AI for Travel Agents

A client asks for “somewhere warm in February, good for the kids, not too far.”

That’s an afternoon of tabs.

Resorts with real family suites. A beach you can walk to. Whether the kids’ club takes a 4-year-old. Flights that don’t leave at 6 am.

The research is the job. It’s also the part nobody pays for until they book.

That’s what an AI team takes first.

Where a trip’s hours really go

Ask any agent. The time isn’t in the booking:

• Comparing resorts across a dozen websites for one family
• Typing up itineraries, day by day
• Answering “is a passport card enough?” for the fifth time this week
• Sending the same pre-trip reminders to every client, by hand
• Checking whether a trip you already booked dropped in price

All of that is work an AI team can do.

You keep the part only you can do: knowing what this family will love.

1. Research and compare, in one sheet

You set the brief. Your AI team opens each resort’s own website in its own browser, checks what matters for this trip, and lays it out side by side:

It works from what’s public on each site that day.

Your supplier rates and commissions stay in your own tools.

You pick the two to send. It did the afternoon of tabs.

2. Draft the itinerary

Once they’ve chosen, the itinerary is the next long job.

Give it your notes. It drafts the day-by-day:

Itinerary draftWorking

Draft a 7-day itinerary for the Ramos family at Casa Mareda: arrive Saturday, one day trip to the cenotes, one easy morning in Tulum, everything else beach. Kids are 4 and 7.

Read my notes, the resort site and the day-trip options12/12

Done — 7 days, with the cenotes on Tuesday (your notes say weekends are busier) and Tulum on Thursday morning, before the heat.

I marked 3 things for you to confirm with the supplier: pickup times, the cenote age minimum and car seats. Want it formatted for the client email?

Tell your agent what to do…

Look at the last line.

It drafts. You confirm every booking detail with the supplier — times, ages, rules. An itinerary is only as good as its facts.

3. Answer inquiries with the right questions

New inquiries are usually vague: “Thinking Italy next summer, can you help?”

Your AI team reads each one and drafts a reply that asks what you need to quote: dates, number of travelers, budget range, what they loved on their last trip, and whether passports are current.

The ready-to-book inquiries go to the top. The “just dreaming” ones get a warm reply and a follow-up next month.

4. Pre-trip emails on a schedule

Every trip needs the same reminders.

Every client deserves them on time.

Your AI team runs them as a routine, from the dates on your bookings sheet:

1. 60 days outDocuments check

   “Let’s check your passports against the entry rules for your destination.”

2. 30 days outFinal details

   Final payment date, transfer times, any forms the resort needs.

3. 7 days outReady to go

   Weather, check-in times, what to pack for the cenotes.

4. Day after returnWelcome home

   “How was it?” — and a review request if it went well.

Some countries want months of passport validity left. That’s exactly the email that’s worth sending on time.

5. Give past travelers their next trip

Your past clients already trust you.

But between trips, they forget you — and book the next one themselves.

Once a season, your AI team drafts each one a personal idea, based on where they went and how they like to travel:

One trip. One reason it fits them. One question.

That’s the email that gets “yes, price it.”

6. Posts from real trips

Your clients’ trips are your best marketing — with their permission.

Your AI team turns trip notes and the photos clients said you can share into posts for Instagram and Facebook: where they went, the one tip they’d give a friend, and how you helped.

You approve every post before it goes up.

7. Watch prices on trips you’ve already booked

Some suppliers let you reprice a booking if the price drops before final payment. The rules depend on the supplier and the fare.

Your AI team can check the public price on each unpaid booking every week:

Price watchWorking

Every Monday, check the public price for every booking on my sheet that isn’t fully paid, and tell me which ones dropped.

Check 14 bookings on the supplier websites14/14

2 dropped since last week: the Halvorsen Alaska cruise (same balcony category) and the Kim family’s Maui condo. The other 12 are unchanged.

I haven’t contacted anyone. Want a note drafted to each client once you’ve checked the repricing rules?

Tell your agent what to do…

When a price drops and the supplier allows it, your client saves money they’d never have noticed. And they remember who noticed.

What it won’t do — and the registration rule

It won’t book, pay or take payments. Bookings stay in your own systems.

It won’t promise a price — public rates change daily, and it says so.

It won’t send anything to clients before you’ve said OK.

And it puts your seller of travel number where your state wants it. California and Florida, for example, require it in your ads — tell it once, and it goes on every post.

You stay the travel expert. It does the tabs and the typing.

Start with your past travelers

The fastest win is the people who already booked with you once.

Questions