Revolutionizing Travel Operations: The Future of Quotation Management Is Here

In the fast-paced world of travel and tourism, operations teams are the backbone that keeps everything running smoothly. Whether it's an incentive house, a tour operator, or a destination management company (DMC), travel operations professionals handle the critical behind-the-scenes work that ensures a seamless experience for clients.

However, the industry has undergone significant changes in recent years—so much so that many traditional processes have become inefficient or outdated.

The Shift from Contractual Rates to Dynamic Pricing

In the past, hotels—particularly in Europe—would provide contractual rates valid for an entire year. These agreements typically outlined seasonal variations, with clear distinctions between peak and low seasons. This predictable pricing allowed travel planners to build programs and quotes with confidence and efficiency.

Post-COVID, however, many hotels have shifted to the Best Available Rate (BAR) model. This pricing approach is now applied across the board, whether the client is booking as a FIT, a group, or an incentive traveler. As a result, operations executives must now contact each hotel individually for every request, regardless of the travel date. For each itinerary, they’re required to manually reach out to multiple properties involved in the program, increasing both workload and turnaround time.

This shift isn't limited to accommodations. Transportation providers have also started adopting dynamic pricing models. In practical terms, this means that for every quotation request, operations teams must manually reach out to each transport vendor and hotels, wait for responses, and then compile a quote—before they can even begin pricing the rest of the travel program.

The Solution to Manual Work in Travel Quotation Processes

This is where Quotinc.com steps in. As industry professionals ourselves, we've experienced these pain points firsthand—and we've developed a solution to streamline and simplify the quotation process.

With Quotinc.com, operations executives can now send requests to multiple suppliers with just one click. Each supplier receives direct access to their respective quotation and can input their rates and details in real time. This not only significantly reduces turnaround time, but also minimizes the risk of human error and ensures that all quotations reflect the most accurate and up-to-date information directly from the source.

6-Steps to Faster, Smarter Travel Quotation

Step 1 : Create your Quotation in the Quotinc.com system

By clicking New Quote, you will be prompted to fill in the basics of the quotations such as traveling date, no of pax and destination

Step 2 : Select your suppliers

In the hotel section, select the hotels you wish to offer to clients

Step 3 : Click "Send an Invitation" Button

Click the "Send Invitation" after you have filled in the daily planner

You may also send request to other suppliers in your program by clicking the checkbox

Step 4 : You will be notified when your supplier has added their rates

Step 5 : Review and accept the rates

Step 6 : Send out your quotation to client

Your client will receive a precise, professionally presented quotation through a webpage link, complete with a PowerPoint presentation and an Excel file for easy review.

In an industry where speed, accuracy, and client satisfaction are everything, outdated manual processes can no longer keep up with the demands of modern travel planning. Quotinc.com is here to redefine how travel quotations are managed—bringing efficiency, clarity, and collaboration to the forefront.

By streamlining communication with suppliers and automating the quotation workflow, travel professionals can focus more on crafting exceptional experiences and less on chasing down rates. The future of travel operations is here—and it's faster, smarter, and simpler with Quotinc.com.