AI Booking Import

You know that moment when a supplier confirmation lands in your inbox and you think "great, now I have to type all of this into my system"? That's exactly what AI Booking Import eliminates.

Paste the confirmation email, upload the PDF, or even drop in a screenshot — JourneyFuse's AI reads through it, pulls out everything it can find, and creates the booking record for you. Supplier name, dates, pricing, confirmation numbers, traveler names, flight segments, hotel details — all extracted in seconds.

It's not perfect 100% of the time (no AI is), but it's a whole lot faster than manual data entry. And you always get a chance to review before anything saves.

Where to Find It

You can kick off an AI import from several places:

• Dashboard — Quick add → Import Booking on your main dashboard
• Trips page — the AI Import button in the trip list header
• Trip detail page — import directly into the trip you're working on
• Quick Trip Entry — Start from a confirmation at the top of the Quick Trip Entry window (the New menu in the top bar) fills in the whole trip from one confirmation. See below.
• Onboarding — there's an import step when you first set up your account, so you can try it right away with a real booking

How It Works

The whole process takes about 30 seconds:

1. Provide the Booking Data

You have two options:

• Paste text — copy the body of a booking confirmation email and paste it in. Works great for most supplier emails.
• Upload a file — drag in a PDF confirmation, itinerary document, or similar file.

Hit Extract and give the AI a moment to work through it.

Supplier email already in your JourneyFuse Inbox? Open it and click Send to AI Import → Booking or invoice. It reads the email and its attachments without a forward. See Inbox & Messaging.

Importing from inside a trip or a proposal? There it's one box instead of two. Paste the email text, paste a link to a supplier's quote page, drop in PDFs or screenshots — or any mix of them, up to five files — and press Extract options once. You can paste a screenshot straight from your clipboard with ⌘V (Ctrl+V on Windows) anywhere in the window. While it reads, you'll see a card for each thing you gave it. A link brings in pricing, hotels and inclusions; for a supplier's day-by-day schedule, paste the link into the trip's Itinerary tab under Import → From URL instead.

2. Review What Was Extracted

JourneyFuse shows you everything it found, organized into fields:

• Supplier name and booking type (flight, hotel, cruise, etc.)
• Confirmation number — the supplier's reference code
• Dates — check-in/check-out, departure/arrival
• Pricing — pre-tax and total amounts
• Traveler names — who's on the reservation
• Type-specific details — flight segments with airports and times, hotel room types, cabin numbers, and more

Review each field and correct anything that looks off. Date formats and pricing are the most common things to double-check, since every supplier formats these differently.

In a trip or proposal, each option is a compact card: the photo, the title (click it to edit), a line with the supplier, dates and category, the price, and the commission and confirmation number. Everything else — subtitle, description, the base/taxes/fees breakdown, per-person pricing, highlights, flights and add-ons — sits under Details on the same card, and Expand all at the top opens every card at once.

Anything the import couldn't find that you'll want (a price, the dates, the supplier or a title) is highlighted in amber, and the bar at the top counts them — for example "2 fields to check". Jump to next takes you straight to each one, and a card opens its Details by itself when something inside needs filling in. When you're done, press Import, or ⌘Enter (Ctrl+Enter).

3. Save to a Trip

Choose where the booking should live:

• Add to an existing trip — pick the trip from your list and the booking slots right in
• Create a new trip — JourneyFuse creates a fresh trip and attaches the booking to it. Great when a new client sends you their first confirmation.

Click Confirm and you're done. The booking appears on the trip with all the extracted details populated, ready for you to fine-tune if needed.

When the Client Already Knows

Importing on the trip's Bookings tab (Add booking → AI Import Booking) shows Client already knows about this booking beside the Import button. Tick it for a booking your client made a while ago or already heard about from you. The import then skips the "new booking" email and receipts for payments already made. Reminders still ahead, like final payment and departure, go out as usual.

On a trip created with Client already knows about this trip, the box starts ticked, and the import never switches automations on, ticked or not. The booking can still fill in the trip's supplier workflow. When you turn automations on for the trip, its automations start then, and anything already due is held for you rather than sent late.

