Quotation Versions for Travel Agencies
Every revision of a quotation is saved on the trip file with its date and a note of what changed. The client and the desk can then look at the same plan.
One file, many revisions
A family trip is rarely quoted once. The hotel changes, a day is added, or the group size moves. Each change is saved as a new version on the same trip file, and the earlier version stays where it was. Nothing is overwritten, so the desk can open any version and see what was sent on that date.
What a version holds
Sending a revised plan
The itinerary and quotation go out from the file as a PDF, by WhatsApp or by email. A change to hotels is entered on the costing sheet, and the revised plan is raised from there. Executives do not rebuild the document from scratch. The version the client approved is the one that carries into the booking.
What the client and the agency decide
Versions record what was quoted. They do not decide which one the client accepts. Which version is final, and how long a quoted rate is held with the hotel, are agreed between the desk and the client. Inclusions and cancellation terms are written by the agency during set-up.
Frequently asked questions
Does an old version disappear when the plan changes?
No. The earlier version stays on the file with its date, so a question about what was quoted can be answered from the record.
Can a revision be made without retyping the itinerary?
Yes. A new version starts from the previous one, and only the lines that changed are edited.
Does the client see the supplier rates in a version?
No. The quotation carries the selling price, and the cost and margin stay with the people you decide.
Which formats go out to the client?
A PDF, sent by WhatsApp or email from the file. The layout carries the agency’s logo, inclusions, exclusions and terms.
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