Why Travel Agents Should Use Technology to Automate their Travel Business

Consumers usually send requests to several travel agencies, and they hate to wait. Sales automation features of WebCRS Travel help to respond to clients’ inquiries faster. Because immediacy and urgency in sales are critical to a travel business’ survival. A complete system for travel agencies and tour operators can automate and speed up many actions. These include reservation management, creation of tours and complex travel packages or groups, booking of travel products from third party suppliers and global distribution systems, and communication with suppliers. An ideal travel management system should cover the entire sales process, ensure a wide choice of inventory options, and provide the smoothest booking experience for employees.

WebCRS Travel quickly searches for the necessary travel products in the company’s inventory or with suppliers. The agents also need the ability to compare prices. WebCRS Travel’s advanced supplier modules allow accessing various products from all service providers available at the moment on the product search interface instead of logging into each one’s system. Access to the latest special deals and packages instantly makes the offer more competitive. Moreover, the system can automatically email inquiries to suppliers so they can quickly confirm availability. Upon their confirmation, it would automatically send quotes and itineraries to the customers and confirmations to suppliers.

WebCRS Travel calculates all prices, discounts, and special offers automatically. Travel agents and tour operators can create a package, tour or group itinerary by combining components previously created in the travel system and automatically extracting photos and descriptions. Instead of creating a reservation from scratch, they can use templates for similar reservations. WebCRS Travel will then calculate the net prices based on component costs, add a margin, and produce the selling price. 

If dates and services in the itinerary are changing, the time to create an offer and itinerary increases. However, with WebCRS Travel, this task requires little effort from the agent. After they’ve inserted a service description once, the system will use that content to create the entire document automatically.

Invoicing is another area where manual workflows cause delays and inefficiencies. WebCRS Travel enables invoice generation and processing virtually without any human intervention. Once the customer confirms your booking, the software will automatically create and send the invoice and voucher to them.

If a travel agency, tour-operating, or another business takes inquiries only during working hours, it loses many potential clients. Automated communications can solve the problem, being able to reply to customers 24/7. Faster quoting with appealing, fully customized travel itineraries in the customer’s language increases conversion rates. Specialized travel software facilitates simultaneous sending of multiple product offers and the creation of coupon codes, early booking discounts, special offers, and last minute offers.

With automated operations, the number of reservations that employees can manage may increase tenfold. Instead of reaching out to each potential customer separately, specialized software allows for automated email communication from within its interface. The entire interaction with clients and suppliers happens inside the system, becoming fast and error-free. An automated series of customized emails can increase the inquiry-to-booking conversion rate.

Automated travel systems help nurture customer relationships. They can automatically send travel info, collect customer feedback, and use state-of-the-art web marketing tools. The software helps conduct loyalty programs to stimulate more purchases. Businesses can add and remove products from the programs, define the value of points, count the points earned by travelers, and enable them to redeem those points on the next purchase.

Customer follow-up is typically time-consuming, but travel sales and marketing software do it automatically in the background. The sales team can set up a series of emails to be sent every few days until a customer replies. Automatic follow-up emails may potentially result in a 10-15% revenue increase.

Tailored upselling emails can further boost sales. For example, if someone booked a hotel in Paris, the company may automatically suggest local activities and events taking place during the stay. The product offers based on a customer’s purchase history will increase bookings as well.

WebCRS Travel streamlines every procedure, from bookings to yearly reports. Machines can carry out high-volume and repetitive tasks quicker and more accurately than humans. Searching, data collation and analysis done by machines save the employees’ time on the initial tasks and minimizes errors and inaccuracies. Through WebCRS Travel a lot of communication with customers and suppliers can be automated e.g., automatic inquiry emails, invoices, reminders, alerts, etc. This frees up human resources for more meaningful and creative tasks.

Travel ERP solutions also take over the time-consuming creation of reports. They rapidly process large amounts of data and present information about key performance indicators in readable formats. The exact numbers of business intelligence further help improve productivity and efficiency. Employee performance reports compare the revenue generated by each employee and identify those who achieve the best margins. Management can use this data to reward and motivate employees.

Thanks to automated communications and sales operations, employees can handle more leads and bookings. This means companies can do more business with the same staff. WebCRS Travel’s operations module replaces countless Excel files. Management has a clear centralized overview of all booked services and products and all assigned and unassigned reservations. They can quickly identify unconfirmed reservations, assign reservations to specific employees, notifying them instantly, and track their ongoing status. Availability reports help prevent overbooking situations or signal when additional inventory is needed.  Companies can also increase efficiency by automating accounting processes. WebCRS Travel makes it easier to bill the customers, verify invoices sent by suppliers, and track all invoices and payments. 

WebCRS Travel provides accurate reports on almost any key performance metric, empowering management to cut costs across the enterprise. Any intelligent automation results in cost savings of 40-75%.

You may have difficulty finding something in your inbox or Excel and Word files in several local folders, or assigning the task to another person. WebCRS Travel allows for smoother interaction with customers and suppliers within the system and keeps all sales documentation in one place. WebCRS Travel automatically tracks all relevant client information, empowering companies to create in-depth customer profiles. When the data about their travel policies, service fees, and discounts are readily accessible to all involved persons, it positively impacts many workflows. Travel companies can also maintain travel agent records and define commission rules in WebCRS Travel.

If you are creating and sending invoices manually, an error might cause trouble. If you invoice your customer incorrectly, you’ll have to resend the corrected invoice, apologize, resolve possible complications, or even lose the customer for good. Automatic invoice generation and processing decrease the possibility of errors. You can also set due dates and automatic payment rules for supplier invoices. The feature will prevent overdue payments and improve your relationships with service providers. The management of accounts payable helps to view total debt owed to suppliers and check outstanding balances with everyone. 

WebCRS Travel provides insightful reports on business performance and profitability. Accurate reports on sales, marketing, products, suppliers, customers, and employees help find critical spots, improve productivity, and drive enterprises in the right direction.  You can link each supplier invoice to a specific tour, group, or package to see the exact profit. Insights into revenue achieved for each supplier may help to renegotiate a better commission from them.

CRS Technologies is India’s leading provider of intelligent business solutions to DMCs, Tour Operators, Travel Agencies of all sizes to operate profitably, adapt continuously and achieve their purpose.

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