Last updated September 10, 2026
Start with a proposal containing as much information as you have available. Use the trip to keep the client's approvals, supplier bookings, and travel itinerary together as plans develop.
| Stage | What to do |
|---|---|
| Plan | Build the proposal with dates, options, descriptions, prices, and terms. |
| Approve | Have the client review and accept the proposal. |
| Book | Make the supplier reservations and complete the booking records. |
| Review | Check the combined trip itinerary before sharing it. |
| Add more | Create another proposal from the same trip for the new components. |
Include the information available now: travel dates, hotel or cruise details, flights, activities, pricing, payment arrangements, and terms. You do not need a supplier confirmation number or final commission amount to prepare a proposal.
Keep separate components clear. When the client is choosing between alternatives, present them as alternatives rather than implying that every option is included.
For a standard proposal, acceptance uses the linked trip or creates a trip when needed. Supported approved components generate booking records marked Not booked and contribute to the trip itinerary.
Not booked means the client approved the plan, but the supplier reservation still needs to be completed. Approval is not a reservation with the hotel, airline, or cruise line.
Review the result after acceptance. Descriptive text does not necessarily become a separate booking, and special proposal types can follow different rules.
After making the reservations, open the trip's Bookings and update the existing records with confirmation numbers, final prices, commission, payment dates, and supplier details.
You can also use AI Import Booking to import the supplier's advisor copy. Review the extracted information before saving.
An import can update a matching proposal-created Not booked record instead of creating another one. That update carries the available confirmation, room or cabin, payment, and commission details into the booking and refreshes its linked itinerary item. Matching depends on the trip, booking type, supplier or property name, and start date, and the confirmation import needs a confirmation number. When a record already has the same confirmation number, the import can offer an update to that record.
Do not assume every import found the intended booking or captured every field. Check the saved record for duplicates, missing details, and the correct commission. If more than one unbooked reservation matches, JourneyFuse asks you to identify the intended booking rather than choosing one. Open that booking, add its confirmation number, then import again.
Open Itinerary from the trip to work on the combined travel plan. Ordinary booking updates refresh supported details on linked itinerary items. Manually entered itinerary content and supplier booking records are not interchangeable in every field.
After importing or changing a reservation, check that the itinerary shows the correct dates and confirmation details. If something is missing, review the corresponding booking rather than assuming the import refreshed everything.
An itinerary belonging to an individual proposal option is different from the trip itinerary. It is intended for a separate version of the plan. Accepting an option with its own itinerary adds its content to the existing trip itinerary. Existing days, edits, and the trip share link stay in place. An empty option itinerary does not replace the trip plan. Use Open trip itinerary for the combined plan and Edit option itinerary only for that option’s separate day-by-day.
Open the existing trip, expand Proposals, and choose Create Proposal for the new hotel, transfer, or other components that need approval. Keep the previously approved components out of the new approval price unless you intend to quote them again.
After acceptance, review the new booking records and combined itinerary, then complete the supplier confirmation details as above. You do not need to delete an existing supplier booking simply to prepare a proposal.
Offer add-ons is a different workflow. It adds accepted extras to invoicing and does not run the standard booking and itinerary creation process. See Post-booking Add-on Offers.
Build the day-by-day plan in the trip itinerary. Open More itinerary actions and select Send for approval (proposal). This opens or creates an itinerary-led proposal, where you review pricing, payment arrangements, and terms before sending it.
Starting in the itinerary does not mean every freeform item becomes a priced booking. Review the proposal and the resulting bookings.
Choose a personal reminder schedule, preview the standard wording, and understand when proposal reminders stop.
Sold as one bundle at one price? Group it into a single booking that holds the price and commission, with hotels, tickets and transfers as components.
When a client accepts a proposal, JourneyFuse builds the trip itinerary automatically from the approved option — no double entry.