Your supplier libraries

Hotels, restaurants, transfers and activities, saved once at your rates and reused in any trip.

Four libraries hold the suppliers you work with: Hotels, Restaurants, Transfers and Activities. Each entry has an About section and photos for the client, plus internal notes and contacts that stay private to you.

Rates follow the way each supplier charges: room types per night for hotels, menus per person for restaurants, options per person for activities, and one price for the whole transfer rather than per seat.

A hotel keeps its board separately from its rooms, because that is how a hotel quotes: the room costs per room per night, breakfast or half board costs per person per night. Pick the board on the day and the client reads the plan by name with the right amount behind it.

If the supplier sent you a rate sheet instead, import it and the entry arrives with its prices already on it. Either way, once a supplier is in your library, it is available from the editor's side panel in any trip.

Adding a supplier

1. Open the library it belongs in: Hotels, Restaurants, Transfers or Activities.
2. Press Add. An AI search finds the place and fills in the basics, or you type it by hand. With a hotel you can also adopt one from the shared catalog.
3. Write the About section the client will read, and keep your notes and contacts in the internal fields they never see.
4. Enter your rates the way this supplier charges: room types per night, board per person per night, menus per person, options per person, or a price for the whole transfer.
5. Add photos. They travel into the proposal with the supplier.

The special cases

• A la carte dining: you book the table, the group orders and pays at the restaurant. The proposal says so, and the line has no cost for the agency.
• Who attends: a dinner or an activity can be for everyone, for the golfers only, or for the non-golfers only. Only the people who are there pay for it.
• Transfers: the label is what the client reads; the operator behind it stays internal.
• Flights: mark them booked by the client and they appear in the plan but stay out of your price.

When you place a supplier in a trip, its details are copied in at that moment. Change the supplier next season and the proposals you already sent stay exactly as the client approved them. When it is the record itself you want to fix, the day card's Edit in library link opens it directly. Each record also declares the currency its prices are in; placing a supplier priced in another currency than the trip prefills an editable estimate, covered in currencies.

Photos, sorted by what you are selling

A supplier record starts with a handful of photos. When the ones on a day card are not enough, the More photos tile on the card's photo strip pulls the full gallery for that place, and you pick the shots the proposal should carry.

A hotel's photos can be filed by category, the suites apart from the pool and the restaurant, either one by one or by selecting several and assigning them together. When you then pick photos for a day, the picker offers What you sell, which narrows the gallery to the categories matching the rooms on that day.

What the contract said

Terms sits under Documents on every entry. It holds the conditions behind the prices: what a fee includes, who is allowed to book it, how long it is valid. An import fills it from the document and keeps the original file beside it, and you can write in it yourself.