Uploading supplier rates

For: Agents (with the Rates Engine enabled) Where to find it: Sidebar → Supplier Rates

Many of your suppliers aren't on Tourium — but you already hold their STO rate sheets, fact sheets, and images. This feature lets you upload those documents yourself so Touri Chat can quote from them and the itinerary builder can use their content. Your uploads stay private to your agency: they are never shared with other agents, and rate values are never shown to the supplier.

Where to find it

Under Supplier Rates in the sidebar you'll find:

  • Upload Rate Sheet — upload one document, or switch the Single | Bulk import toggle to import a whole folder of rate sheets across multiple suppliers at once (see Bulk rate import).
  • My Rate Sheets — everything you've uploaded, plus rates shared with you. Its Upload Rates button asks How would you like to upload? — a single rate sheet or a bulk import.

Common tasks

Upload a single rate sheet

  1. Click Upload Rate Sheet.
  2. Pick the Supplier the sheet belongs to. This is your own record of an off-platform supplier — if it's the first sheet for them, click Add supplier and enter their name and contact email.
  3. Fill in the document details, including the expiry date, and upload the file (PDF, Excel, Word, CSV, or OpenDocument — max 50 MB).
  4. Tourium's AI extracts the pricing, exactly as it does for supplier uploads. Large documents can take a while.
  5. Review and confirm the extraction (the same review screen suppliers use).

There is deliberately no sharing step — agent uploads can't be shared with anyone, protecting STO confidentiality.

Bulk import several documents

Choose Bulk import to bring in many rate sheets — across one or several suppliers — in a single pass, sorted automatically by folder. This has its own full walkthrough: see Bulk rate import.

Browse your rate sheets

My Rate Sheets lists your sheets in a table. Use the View toggle above it to switch between:

  • Grouped by supplier (the default) — one row per supplier with a roll-up of their sheets, for example "24 sheets · 3 extracting · 1 failed", and the earliest expiry date among them. Click a supplier to expand it and see its sheets. Sheets not attributed to any of your suppliers are grouped under No managed supplier.
  • Flat list — every sheet in one sortable table with its name, supplier, type, status and expiry date.

Your choice is remembered next time. The filters above the table apply to both views.

Keep on top of expiry and supplier flags

The My Rate Sheets page includes a dashboard with two alert cards:

  • Rate validity — your uploads grouped by expiry ("Expires {date}" within 30 days, or "Expired {date}"). Expired sheets stay visible for your records but are removed from Touri Chat.
  • Supplier flagged outdated rates — if a supplier has claimed their Tourium profile, they can flag one of your sheets as out of date.

Use the Source filter (My uploads / From an agency) to separate your uploads from supplier-shared rates.

Use the rates in Touri Chat and the itinerary builder

Everything you upload becomes searchable in Touri Chat. Quoted rates are labelled by origin so you always know what you're quoting:

  • Your upload — from your own rate sheets.
  • Shared by {supplier} — from a rate share the supplier sent you.
  • Shared content — community content a claimed supplier has approved.

Fact sheets and images you import also feed the itinerary builder — the Add from suppliers picker and automatic day enrichment draw on this library.

When a supplier joins Tourium

If a supplier whose rates you've uploaded later joins Tourium and claims them, they can take over those rate sheets. If they choose to connect with your agency:

  • You're notified: "{supplier} now manages these rates — your copy was replaced with their version."
  • The sheets move to a Supplier-managed section on your rates page. You can still quote from them and use them in Touri, but the supplier now keeps them up to date — you can no longer edit them.

Suppliers may also review their rates without connecting, in which case nothing changes for you.

Good to know

  • The expiry date is the only thing that retires a sheet from Touri Chat — set it accurately when you upload.
  • Uploading a document that someone has uploaded before (byte-identical) processes much faster, because Tourium reuses the extraction.
  • If the same property ends up with valid rates from more than one source, Touri asks which version you want to quote and remembers your choice for the session.
  • You can correct a supplier's details. Choose Edit supplier on a supplier's row in My Rate Sheets (grouped or flat view) or on the review screen to change the Supplier name and Contact email; it applies to every rate sheet you have filed under that supplier. A corrected email reaches the supplier only if Tourium has not already contacted them and they do not manage their own profile. Otherwise only your own records change, and the message says so (Supplier updated in your records. Tourium's notice address was not changed.).
  • You can move a sheet to another supplier. If a sheet was filed under the wrong supplier, choose Move to supplier on its row in My Rate Sheets or beside the document name on the review screen, then pick the right supplier (or add a new one) and press Move sheet. Only that sheet moves; the supplier's other sheets stay where they are.
  • Suppliers are only emailed once you have finalised their rates, never when an upload starts. A supplier with a usable contact email is eventually notified that agencies manage their rates on Tourium — but never who you are, what you uploaded, or any rate values.
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