Quote to Book

For: Agents Where to find it: Sidebar → Quotes (seat-holders) · Billing → Add-Ons to switch it on

Quote to Book turns the rates already in your managed inventory into a priced client quote, keeps every round of revisions as its own version, and sends the result as a branded PDF. You price from the rate sheets you hold rather than re-keying them into a spreadsheet, so a quote reflects what your suppliers actually gave you.

It is the client-facing counterpart to the Rates Engine, which is what gets those rates into Tourium in the first place. Quote to Book requires it.

What it does

  • Quoting from your own rates. Add a stay, transfer, activity or flight to the Itinerary and Tourium prices it from your rates for those dates and that party — including seasons, child bands, single supplements and levies. The selling price is the one your rates team set in the Rate Manager, so every consultant quotes the same room at the same price. See Building the itinerary and Pricing a quote.
  • Versions. Every round of changes opens a new version. The version you sent stays frozen exactly as the client received it, so "what did we quote in March?" always has an answer.
  • Branded PDFs, sent from Tourium. A quote goes out as a PDF on your own logo, colours and font. See Branding your quotes below.
  • The rate-gap worklist. When a line cannot be priced — no rate for those dates, a missing child policy, an occupancy your sheet does not cover — Tourium records it as a rate gap instead of silently guessing. The worklist collects them so somebody can go and fix the underlying rate sheet.
  • Optional lines. Mark a line optional and it is quoted with its own price but excluded from the quote total. It prints in a separate "Optional extras" section below the total, so a client sees what an upgrade costs without it inflating the headline number.

What it costs

Quote to Book is billed per seat, and the first seat costs more than each additional one:

Seats Monthly
First seat R2,499
Each additional seat R999

So 3 seats is R2,499 + R999 + R999 = R4,497/month, not 3 × the first-seat price. Prices are VAT-inclusive and may change — the Billing page always shows your actual total before you confirm anything.

Seats are separate from your plan's ordinary team seats, which cover logging in and using the rest of Tourium.

Turning it on

  1. Go to Billing and find Quote to Book in the Add-Ons list. It requires the Rates Engine; selecting it switches that on too if you do not already have it.
  2. Switch it on. A dialog asks you to choose the team members who should get a seat, and shows what your add-ons will come to per month before you commit.
  3. Confirm. Quotes appears in the sidebar for seat-holders.

You can also enable it during signup. The agent guided setup has a Quote to Book step where you pick the seat-holders and set a default sell currency and default markup percentage; those two are used to pre-fill every new quote, and you can change them on any individual quote. The default markup also becomes your Organisation default selling rule, so quotes are priced from day one.

Switching the add-on off removes all seats immediately and stops its billing from your next cycle. Quotes you have already built are not deleted.

Who needs what

Two different questions decide who can do what: do you hold a seat, and which permission do you have.

To do this You need
Open Quotes and build, price, version or send a quote A Quote to Book seat, plus the Manage quotes permission
Work the rate gaps worklist The Manage rate sheets permission — no seat needed
Grant or revoke seats The Manage quoting seats permission (owners and super admins have it automatically)
Edit the brand's quote branding The Manage brands permission (owners and super admins have it automatically)
Set selling rules, pricing settings and limits, answer approvals, see everyone's pricing reports The Manage pricing permission (owners and super admins have it automatically; it is not an Admin default)
See cost, commission and margin on a quote Nothing extra — everyone in your agency sees them. The client's PDF never does.

The rate-gap split is deliberate. Fixing a gap means editing a rate sheet, which is a rates job — usually done by somebody who holds no quote seat at all. Putting the worklist behind a seat would have hidden the work from the only people who can do it.

Managerial roles bypass the permission checks, so an owner always sees everything. A seat, on the other hand, is billing — managerial roles can reach the quoting screens without one, but ordinary team members cannot.

Building the itinerary

A quote is a table headed Itinerary, with one row per stay or service. Click Add a stay and fill in the row:

  1. Choose the dates (From and To). Nights and the To date follow each other, and changing From keeps the length of the stay.
  2. Search your properties under Property and choose a Rate. The list shows the price a night, any deal it includes (such as Stay 4, pay 3 or Early booker) and marks the Cheapest. Cost and margin show alongside.
  3. Set the guests: Adults, Rooms and Child ages.

Press Enter to add the stay. The editor stays open on the next one, starting the morning the last ends, so you can type a whole itinerary in one go; Esc stops. For a stay with different kinds of room, use Add another kind of room: each room has its own guests and rate, and they save as one stay with a Stay total.

For anything that is not a stay, click Add a transfer, activity or flight: choose the Date (and Days), the Provider, the Service, then one of its Rates. Each rate shows whether it is per person, per vehicle or per service and the party size it fits. These are priced from the selling prices your rates team set on those service rates, exactly as stays are. For anything your rates do not cover — a charter flight, a negotiated price — use Add something typed in, with its own cost, Markup % and quantity.

While you build, the quote checks itself. A timeline above the table shows each stay, and a row warns when a night has no bed (No bed booked for the night before this stay), when it overlaps the stay above, or when it falls outside the trip's dates. A row also counts the things to check that pricing raised.

Other things you can do on the table:

  • Drag a row to reorder it, or use Move up and Move down.
  • Remove a row. Instead of a confirmation, a message offers Undo.
  • Adjust a stay by a percentage of the price your rates team set (0 puts it back), or choose Set a price and type the selling price you want. The row then shows Your price and the Rules price; Back to the rules' price undoes it. A price outside your limits asks Why this price?
  • Change the quote's travellers and Tourium offers to re-price the stays priced for the old party (Re-price them), keeping their dates and rates, or Leave them.

