Industries · Travel agencies
From first enquiryto final voucher,nothing slips.
We build travel agency systems that keep every enquiry, quote, trip file, ticketing deadline, passport copy and supplier payment in one platform — designed around how your consultants actually sell and service trips.
- TF-2291Family of 4 · Tbilisi & KazbegiOption todayTicketed · hotel option expires today 18:00Ticketed
- TF-2288Honeymoon · Maldives, 6 nightsReadyVouchers sent · transfer confirmedVouchers
- TF-2284Harbor Trading · 3 staff to RiyadhCorporateQuote v2 sent · awaiting approvalQuoted
- Enquiry pipeline
- Quote builder
- Trip files
- Ticketing & option deadlines
- Documents & visas
- Supplier payments
- Group departures
- Margin reporting
01Where agencies lose margin
The booking is easy. Everything around it isn't.
Most agencies already have a GDS login, a few supplier extranets and an accounting package. What's missing is the thread that ties a client's trip together from first message to final refund.
01Quotes are rebuilt from scratch in five supplier tabs
What happens
A consultant checks fares in the GDS, hotels on two bed banks, transfers with a DMC by email, then types the total into a Word document or a WhatsApp message.
What it costs
Quotes take hours in peak season, mark-ups vary by who wrote them, and when the client says yes nobody can find which rates the quote was built on.
With one system
A quote builder that holds each component with its supplier, net cost, mark-up and validity — so the quote, the booking and the margin are the same record.
02Ticketing time limits and hotel option dates live in people's heads
What happens
PNRs are held with a ticketing deadline, hotels on a free-cancellation option, group seats on an allotment release date — each one noted somewhere different, if at all.
What it costs
Holds lapse overnight, fares are re-priced upwards, and the agency either absorbs the difference or has an awkward call with the client.
With one system
Every deadline is captured on the trip file with an owner and a countdown, and the morning list shows what expires today before anything is lost.
03Client receipts and supplier payments never meet on the same file
What happens
Deposits arrive by card link or bank transfer, airline settlements and supplier invoices are paid from accounting, and refunds or credit notes are tracked in a spreadsheet.
What it costs
Nobody knows the real margin on a trip until month end, refunds owed to clients get forgotten, and debit memos from airlines arrive with no context.
With one system
Each trip file shows what the client has paid, what is owed to each supplier, what's been refunded and the margin left — reconciled as the work happens.
04Passports, visas and vouchers are scattered across chats
What happens
Passport scans come in on WhatsApp, visa appointment letters by email, vouchers are downloaded from extranets and sent from a personal phone.
What it costs
A missing visa copy or an expired passport is discovered at check-in, and sensitive documents sit in phones the agency doesn't control.
With one system
Documents are uploaded once to the traveller's profile with expiry dates, a checklist per destination and one place to send the final travel pack.
05Eid, summer and school-holiday peaks overwhelm the inbox
What happens
Enquiries from Instagram, WhatsApp, the website and walk-ins pile up in the weeks before a long weekend, and the fastest consultant gets the most work.
What it costs
Families who don't get a quote quickly book with whoever replies first, and there is no record of which campaigns or destinations actually produced bookings.
With one system
One enquiry pipeline with source, destination, dates, budget and an assigned consultant — with reply timers and a view of who is overloaded.
02Agency platform preview
What your agency system could look like.
The views a travel consultant, operations desk and owner would open every day. Each one is designed per agency in discovery — leisure, corporate, groups or all three.
- TF-2291Family of 4 · Tbilisi & KazbegiOption todayTicketed · hotel option expires today 18:00Ticketed
- TF-2288Honeymoon · Maldives, 6 nightsReadyVouchers sent · transfer confirmedVouchers
- TF-2284Harbor Trading · 3 staff to RiyadhCorporateQuote v2 sent · awaiting approvalQuoted
- TF-2279Couple · Baku long weekendTTL ThuDeposit received · ticketing limit ThuDeposit
- TF-2270Client 0412 · Schengen summer tripVisaVisa appointment booked · insurance pendingDeposit
- TF-2263Group of 9 · Bosnia road tripAbroadTravelling · returns SundayTravelling
Illustrative interface with sample data — your system is designed around your products, suppliers and team.
Illustrative demo · sample dataCan you picture your agency's trips on it?
