope V4 requires both an arrival transfer S-01 and a departure transfer S-02 for group G. D1 and D2 each support only the arrival transfer after comparison. A third response DX mentions S-99, which is absent from V4.
| Check | Service and source | Recorded comparison |
|---|---|---|
| C-01 | S-01 / D1 | Supported for the arrival scope in V4. |
| C-02 | S-01 / D2 | Also supports that same arrival scope; no departure coverage. |
| C-03 | S-99 / DX | Open: resolve what this response concerns and whether any approved scope supports it. |
Now read from the required list back to the checks:
| Required service | Current check references | Coverage conclusion and next action |
|---|---|---|
| S-01: arrival transfer | C-01; C-02 | Supported for the stated scope; retain both sources. |
| S-02: departure transfer | None | Open: assigned advisor obtains and checks acceptance of the departure arrangement. |
There are three evidence rows but only one of the two required services has supporting evidence in this exercise. S-02 stays in the follow-up list even though it has no check row. C-03 needs its own scope clarification; it does not close S-02 or establish approval of S-99.
Before using your own copy, verify that you can find all three cases: a required service with no evidence row, two checks mapped to the same service, and an evidence row with no applicable required service. If your filter hides a missing service or an unmapped reply, correct the review before handing it over.
Recheck coverage when sources change
Preserve dated copies of both sheets and the sources used for each review. For a new response or repeated comparison, add a new check ID rather than overwriting the earlier finding. Update Current evidence check references in the service sheet only after reviewing which checks apply now. Neither the newest timestamp nor the largest ID automatically establishes the current arrangement.
If the approved scope changes, save the earlier service list and prepare a new revision tied to the new scope. Reconsider the affected mappings instead of carrying a Supported label forward. Resolve conflicting replies before relying on the coverage conclusion. Track an original booking and any replacement or cancellation outcome separately; a replacement response does not settle the original booking’s status.
For the full review process, use the supplier confirmation guide. If the difference changes what the client agreed to, continue the client itinerary change workflow.
Hand over the gaps from both sheets
Walk through every required service, including those with blank check references, then inspect evidence rows that do not map to the current scope. Record Not reviewed and Open items with their available evidence, owner and next action. Check the actual sources again before changing a conclusion; the worksheets do not calculate or verify coverage automatically.
Trip and scope version reviewed:
Required service references checked:
Service rows without applicable evidence:
Evidence rows not mapped to current scope:
Other open comparisons:
Owner / action / next check:
Reviewer / review time / saved file revisions:Supplier coverage is one part of the trip review. Client decisions, payment evidence and verification, client-facing publication and Trip Ready remain separate. The trip readiness review log covers the wider review. These worksheets do not contact suppliers, book or cancel services, move money, verify payments, publish client pages or mark Trip Ready.
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Prepared with AI assistance using TripTended’s documented source-review and business-state boundaries. The paired worksheets are a recommended recordkeeping method; the exercise does not claim an advisor has completed a real supplier review or that software performs external actions.