Custom Technology & AI for Travel & Hospitality

A multi-brand tour operator was managing hundreds of bookings per year across two legal entities, fourteen regions, and multiple tour types — all through a patchwork of spreadsheets, manual email sorting, and scripts that only one person knew how to run. Hotels, equipment, transport routes, guides, pricing — every data point lived in a different file. Creating a single booking meant touching five spreadsheets and manually cross-referencing availability, pricing supplements, and seasonal rates. Invoicing was done by hand. Tour documents were assembled one by one. There was no central view of what was booked, what was paid, and what was coming up.

We scoped and built a centralised operational platform from scratch — a 23-table relational database with 62 linked relationships, importing over 15,400 records across hotels, hotel rates, equipment, tours, transport routes, vendors, and locations. We built a custom booking interface designed around how the team actually works. Dual-entity billing logic separated revenue and costs between the two legal entities automatically. Full pricing fields handled base rates, seasonal supplements, room changes, extra transfers, and currency conversion. Invoice registration tracked amounts, payment dates, and sending vs. receiving across both entities.

The system went from scope to working prototype in two weeks. Every item from the testing feedback was within contracted scope. No change orders. No surprises.

The same operator was producing nine different operational documents for every booking cycle — accommodations briefs, group manifests, equipment rental sheets, proforma invoices, luggage tags, accounting summaries, tour detail packs, transfer dispatch sheets, and guide assignment documents. Every single one was assembled manually: copy from a spreadsheet, paste into a template, adjust the formatting, export to PDF, email it to the right person. Multiply that by hundreds of bookings per season.

We built automated document generation for all nine templates — branded with the operator’s logos, colours, and fonts — triggered directly from the booking record. One click, nine documents, zero manual assembly. We replaced three legacy scripts (that required a developer to run in a cloud notebook) with self-hosted workflow automations on a schedule: transfer consolidation flags opportunities automatically, booking cost calculations generate cost lines without human input, and reporting aggregates into dashboard views instead of manual exports.

We added automatic calendar creation with bidirectional sync — every booking creates calendar events that update in real time. We built a season operations dashboard, booking calendar, transfer calendar, equipment preparation lists, daily luggage checks, and payment queues for both suppliers and guides — each with entity classification so the finance team always knows which legal entity is paying or receiving. Four role-based views (Sales, Marketing, Bookings, Management) give each team exactly what they need and nothing they don’t.

The full build was structured as six two-week sprints with milestone-based payments tied to deliverables. A checkpoint after the first two sprints let the operator evaluate a working foundation before committing to the full build. Launched with a 90-day warranty and documented handoff.