On a phone, each stay is a card instead of a table row.

Pricing a quote

Where a line's price comes from

When you add a property or service, Tourium prices the line through your agency's selling rules. The Markup column says where each line's markup came from:

Label Meaning
From your Rate Manager A price your rates team set in the Rate Manager covers this rate. This is the normal case.
Off the selling price A special's discount, taken off the row's selling price.
Quote default The quote's own default markup.
No selling price No price in the Rate Manager covers this rate, so the line has no price and the quote cannot be sent. Choose Request selling price to ask your rates team to set one; the row then reads Rates team asked. A rate never falls back to selling at its rack price.
At cost A levy, park fee or tax, passed on at exactly what it costs.
Line markup A markup set on the line itself — for example a line you entered by hand with its own markup.

Levies, park fees and taxes the rate does not already include are added to the total at cost, converted at the quote's exchange rate, and never marked up or discounted.

Open How this is priced on a row to see what each price was built from: the supplier's rate (STO or rack) with a link to the rate sheet, the commission, the cost, the GP margin and the Rate Manager price that set it.

Changing a line's price

Sometimes a client needs a better price. On a draft version, open a line's menu and choose Change price. The dialog shows The rule's price (and Your cost, if you may see it) and lets you set the new price as:

  • A price — the exact selling price you want.
  • A discount — a percentage off the rule's price.
  • A margin — the margin you want to make.

Add a reason under Why. It is needed when the price is outside what your role may do on its own, and it is what the person approving it reads.

A changed line shows a Your price badge, with Rule: … beside it so everyone can see what the rule would have charged. To undo it, choose Use the rule's price from the line's menu.

Discounting the whole quote

Under the totals, enter a Discount off the whole quote (%) and click Apply. The discount comes off the total, so every line still shows the price its own rule produced. Levies and taxes are not discounted. A discount outside your limits needs a reason, just like a line price.

Limits and approvals

Your agency can set, per role, how far a consultant may move a price on their own — a maximum discount or increase, and a minimum margin per line and per quote. What happens when you go past a limit depends on your agency's setting:

  • Allow it and tell a manager — the price goes through and whoever manages pricing is told.
  • Hold it for approval — the line shows Waiting for approval (or, for a whole-quote discount, "This discount is waiting for approval"). Until a manager answers, the quote is priced at the rule's price and cannot be sent. You are told the answer in Tourium and by email. If the price is rejected, the line goes back to the rule's price.

Changing a line again cancels any approval it was waiting for. Owners, super admins and anyone with Manage pricing are never limited. See Approvals.

Cost and margin

Everyone in your agency sees the Cost, commission and GP margin on a quote, so a price can be checked against the rate sheet it came from. The client's PDF shows selling prices only.

Sending a quote

  • Reply to. The send dialog has a Reply to field that opens on your own address, so the client's reply comes to you. Change it to send their reply elsewhere; leave it blank and it still goes to you. Emails Tourium sends with no person behind them use your organisation's contact email instead.
  • Every line must be priced. If a line has no selling price — most often because the quote has no exchange rate for a currency it needs — the total reads Total incomplete and the quote cannot be sent until you add the missing rate.
  • Nothing may be waiting for approval. A price or discount waiting for a manager holds the send.
  • Validity. When a quote is sent, it is stamped Valid until a date: the date you typed on the quote, or otherwise today plus the number of days in Pricing settings (14 unless your agency changed it). The date prints on the PDF and in the email. Overnight, Tourium marks a sent quote whose date has passed as Expired.

After sending

Out-of-date quotes

A sent quote never changes by itself — but the world does. Each night Tourium checks every sent or expired quote against today's prices. If a line would now price differently, it gets an Out of date badge, and the quote shows a banner saying which prices moved and why: the supplier's rate, your pricing rule, your commission or the exchange rate.

Click Re-quote at today's prices to create a new version priced as of today. The new version opens with a What moved summary showing, line by line, the old price against the new one. The version the client already has stays exactly as it was.

When the trip is booked

When the booking made from an accepted quote is confirmed, the quote moves to Confirmed. If that booking is later cancelled, the quote moves to Cancelled. Neither is set by editing the quote — they follow the booking. Both show as a status badge on the Quotes list, on the quote itself and on the quotes panel of a lead or contact: Confirmed in the same colour as Accepted, Cancelled in the same colour as Declined and Expired. See Bookings and invoicing.

Branding your quotes

Quotes go out on your brand, not on a Tourium default. Set it under Organisation → Brands → Document Branding: a logo, a primary, secondary and accent colour, and a display font. The preview on that card shows roughly how the top of a quote will look.

If you also have the Itinerary Builder, quotes are rendered from that brand's default itinerary template instead, so a quote and a proposal look like they came from the same company. What you set under Document Branding is then the fallback, used if the Itinerary Builder is ever switched off.

With neither configured, quotes use Tourium's own palette. They are presentable, but they are not yours.

Good to know

  • A sent version is frozen. To change anything after sending — including re-pricing a line that could not be priced — open a new version. The client's copy stays exactly as it left.
  • Optional lines never move the total. There is no second "including optional extras" figure anywhere, on purpose — a quote has one number.
  • Rates of exchange are set per version. A multi-currency quote records the rates it was priced at, so re-pricing later is a deliberate act rather than a surprise.
  • A PDF that fails to render can be retried from the quote without rebuilding anything.
  • Stay/pay offers ("stay 4, pay 3") only count and free up nights that fall inside the offer's own validity dates, even when the rate itself runs longer.
  • Seat charges appear on the Billing page as an add-on line item, and one-off prorated charges show under On-demand charges on the Invoices page.
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