6 Complete End-to-End Workflows
Step-by-step master operational playbooks connecting leads, hotels, quotations, bookings, invoices, and supplier payouts.
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Step-by-Step Guide
Workflow 1: Full Sales Lifecycle (Lead → Customer → Quotation → Booking → Invoice → Payment)
1. Capture Lead: Log traveler requirements (dates, party size, destination) in Leads. 2. Contact & Convert: Speak with the traveler; click 'Convert to Customer' to create their permanent CRM profile. 3. Build Quotation: Click 'Create Quotation', select accommodation & excursions, review profit margins, and send the proposal. 4. Accept & Book: Upon traveler approval, click 'Convert to Booking'. All trip days are automatically scheduled. 5. Issue Invoice: From the booking, click '+ Create Invoice' (e.g. 30% Deposit Invoice) and send to traveler. 6. Record Payment: When the client wires funds, record the payment against your bank account. The booking is confirmed and ready for departure.
Workflow 2: Hotel Setup to Quotation (Hotel → Contract → Season → Rates → Pricing → Quotation)
1. Add Hotel: Register the property in Hotels [BETA] with star rating and room types (e.g. Deluxe Room). 2. Create Contract: Add a contract (e.g. 2026 Direct FIT Contract, USD) with validity dates. 3. Define Seasons: Add date bands (e.g. High Season: Nov-Apr, Low Season: May-Oct). 4. Populate Rate Matrix: Input the hotel's Supplier Net Cost per room night across occupancy columns (Single, Double, Triple). 5. Set Pricing Rules: Define your agency Markup % (e.g. 20%) or Target Margin % in Hotel Pricing. 6. Quote Instantly: In any Quotation, pick the hotel and room. TourVilo automatically looks up the seasonal net rate and calculates the client selling price.
Workflow 3: Cadence & Task Management (Customer → Follow-up → Task → Quotation → Booking)
1. Open Customer: View traveler history and preferences under Customers. 2. Schedule Follow-up: Add a follow-up reminder for 48 hours later with agenda notes. 3. Execute Operational Task: Create a task for your visa team ('Apply for Dubai tourist visa'). 4. Revise Quotation: Address client feedback, adjust budget, and resend quote. 5. Convert to Booking: Lock in reservations once traveler gives verbal confirmation.
Workflow 4: Finance & Settlement (Booking → Invoice → Payment)
1. Open Confirmed Booking: Check total booking value and payment terms. 2. Issue Deposit Invoice: Create a 30% Deposit Invoice with due date 14 days prior to travel. 3. Collect and Record Payment: Log client bank transfer reference and attach wire receipt. 4. Issue Final Balance Invoice: Generate the remaining 70% final invoice 7 days before departure. 5. Final Settlement: Record final payment. Booking balance updates to $0.00 and vouchers are released.
Workflow 5: Supplier Payables Cycle (Supplier → Contract → Rate → Booking → Supplier Payment)
1. Register Supplier: Create hotel partner or transport operator under Suppliers [BETA]. 2. Establish Wholesale Contract: Attach rates in Rate Matrix. 3. Fulfill Booking: Operations books rooms under Booking services. 4. Receive Supplier Bill: Hotel issues room night invoice to your agency. 5. Disburse Supplier Payment: Open Finance → Supplier Payments, select the vendor, disburse from your bank account, and log the wire reference. The supplier balance is cleared.
Workflow 6: WhatsApp Inbound Flow (WhatsApp Inquiry → Lead → Customer → Quotation)
1. Inbound WhatsApp: Traveler messages agency WhatsApp number: 'Hi, can you send quotes for 5 nights in Sri Lanka?' 2. Shared Inbox Triage: Manager opens WhatsApp Inbox and assigns chat to travel consultant. 3. One-Click Lead: Consultant clicks '+ Create Lead from Chat'. Contact name and phone are copied instantly. 4. Quotation Delivery: Consultant creates a quotation, downloads PDF, and sends it directly back into the WhatsApp thread. 5. Client Approves: Traveler replies on WhatsApp confirming booking. Consultant converts lead to customer and issues invoice.
Best Practices & Pro Tips
- Follow these standard workflows during employee onboarding to ensure all team members follow the exact same operational discipline.
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