Quotations Builder & Split-Stays
Constructing multi-day proposals, split-stay hotel selections, service line items, PDF exports, and one-click booking conversion.
What is this?
Before You Start
Prerequisites to configure first:
- Create or select a Lead or Customer to whom the quote will be addressed.
- Ensure your agency's operating currency and default markup/margin rules are set.
- If quoting hotel rooms, configure partner hotels, contracts, and rates in the Hotel Rate Engine.
Step-by-Step Guide
Initiate Quotation
From a Lead or Customer profile, click 'Create Quotation', or go to Sales & Quotations → Quotations → '+ New Quotation'.
Set Dates and Travelers
Specify arrival/departure dates and the number of adults, children, and infants.
Add Accommodations (Split-Stays Supported)
Click '+ Add Accommodation'. Pick a hotel, room type, meal plan (BB, HB, FB), and nights. If the client moves to a beach resort on Day 4, simply add a second accommodation block for the remaining nights.
Attach Other Travel Services
Add transport (private van), activities (desert safari), flights, or visa fees. Each service carries its own supplier cost and selling price.
Review Financial Margin & Selling Price
TourVilo calculates the Supplier Net Cost, applies your pricing rules, and previews your Gross Profit and Margin %. You can apply a custom discount or line-item price override if needed.
Generate PDF or Send to Client
Click 'Download PDF' or 'Send via WhatsApp'. The quotation status updates to 'Sent to Customer'.
Convert to Booking upon Acceptance
When the client approves the proposal, open the quotation and click 'Convert to Booking'. TourVilo instantly generates a confirmed Booking record with all itinerary days preserved.
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? |
|---|---|---|---|
| Quotation Title | Descriptive holiday headline. Why: Displays on the proposal cover page. | 5-Night Dubai Family Getaway with Desert Safari | Yes |
| Traveler / Customer | Linked customer profile or inquiry lead. Why: Links contact details, email addresses, and quotation history. | John Smith (CST-0082) | Yes |
| Travel Dates (Start & End) | Exact arrival and departure dates. Why: Computes total trip nights and drives automatic seasonal rate lookup. | 2026-12-15 to 2026-12-20 (5 Nights) | Yes |
| Passenger Headcount | Number of Adults, Children, and Infants. Why: Determines room counts, extra beds, and per-head activity pricing. | 2 Adults, 1 Child (Age 7) | Yes |
| Currency | The currency in which the quote is presented to the client. Why: TourVilo handles both single and dual-currency agency setups. | USD | Yes |
| Inclusions & Exclusions | Bulleted lists of what is covered vs what traveler must pay locally. Why: Protects your agency from post-booking disputes. | Included: 5 Nights Hotel BB, Airport Transfers. Excluded: Dubai Tourism Dirham Fee. | Optional |
| Valid Until | Quotation expiry date. Why: Protects your agency if hotel contract rates change or airline fares expire. | 2026-10-15 | Optional |
Status Guide & Next Actions
(draft)Internal draft still being edited by the consultant.
(pending)Awaiting internal manager approval before sending.
(sent)Delivered to client via email or download.
(sent_to_customer)Delivered directly to a registered customer account.
(followup_required)Quote was viewed by client but no booking decision made.
(revised)A new version of the quote was generated with adjustments.
(accepted)Client approved price and package.
(rejected)Client declined (e.g. over budget or trip cancelled).
(expired)Valid Until deadline passed without confirmation.
Real-World Travel Agency Example
5-Night Dubai Split-Stay Quotation
Best Practices & Pro Tips
- Use the 'Valid Until' date strategically during high season — hotel rates expire quickly during peak periods like New Year or Christmas.
- The Quotation Builder saves persistent pricing snapshots, so even if supplier rates change later in your rate matrix, existing client quotations remain unchanged.
Common Mistakes to Avoid
- Leaving the meal plan blank — different meal plans (RO vs BB vs HB) carry different costs; always ensure the correct meal plan is selected.
- Forgetting to click 'Convert to Booking' — creating a manual booking from scratch wastes time and risks transcription mistakes.
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