Keep the Confirmation on the Trip

When you import from a file (a PDF, screenshot or email file), the file itself is saved to the trip too, so you never upload the same confirmation twice. Just above the import button you'll see Save file to trip, ticked, with a choice beside it:

• Agent only (the default): the file sits in the trip's Docs & Tasks tab for you and your team. Your client never sees it.
• Client visible: the file also shows in the client's portal, the same as a document you upload yourself, including the "new document" email if your agency has it turned on.

When you import more than one file, each file gets its own Agent only / Client visible choice, so you can share one and keep the other to yourself.

Advisor Copy and Traveler Copy Together

Many suppliers send two versions of the same confirmation: an advisor copy (it shows your commission or net rates, or says "Travel Agent Copy") and a traveler copy. You can drop both into one import:

• JourneyFuse reads them as one booking, not two. Commission and booking details come from the advisor copy, and anything the advisor copy leaves out (a guest name, a second traveler) is filled in from the traveler copy. A short note confirms the two were combined.
• The advisor copy is set to Agent only, with the reason beside it ("Shows commission", "Marked as the advisor copy").
• The traveler copy is set to Client visible, marked "Traveler copy".

Check both before you import. You can flip either one. A few things stay Agent only on purpose: a single confirmation on its own, a file whose name or contents look like an advisor copy, and a scanned PDF or photo, because JourneyFuse can't check its wording. Two copies that both look like traveler copies (an original and a revised confirmation, say) are kept as separate bookings so you can choose which one is current.

Untick Save file to trip to skip it for that import. You can change your mind later from Docs & Tasks: Show to client shares a file you kept agent only, and the trash icon removes it. Pasted email text isn't saved as a file, since there's no file to keep. This works in every place you can import from a file: the trip page's AI Import Booking, the Trips page's AI import, the dashboard's Import Booking, and Quick Trip Entry's Start from a confirmation.

Several Rooms on One Sailing

Disney Cruise Line, and most other lines, send a separate confirmation for every stateroom, even when you booked the cabins together. When you import two or more confirmations that share the supplier, the ship (or resort) and the dates, JourneyFuse asks one question before the review step: How are they traveling?

The top line sums up what it found, for example 4 confirmations, same sailing · Disney Wish · cabins 9542, 9544, 9546, 9548 · $200 deposit each. Then pick one:

• One family, one payer. Every cabin goes on one trip with one bill. The card shows the deposit due now for all of them together ($200 × 4 = $800). The person you choose under Who pays? becomes the trip's client, so the invoice goes to them. Press Create trip to carry on to the usual review.
• Separate parties. Each cabin gets its own trip and its own bill, linked together in a group. Choose who pays for everyone under Who pays?: their cabin's trip then pays for the others, so the other families get no payment emails and the payer is billed for all of it. Choose Each party pays its own when every family pays for their own cabin. Press Create group and you land on the new group.

Who pays? lists every traveler named in the confirmations, with their cabin. If a group already holds cabins on the same sailing, a Group picker appears so you can add these cabins to it instead of starting a new group.

Importing more cabins later. The question also comes up when you use AI Import Booking on a trip that already has a cabin on that sailing (cabins 3 and 4 arriving a week after cabins 1 and 2). One family adds the new cabins to the trip you're on. Separate parties puts the trip's existing cabin and the new ones into a group, and the trip you're on can be the one that pays.

A confirmation you've already imported doesn't count as a new cabin: the same confirmation or cabin number updates the existing booking as before, and two copies of one cabin (an advisor copy and a traveler copy) are still read as one booking.

You can change any of this later. On a trip in a group, Paid by another trip? on its Payments tab sets or clears the paying trip, and the group's Bookings tab adds or removes cabins.

Start a Trip From a Confirmation (Quick Trip Entry)

When the confirmation is for a trip that doesn't exist yet, open New → Quick Trip Entry and use Start from a confirmation at the top. Drop in the cruise line's or supplier's PDF, a screenshot, or the email file, or choose Paste email and paste the text.

