Voyager Travel Tour Builder

The challenge

Before

Voyager Travel is a Sydney-headquartered bespoke travel operator selling premium itineraries through Australia and Europe to mostly North American clients. Their internal quote-and-itinerary tool had grown over years into a spreadsheet-driven monster — consultants assembled 14-day itineraries from a regional supplier sheet, costed them by formula, and produced client-facing itinerary PDFs through a slow Word merge. Conversion was healthy but quote turnaround was averaging three working days, and the team was missing high-intent inquiries that needed faster response.

• Quote-and-itinerary assembly through spreadsheet-driven internal tool
• 14-day itineraries built by hand from regional supplier sheets
• Client-facing itinerary PDFs produced by slow Word merge
• Three-day average quote turnaround missing high-intent inquiries
• Supplier pricing drift not caught until client confirmed
• No way to visualize an itinerary on a map during co-design with client
• Consultants splitting attention between Excel, Word, and supplier emails
• Margin variance across consultants because cost logic was applied inconsistently

The solution

What we built

We designed and built a visual tour-building tool calibrated to how Voyager consultants actually plan trips. Consultants drag and drop destinations onto a map, layer in suppliers (accommodation, experiences, transfers, guides) with live pricing, and see the itinerary shape and total landed cost emerge in real time. The map view doubles as a co-design surface during client video calls — consultants share their screen and clients see their trip take shape. Supplier pricing is refreshed nightly, with manual override available for negotiated rates. Itinerary documents generate on demand in the firm's branded template, with the option to share a live link that updates if the itinerary changes pre-confirmation. Margin logic is consistent across consultants because the cost model is built in. The team retains all creative judgment on what to include; the tool removes the assembly friction.

How the system flows

1. New Inquiry→Brief Capture→Consultant Assigned
2. Destination Drag-Drop→Map Visualization→Itinerary Shape
3. Supplier Layer (stay / experience / transfer / guide)→Live Pricing
4. Co-design Video Call→Shared Map View→Real-time Updates
5. Itinerary Document→Branded Template→Live Link or PDF
6. Confirmation→Booking Workflow→Supplier Notification
7. Margin Watch→Consistent Cost Model→Variance Alerts

• Live shared link updating if itinerary changes pre-confirmation
• Nightly supplier pricing refresh with manual override for negotiated rates
• Co-design surface during client video calls instead of after the call