AI assistant for travel agents: option selection, correspondence and pre-departure documents
The advice and responsibility for the trip are yours. The assistant compiles a selection for the client's request, runs the correspondence until a decision, prepares documents and guides, and reminds everyone of everything needed before departure.
What it does
- prepares a shortlist to match the budget and the wishes
- answers questions about visas, baggage and transfers
- prepares a pre-departure guide for the traveller
- reminds them of payment deadlines and paperwork dates
- keeps the client's travel history for repeat sales
What it does not do
The limits are set in advance
- does not book or pay for trips on its own
- does not guarantee visa outcomes
How much time it frees up
By our reviews, a travel agent spends roughly
13 hours a week on the routine listed above — more than a third of the working week. The assistant does not take all of it: some tasks you will still be checking. But checking something finished is faster than doing it from scratch, and the gain lies in exactly that difference.
How it works
The assistant answers clients while your hands are busy — that is the whole point. It books, reminds and keeps each client's history, so what you see is a finished schedule rather than forty unread messages at the end of a shift.
How the assistant handles the most voluminous part of a travel agent's work
A selection for the request, not "have a look at the website"
Client: "two adults and a 5-year-old, the sea, late September, up to 200 thousand, visa-free". The assistant clarifies what is missing — departure from where, meals, whether kids' entertainment matters — and compiles a selection from your sources by your criteria: three to five options with pros and cons. You review, choose and send in your own name.
Correspondence that doesn't end with "we'll think about it"
After the selection come the questions: "what about the transfer?", "insurance?", "what if it rains?". The assistant answers from the tour facts and your rules, reminds the client of the price validity and that places are running out, if that is the case. The decision is the client's; getting them there is the assistant's job.
Documents and the pre-departure guide
Contract, invoice, vouchers, country guide: what to take, when to be at the airport, where the meeting point is. The assistant prepares the package for the specific trip from your templates and sends it to the client at the right time, and shows you if something is missing.
Reminders for the client and for you
Balance due by such-and-such a date, passport expiring, check-in has opened, departure in two days. The assistant keeps a calendar for each trip and reminds both sides in advance. Fewer urgent calls the day before.
Repeat clients and reviews
After the trip — a request for a review; a year later — "the season you travelled in is coming round again". The assistant writes in your wording, without being pushy, and collects reviews in one place.
What the dialogue looks like
Client: Hello! We'd like a beach holiday in late September, two adults and a 5-year-old, budget up to 200 thousand, visa-free.
Assistant: Hello! I'll put together some options. Could you clarify: departure from Moscow? How many nights — 7 or 10? And how important are kids' entertainment and all-inclusive meals?
Client: Moscow, 10 nights, all inclusive, kids' entertainment preferably.
Assistant: Thank you! I'll put together 3–4 options with a sandy beach and kids' entertainment, show them to the agent and send them today by 18:00 with the pros and cons of each.
What we need from you at the start
- The sources you select tours from and your selection criteria — what you never offer.
- Templates for the contract, country guides and client letters.
- Correspondence rules: what to discuss only in person, response times, how balance payments work.
- Your communication style — a few real conversations.
Implementation timeline
The review is one conversation. Setting up selections and templates takes three days. In the first week the assistant runs the correspondence under your supervision and compiles selections for your review. From the second — on its own; you receive ready selections and non-standard questions to decide on.
Frequently asked questions
Won't it send a selection to the client without my check?
By default, no: the selection goes to you and you send it. If you wish, some routine requests can be allowed to go out straight away.
By default, no: the selection goes to you and you send it. If you wish, some routine requests can be allowed to go out straight away.
Prices change every hour.
The assistant states the time the price was valid and reminds the client that it may change. Booking and locking the price is done only by the agent.
The assistant states the time the price was valid and reminds the client that it may change. Booking and locking the price is done only by the agent.
I have dozens of clients in season.
Then the assistant is needed precisely in season: correspondence and documents stop eating up your nights. In the off-season it handles bringing clients back.
Then the assistant is needed precisely in season: correspondence and documents stop eating up your nights. In the off-season it handles bringing clients back.
I work in a chain, we have a CRM.
The assistant prepares data in the CRM's format and works with its exports; there is no need to change the system.
The assistant prepares data in the CRM's format and works with its exports; there is no need to change the system.
What it costs
Task review and configuration of one assistantfrom ₽12,000 (≈ $142)
An extra task beyond the basic fivefrom ₽3,000 (≈ $36)
Training for you or a member of stafffrom ₽5,000 (≈ $59)
Support and adjustments, per monthfrom ₽4,000 (≈ $47)
Build an assistant like this
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