JourneyFuse reads it the same way the trip page's import does and fills in the form for you. It first switches the booking type to what the confirmation is (Cruise, Resort, Hotel or one of the Other types), whatever the window opened on. Then it fills in the trip name, dates, destination, status, supplier, confirmation number, money, commission, deposit and payment dates, plus that type's own fields: the ship, cabin, category, deck and dining time for a cruise, or the property, room type and rooms for a resort or hotel. Every field it filled carries a small AI tag. Change a field and the tag goes away, so you can see at a glance what you've checked. Nothing is saved until you press Create Trip.

The client. JourneyFuse looks for the lead traveler among your existing clients using their name and, when the confirmation prints it, their date of birth. It understands nicknames (Tim and Timothy) and keeps Jr. and Sr. apart.

• One client matches the name and birthday: that client is picked for you.
• Several clients share the name and the confirmation has no birthday: you get the list, with each client's birthday, so you can pick the right one or create a new client.
• Everyone with that name has a different birthday: JourneyFuse says so and offers to create the new client, birthday included, instead of guessing.

Payments. Under the deposit fields, Payment on the confirmation shows what the document said (paid in full, deposit paid, not paid yet, or not stated). When money has already moved, the payments are recorded from the confirmation when you save. Otherwise use the deposit fields as usual.

What happens on save. The trip is created, then the booking is added to it exactly as AI Import Booking on the trip page would add it: the ship and cabin, the day-by-day port schedule, every traveler, and the payments. Any cabin, ship or property you corrected is saved as you left it, and the details that import doesn't carry itself (embark port, room type, rooms, nightly rate, free-cancellation date, pay at hotel and a hold) are added to the booking straight after. More on the window itself in Quick Trip Entry. If the confirmation needs a second look, press Don’t import booking in the summary to keep what's filled in and save a plain Quick Trip instead.

Traveler Matching

Who becomes the client. On the Assign to Client & Trip step, JourneyFuse looks for the lead passenger among your clients first. Suppliers often print whoever they like first, so when the lead matches nobody, it checks the other adults on the booking and picks the one who is your client, with a note saying who it matched from. A couple booked under the husband's name still lands on the wife's client record when she's the one you keep as the client. You can always pick someone else.

Going Back keeps your choices. If you press Back on Confirm Import to change something, the client, the trip and Booking or Quote are still set when you return.

A trip needs a client for the travelers and the invoice. If Confirm Import shows No client on this trip, the passengers won't be added to the Travel Party and New Invoice stays locked until a client is attached. Click Choose a client to go back and pick one, or save anyway and use ⋯ → Attach client at the top of the trip later.

When a reservation has more than one passenger and a client is set, AI Import adds every one of them to the trip's Travel Party — not just the first name on the booking. If a passenger is already someone in your lead client's household, they're linked automatically. If they're not, they still show up as a named traveler on the trip; they just won't be tied to an existing contact record yet.

When the confirmation prints a passenger's date of birth, AI Import saves it on that traveler — and on their contact, including your lead client — but only where no birthday is on file yet; it never replaces one you already have. The birthday also keeps two people with the same name apart: a household member whose birthday is different is treated as a different person, and a date that looks made up (today's date, or a birthday in this year or last) is ignored rather than saved.

For any traveler who isn't linked to a contact, look for the small link icon next to their name in the Travel Party panel and click it. JourneyFuse checks the rest of your workspace for a matching client and, if it finds one, asks you to confirm before linking them — so you always get the final say before two records are merged.

Suppliers You Haven't Added Yet

When the confirmation is from a supplier that isn't in your directory yet, AI Import adds it to Suppliers for you as a basic card with just the name. The booking is linked to it, and the next confirmation from that supplier links to the same card on its own. After the save, a note tells you which suppliers were added. Open the card in Suppliers to fill in the commission rate, terms, logo and contacts. Every import, and every booking anyone adds by hand from then on, uses what you enter.

This works the same from every import: the trip page, a proposal, Send to AI Import from the Inbox, a forwarded confirmation, and the AI import button on the Trips list.

A few things never become a card:

• A supplier you hid. If you hid a card in Suppliers so nobody books under it, the import leaves the supplier as text on the booking. It won't bring the hidden card back or make a copy.
• Flights, transfers, rail and car rentals. A route like "Orlando to Athens" isn't a supplier. An airline the catalog knows, such as Delta, still links to its catalog card.
• Brands in the JourneyFuse catalog link to the catalog version, which comes with its perks, logo and booking details already filled in.

