AI Hotel Import: Rate Sheets, Lists & Maps
Import hotels and contract rates from Excel, CSV or PDF rate sheets, hotel lists, Google Maps or OpenStreetMap, and review everything before it is saved.
What is this?
Before You Start
Prerequisites to configure first:
- Your plan must include hotels (Growth, Pro or Enterprise), and the TourVilo team must have switched hotel imports on for your agency. If the page says imports aren't enabled yet, contact TourVilo support.
- Team members other than the owner need the Hotel Import permission (Team › Permissions › Hotel Import).
- Check that you have import credits left. The number is shown at the top of the import page.
- For rate sheets, use the original Excel file or a text PDF. Scanned PDFs that contain only images can't be read.
Step-by-Step Guide
Choose how to import
Open Hotels › AI Hotel Import and pick a method.
- AI rate sheet: contracts and rates from Excel, CSV or PDF.
- Bulk hotels: many hotels from a list.
- Google Maps or OpenStreetMap: search and pick hotels.
- Manual: add one hotel step by step (doesn't use credits).
Upload the file or search
For a rate sheet, upload the file and, if you like, choose the supplier it came from, then press Analyse rate sheet. For a map import, search by hotel name or city, tick the hotels you want and press Preview import.
Wait for the analysis
A progress bar shows the current stage and real numbers, such as "3 of 8 parts analysed", with an estimate of the time left. You can leave the page; the import keeps running and you can come back from Recent imports.
Review the preview
The summary shows how many hotels, room types, prices and seasons were found, and how many are ready, duplicates, or have warnings or errors.
- Filter the list to see only records that need attention.
- Edit a record to fix hotel details, the contract (currency, dates, taxes), rooms, seasons or any price.
- Remove records you don't want.
- For each duplicate, choose Skip, Add these rates to the existing hotel, or Create a separate hotel.
Confirm the import
Press Confirm. Each hotel is created together with its rooms, meal plans, contract, seasons and rates, or not at all if something fails, so you never get half a hotel.
Read the report
The report lists imported hotels (with links), skipped duplicates, failed records with the reason, and records that weren't imported because of errors. Use Retry failed to re-run only the failed records.
Field-by-Field Breakdown
Detailed definitions for every form input, why it is needed, and realistic travel agency examples.
| Field Name | What it Means & Why Needed | Example Value | Required? |
|---|---|---|---|
| File | The rate sheet or hotel list: .xlsx, .xls, .csv or a text PDF. Why: TourVilo checks the real file type from its content and rejects files that aren't what they claim to be. | Cinnamon_Hotels_2026-27_Contract.xlsx (up to 4 MB) | Yes |
| Supplier | The supplier the rate sheet came from (rate sheets only). Why: Imported contracts are linked to this supplier, so costs and payments stay together. | Cinnamon Hotels Management Ltd | Optional |
| Contract currency | The currency printed on the rate sheet. Why: Prices are kept in this currency and never converted. A bare "$" is read as USD and flagged as an assumption. | USD | Yes |
| Duplicate decision | What to do when a hotel already exists in your catalog. Why: Prevents the same hotel from being added twice. SkipAdd these rates to the existing hotelCreate a separate hotel | Add these rates to the existing hotel | Yes |
Status Guide & Next Actions
(queued)The import is waiting to start.
(extracting)TourVilo is reading the text and tables from your file.
(analyzing)AI is extracting hotels, rooms, seasons and prices.
(validating)Values are checked and duplicates are looked up.
(review)The preview is ready. Nothing has been saved yet.
(importing)Confirmed hotels are being created one by one.
(completed)Everything you confirmed was imported.
(completed_with_errors)Some records were imported and some failed.
(failed)The file couldn't be processed, for example an image-only PDF.
(cancelled)The import was cancelled before anything was saved.
Real-World Travel Agency Example
Loading a new season contract
Best Practices & Pro Tips
- Upload the supplier's original Excel file when you have it; it is read more reliably than a PDF.
- Weekday and weekend prices, minimum nights, taxes and service charges are picked up when the sheet includes them. Check them in the editor before confirming.
- A sheet with several hotels becomes one record per hotel, and you can confirm them all at once.
- Map imports add the hotel's details and location only. Add rates afterwards in the Rate Matrix or with a rate sheet import.
Common Mistakes to Avoid
- Uploading a scanned PDF or a photo. These contain no text to read; use the Excel file or a text PDF.
- Confirming without reading the warnings. "On request" prices and unclear dates are left empty on purpose, so fill them in or remove them.
- Creating a separate hotel for a duplicate by mistake. Choose "Add these rates to the existing hotel" when it is the same property.
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