Build your agency system03Solutions
The parts of an agency system — chosen for your agency.
Every lead quoted, nothing left on read
Enquiry pipeline
WhatsApp, Instagram, website, phone and walk-in enquiries arrive in one pipeline with destination, dates, travellers and budget captured — assigned to a consultant with a reply timer.
- Source and campaign tracking
- Assignment by destination or workload
- Reply timers and follow-up dates
- Enquiry-to-booking conversion
Every lead quoted, nothing left on read
Enquiry pipeline
WhatsApp, Instagram, website, phone and walk-in enquiries arrive in one pipeline with destination, dates, travellers and budget captured — assigned to a consultant with a reply timer.
- Source and campaign tracking
- Assignment by destination or workload
- Reply timers and follow-up dates
- Enquiry-to-booking conversion
Not every agency needs every module. We scope the ones your operation actually uses, and add the rest when you need them.
04AI inside the system
AI that does the travel desk's legwork.
AI in your agency system works from your own enquiries, trip files and supplier rates. It sorts, drafts and checks — your consultants decide and send.
AI never books, tickets, cancels or takes payment on its own. Quotes, client messages and refunds are approved by a consultant first, passport and visa data is only visible to the roles that need it, and visa decisions always rest with the relevant authority — the system just tracks the steps.
- 01
Enquiry triage
Consultant assignsSort this morning's WhatsApp enquiries.Each enquiry is tagged with destination, dates, number of travellers and budget, duplicates are merged, and the list is grouped so the team lead can split it across consultants.
- 02
Quote drafting
Consultant reviews pricesDraft a 5-night Georgia package for a family of four in mid-June.Builds a draft from your preferred hotels, recent DMC rates and held fares on similar files, with each component's net cost and your standard mark-up — flagged where a rate is older than your validity rule.
- 03
Deadline watch
What lapses in the next 48 hours?Lists ticketing limits, hotel options and allotment releases by file and owner, with the client payment status next to each so the team knows which to chase first.
- 04
Document reading
Staff confirm detailsA client sent passport photos for three travellers.Reads names, numbers and expiry dates into the traveller profiles for a consultant to check, and flags a passport that expires within six months of the return date.
- 05
Itinerary write-ups
Sent after approvalPrepare the final itinerary for TF-2288.Turns the confirmed components into a day-by-day itinerary with flight times, transfer details and hotel addresses, ready for the consultant to check and send with the vouchers.
- 06
Plain-language reporting
Which destinations made the most margin this Eid compared with last year?Answers from your own trip files with the figures and the files behind them, so the owner doesn't wait for someone to build a spreadsheet.
05A day with ORCHESTR
A peak-season Monday, two ways.
- 08:15One sorted enquiry queueWeekend enquiries are in one queue, tagged by destination and dates, with the unassigned ones at the top.
- 09:00Deadlines list on screenToday's ticketing limits, hotel options and release dates are listed by file, owner and payment status.
- 10:30Quote from componentsThe consultant builds the package from stored components and mark-up rules and sends a branded quote in one go.
- 13:00Documents on the profilePassports are on the traveller profiles with expiry checks; the missing one is already flagged with a request sent.
- 15:30Payments on the fileThe file shows the balance received by payment link and what's still due to the hotel and DMC.
- 18:00Travel pack sentThe client receives one travel pack link with itinerary, tickets and vouchers, logged on the file.
- 21:00Owner checks the dashboardBookings, margin and conversion for the day are on the owner's phone, by destination and consultant.
An illustrative day — every system is designed around how your team actually works.
06Integrations
Works with the tools your agency already relies on.
Integrations depend on what each provider exposes — we confirm every connection in scoping before committing to it. Names are examples of categories we work with, not partnerships.
- Messaging
- WhatsApp Business APIInstagram messages (where available)EmailWebsite forms
- Travel content
- GDS such as Amadeus, Sabre or Travelport (via API where your account allows)Bed banks and hotel suppliers (via API or export)DMC rate sheets
- Payments
- Card payment gatewaysPayment linksBank transfer reconciliation via export
- Accounting
- Zoho BooksQuickBooksXeroExisting travel back office (via API or export)
- Calendars & email
- Google WorkspaceMicrosoft 365 / Outlook
- Data
- Spreadsheets & exportsExisting databasesBI tools
07How we build your system
Built around your agency — not a template.
