Confirmation Numbers, Rates and Cancellation Dates
Three hotels, a tempo traveller, a Dubai ground agent and a visa consultant. Each confirmed by a different person, on a different day, in a different WhatsApp thread.
Every booking on the trip file
The request as it went out
Dates, room category, meal plan, number of pax, the vehicle. What was asked for is recorded, which matters the day a hotel sends the wrong room type.
The confirmation that came back
The number, the rate confirmed and the person who confirmed it. Loose confirmations in a personal chat stop being the only proof.
The cancellation date
The last day to release without a charge. It is the single most expensive thing to forget in this trade, so it sits on the booking and on a list of dates coming up.
What is still to be paid
The advance sent, the balance due and the date it falls. Carried through to what you owe that hotel across every file.
Reading it the other way round
By supplier, not by file, which is how a payment conversation actually runs.
- What is owed to each hotel, transporter and consolidator, by due date
- Bookings confirmed but not yet paid against
- Releases coming up in the next week, across every file
- Which supplier is carrying the most of your money right now
Two things it is not
Not a reservation system
You keep booking exactly where you book today, on the phone, by email or through your consolidator. The file records what was asked and what came back. No accreditation comes with it.
It cannot confirm anything
A booking marked confirmed is confirmed because your executive was told so and entered it. When a hotel quietly cancels, the software learns of it when a person does.
Frequently asked questions
Can we send the booking request from here?
The request is drafted with the dates, pax and room details filled in, and goes out on WhatsApp or email from your office. Somebody reads it before it is sent.
What about a ground agent handling several bookings?
He is one supplier with several lines on the file. What he confirmed, what he charged and what is owed to him stays together.
Does it warn us before a release date?
Cancellation dates coming up appear on a list of their own across all files. Somebody still has to look at it, usually the same person every morning.
Tell us what you need.
Send a short brief and one of our engineers will come back to you — usually the same day.
- No obligation
- We reply the same working day
- Your details stay private