Planners forward a trip's flight e-tickets, hotel vouchers and transfer confirmations to one inbox. AI extracts dates, times and confirmation numbers, builds a branded day-by-day itinerary in Google Docs, flags gaps such as a night without a hotel, and sends the PDF to the traveler.
Typical results
≈20 hrs/mo
Saved across roughly 25 tailor-made trips
Before send
Night gaps and early transfers flagged to the planner
Same day
Itinerary sent once the last voucher arrives
Figures reflect typical results for this kind of automation.
The challenge
A tailor-made trip can involve a dozen supplier documents, each in its own layout. Planners copy flight times, hotel addresses and confirmation numbers into an itinerary by hand, which takes about an hour per trip. Mistakes slip through, such as a missing hotel night or a transfer booked before the flight lands, and travelers find them on the road.
Before and after
Planner minutes per itinerary
−83%Hours a month on itinerary documents
−84%Itinerary errors found by travelers per month
−75%The automation
Planners forward a trip's flight e-tickets, hotel vouchers and transfer confirmations to one inbox. AI extracts dates, times, confirmation numbers and addresses from each document, and the automation lays the trip out night by night. Gaps go back to the planner, such as a night with no hotel or a transfer before landing. Once they are cleared, a branded day-by-day itinerary is built in Google Docs, exported as a PDF and sent by email and WhatsApp to the traveler.
How it works
- 01
Confirmations forwarded
The planner forwards a trip's flight e-tickets, hotel vouchers and transfer confirmations to one inbox, with the trip reference in the subject.
- 02
AI extracts the details
AI reads each document and pulls dates, times, confirmation numbers, addresses and supplier phone numbers into fixed fields.
- 03
Gaps and clashes checked
The trip is laid out night by night, and gaps go to the planner, such as a night with no hotel or a transfer booked before the flight lands.
- 04
Branded itinerary built
A Google Docs template is filled day by day with flights, hotels, transfers and local contacts, then exported as a PDF.
- 05
Delivered to the traveler
Once gaps are cleared, the PDF goes to the traveler by email and WhatsApp and is saved in the trip's folder.
Starts from
- Flight e-tickets
- Hotel vouchers
- Transfer confirmations
Delivers
- Day-by-day itinerary PDF
- Gaps flagged to planner
- Sent by email and WhatsApp
The impact
Itinerary prep drops from about an hour to around 10 minutes of checking, saving roughly 20 hours a month across 25 trips. Missing nights and badly timed transfers are caught before the traveler sees the document, and travelers get one clear PDF on the same day the last voucher arrives.
Questions about this automation
Can it read confirmations from any airline or hotel?
Within reason, yes. The AI step is set up for the document types agencies receive most, such as e-tickets, hotel vouchers, transfer and activity confirmations, and it works across supplier layouts. If a document cannot be read with confidence, the planner sees which fields are missing and fills them in before the itinerary is built.
What happens when a booking changes after the itinerary is sent?
The planner forwards the new confirmation to the same inbox with the trip reference. The automation replaces the old details, checks the trip again for gaps and sends the traveler an updated PDF marked with a version date, so it is clear which copy is current.
What does the agency need to provide?
A branded itinerary layout or an existing sample, a mailbox for forwarded confirmations, access to Google Drive and the WhatsApp number used with travelers. This is a multi-step build, usually rolled out in stages, beginning with flights and hotels before transfers, activities and gap checks are added.