- 01
Understand your business
We learn how the business actually runs — people, tools, hand-offs and where time is lost — before proposing anything. - 02
Map your workflows
Every workflow is mapped end to end: who does what, when, with which information, and what should happen automatically. - 03
Design your system
Screens, records, permissions and integrations are designed around those workflows, and the scope is agreed in writing. - 04
Build and integrate
We build in stages and connect the tools you keep, so your team sees working software early and gives feedback as we go. - 05
Test and launch
We test with real scenarios, migrate the agreed data, set up roles and access, and onboard the team. - 06
Support and improve
After launch we support the system under an agreed arrangement and extend it as the business changes.
08Why it matters
What changes for the agency.
We don't quote savings we haven't measured. In discovery we baseline how your team works today, so improvements can be tracked against your own numbers.
Faster quotes in peak season
Consultants build from stored components and rules instead of starting each quote from a blank message.Fewer lapsed holds
Ticketing limits, hotel options and release dates are visible with owners, not remembered.Margin you can trust
Client receipts, supplier payables and refunds sit on the same trip file, so margin is known before month end.Safer handling of documents
Passports and visas live on controlled profiles rather than in personal chats.Any consultant can pick up a trip
The whole history of a file is in one place, so holidays and sick days don't stall a client.Clearer view of what sells
Destinations, products and campaigns measured by the bookings and margin they actually produce.
09Possible use cases
How different agencies could use it.
Examples of what we could build — not completed client projects.
A sales desk that keeps up with Eid
An enquiry pipeline, quote builder and trip files for a busy holiday agency selling packages to Georgia, Azerbaijan and the islands, replacing WhatsApp threads and a spreadsheet.
Policy, approvals and statements
Company accounts with traveller profiles, approval steps before ticketing and monthly statements per cost centre, connected to the agency's existing accounting.
Series departures that fill cleanly
Allotments, rooming lists, document collection and payment schedules for repeating group departures with dozens of travellers each.
One view across branches
Branch-level pipelines and trip files with shared supplier records, a central payments desk and a group dashboard for the owners.
FAQs
Travel agency questions, answered.
Hospitality & events
01Can the system connect to our GDS?
Where your GDS contract and provider allow API access, we can pull PNR details, fares and ticketing limits into the trip file. Some agencies prefer to keep booking in the GDS and only record references in the system — we decide which in discovery, once we know what your account exposes.
02We already use a travel back-office or mid-office tool. Do we replace it?
Not necessarily. Many agencies keep their back office for accounting and settlements and use ORCHESTR for the parts it doesn't cover well — enquiries, quotes, documents, deadlines and client communication. If replacing makes more sense, we'll say so and plan the move.
03How are passport and visa documents protected?
Documents sit on the traveller profile, access is limited by role and enforced on the server, and downloads can be logged. Where data is hosted and how long documents are kept are agreed with you in scoping.
04Does the system apply for visas?
No. It tracks each visa step — documents collected, appointment booked, submitted, decision — and prepares checklists and cover letters for your team. Submissions are made by your staff through the official channels.
05Can it handle refunds, credit notes and airline debit memos?
Yes, as records on the trip file: what was refunded to the client, what credit is held with which supplier, and any debit memo with the file it relates to. Settlement itself still happens through your existing accounting and airline processes.
06Will AI send quotes or confirm bookings by itself?
No. AI drafts quotes, sorts enquiries and reads documents, but a consultant reviews prices and sends anything to clients. Booking, ticketing and payments always need a person.
07Can we bring our client history across?
Usually, from your current CRM, back office or spreadsheets. We map client profiles, past trips and documents, clean duplicates and agree what moves before launch.
08Does it suit agencies with several branches or franchise partners?
Yes. Branches can have their own pipelines, staff and targets while sharing supplier records and reporting, with permissions controlling who sees which clients.
09How is a travel agency system priced?
It's quoted after a discovery call, based on the modules, integrations and number of users and branches. Hosting and ongoing support are agreed separately, in writing.
Start here
Let's mapyour agency.
Tell us how your consultants quote, book and service trips today. We'll show you how one system could connect it from enquiry to return.
- 01We get back to you to arrange a call.
- 02A focused conversation about how your agency runs today.
- 03If there's a fit, a written scope and quote — no obligation.
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