Tour Operator Enquiry and Quotation Records
Every enquiry for a trip is recorded here, with dates, passenger count and the places asked for. The quotation that follows is kept with it, version by version.
What an enquiry holds
Sales staff open an enquiry while the guest is still on the call.
From enquiry to quotation
A day-wise itinerary and a costing sheet are attached to the enquiry, and the quotation leaves as one document. A guest who asks for a cheaper hotel or a shorter trip gets a second version. Every version stays on the enquiry, showing when it went out and who sent it. Nothing is overwritten later.
Following up
An enquiry carries a status: open, quoted, confirmed, lost or deferred. The sales person sets a follow-up date, and the enquiry appears on their list that morning. A lost enquiry records the reason, such as price, dates already taken or another operator. That record is useful next season. A guest who deferred to the next season can be picked up from the same enquiry, with the earlier quotation and the dates discussed still attached.
What this module does not do
- It does not set your prices. Costing and markup are worked in the costing module.
- It does not hold a hotel room or a coach seat for a quoted trip.
- It does not send offers to old enquiries unless your office asks for that.
- Which enquiry sources you count, and who owns a repeat guest, you decide.
Frequently asked questions
Can two staff work on one enquiry?
Yes. Both can see the itinerary and the costing, while the enquiry names the person answerable for it.
Is an enquiry that arrives on WhatsApp recorded?
It is entered by whoever takes the message, so dates and passenger count reach the record. The chat stays on the phone.
How long are lost enquiries kept?
They stay with their reason noted, and sales can read last season’s lost enquiries before the new season opens.
Does the quotation print as one document?
Yes. The day plan, the inclusions, the exclusions and the price a head come out together, ready to go by WhatsApp or mail.
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