A trip is the agency working record. A proposal is the client-facing snapshot created from that trip when you are ready to show selected details. A final itinerary is created later from a published proposal when the trip is ready for traveler delivery.
Why proposals exist
The trip can contain draft ideas, internal notes, booking references, net costs, supplier details, staff comments, and unfinished edits. Clients should not receive that whole workspace.
A proposal lets the agency choose the days, stops, media, and client-facing fields that are safe to share. Publishing creates an immutable version, so later trip edits do not silently change what the client already reviewed.
Build a proposal
- Build or import the trip first.
- Review the working trip with the assigned advisor or manager.
- Open the trip's page and go to its proposals, or open Proposals and choose the trip under Build a proposal.
- Choose the active proposal disclaimer. If none is active yet, choose Use this text to add the standard wording, or Write your own.
- Choose what your client sees: the days, stops, photos, prices, confirmations, bookings and quote options to include. Internal notes, supplier costs and commission are never shown.
- Choose Create proposal.
- Choose Preview to check it, then Publish when it's ready to send.
- Choose Create client link and paste the link into your email to the client.
The proposal should represent a reviewed client option, not a scratchpad.
What clients can do
Clients receive a read-only proposal page with your logo and brand colors. Under the title, a summary shows the dates, the stays, each quote's price with what it covers, and how to reach the advisor, with a short note on what happens next. Clients can use the map, comment on a day or a stop, and Approve or Request changes from a bar at the top of the page on a computer or at the bottom on a phone, when proposal responses are enabled.
Clients do not get the full trip workspace. They cannot edit the trip, see internal fields, invite collaborators, use trip chat, fork agency work, or access private booking and margin details.
From proposal to final itinerary
Use the proposal while the client is reviewing options, asking for changes, or approving the itinerary. After the selected proposal version is ready for final delivery, choose Finalize itinerary from the published proposal.
The final itinerary keeps the same client-safe boundary. It can then receive a secure live traveler link, and later PDF or calendar artifacts when those exports are enabled. Later edits to the private trip do not automatically rewrite the proposal or final itinerary.
Multiple proposals from one trip
You can create multiple proposals from the same trip. This is useful for different travelers, revised versions, or alternative packages.
Keep each proposal version scoped to its intended client. Do not reuse a proposal link for another client when the selected content, notes, pricing, or disclaimer should differ.