Adding suppliers needs an owner or admin. When an agent runs the import, the booking keeps the supplier's name as text, and an admin can add the card later in Suppliers.

Real-World Examples

To give you a sense of what this looks like in practice:

• Flight confirmation from an airline — AI pulls out each segment's departure/arrival airports, flight numbers, airlines, departure and arrival times, and the total fare. Multi-leg itineraries come through as separate segments.
• Hotel confirmation email — property name, room type, check-in/check-out dates, nightly rate, total cost, and confirmation number all get extracted.
• Cruise booking PDF — ship name, cabin number and type, sailing dates, port schedule, and pricing. These are often the most complex confirmations, and AI Import handles them surprisingly well.
• Resort or all-inclusive — property details, room category, meal plan inclusions, and pricing.

The common thread: the AI is looking for the same fields you'd manually enter when creating a booking. It just reads a lot faster than you do.

What Works Best

AI Import is designed for one booking at a time. Got a Disney confirmation for the hotel and a separate one for the dining plan? Run them as two separate imports. The AI does a much better job when it's focused on a single reservation.

The best source material is a complete confirmation email — the kind with all the details laid out. The more information in the original, the more the AI can extract. Forwarded emails with headers stripped or partial screenshots will still work, but you'll probably need to fill in a few blanks manually.

Tips for Clean Imports

1. Use the full confirmation email. Don't trim it down — more context helps the AI distinguish between similar-looking fields like "total price" vs. "deposit amount."

2. Double-check dates. Some suppliers use MM/DD/YYYY, others use DD/MM/YYYY. The AI makes its best guess, but a quick glance catches any mix-ups.

3. Verify pricing before saving. Especially with cruise and resort confirmations where there are taxes, port fees, and gratuities that may or may not be included in the extracted total.

4. Try it during onboarding. The import step in your initial setup walks you through a real extraction so you can see exactly how it works before relying on it day-to-day.

5. Don't fight it for bulk imports. If you're migrating dozens of client records from another system, use CSV Import instead. AI Import is for individual bookings, not mass data migration.

Looking to Import Clients Instead?

AI Booking Import is specifically for pulling booking details out of confirmation emails and documents. If you need to bring over a list of clients, leads, or contacts from a spreadsheet or another CRM, head to CSV Import for a walkthrough of the bulk import process.

Quotes From Outside Tools

If you build a quote in an outside tool — Cruise Complete, a consortium booking engine, a supplier's agent portal — don't bother emailing it to yourself first. Those tools often send as your agency domain, and if that domain hasn't authorized them, the message can be rejected before it ever reaches you. Save the quote as a PDF and run it through AI Import instead. See When a Third-Party Tool Can't Email You.

Agency Copies and Commission

An agency copy can include commission information that a guest copy leaves out. When the document states a commission amount or rate, AI Import can extract it with the booking details. Review those figures before saving; a missing figure does not mean zero commission.

Open the booking's Full booking editor and find Pricing & Commission to enter or correct the supplier commission. Use the stated amount or the supplier's commissionable fare. Taxes, port fees and noncommissionable charges may not earn commission, so do not apply a percentage to the whole client price without checking the source.

Expected commission is separate from the client price, money received from the supplier, and an advisor payout. Keep agency-only documents internal; use the supplier's guest copy for client-facing confirmations and receipts.

FAQ

Can I import the same confirmation twice? AI Import can update an existing booking when it matches the confirmation number. For a cruise on the same trip, it can also match the ship and sailing date. Review the existing bookings before importing, especially when several cabins share one sailing, and check the saved result afterward. Do not assume every repeated document will create a new booking or that every match is the one you intended.

What file formats does it accept? PDF is the most common and works well. You can also paste plain text from emails, which is often the fastest approach.

Does it work with every supplier? It works with the vast majority of standard booking confirmations. Very unusual formats or heavily styled HTML emails might need a bit more manual cleanup after extraction, but the AI handles most supplier formats well.