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Travel receipt format for Public Relations

hey guys this is Nikki your gold consultant um today what I'm going to cover is travel Joy so once you get a booking your first booking I'm going to show you exactly what's next specifically on travel Joy so if you don't have a travel Joy account yet make sure you get that taken care of I will share my code in the comments so go ahead and make sure to use that link so that you get 50% off your first three months I think normally it's $30 with the code that will be in the description it will be 50% off so essentially $15 your first three months by that it'll be a no-brainer because you'll see how easy it makes your life so um I'm going to go ahead and share my screen we're going to walk through this together so if you watched the first travel Joy video I kind of gave you an idea of how to navigate travel Joy but I'm going to repeat a few things just to reiterate and make sure things are done right the first time so this is your dashboard right this is essentially your back office so in order to add a new client you're going to go to client I'm going to say John Smith is my client all right and then I'm going to use um let's just say his email is John smith1 1234 at gmail all right then I would add his phone number and this is all for records right like for your benefit I leave this blank but then what I do is I add a tag right so if it's someone that I connected with on Facebook I'll make note of that if it's a friend referral I'll put referral and then whose name right that's really all I fill out right now um you can go ahead and you know I would maybe recommend adding important dates in there later you can go ahead and update travel preferences later passport info all of that jazz but right now I just want you to create the contact so we created John now we need to create a trip so assuming this is just an individual booking and not part of a larger group I'll cover that first so oops I'll go to create trip I'm going to search for John Smith name of the trip so again you can change this later you can also change the photo right if they're not going to an ocean I would recommend changing the photo to where they're going and you can easily just pull a Google image up and then save it to your desktop and change the photo so um John Smith goes to veg let's just say that's where he's going trip starting date so you're going to want to in put this info so let's say it's the 19th through the 22nd destination Vegas Travelers let's say it's two and say that our budget was 5,000 all right that's what you're going to fill out I'll show you an example as well how to change the photo so I'm going to type in Vegas strip go to images and then I'm going to save this photo save image I have a Macbook so if your screen looks a little different that is y name it so I can find it I'm going to go back to choose photo can also pull images from here so all right so let's do that one I did save a photo but doesn't hurt to use that as a background all right create trip so now his trips created so if I go back to the dashboard my main dashboard when I sign on John Smith goes to Vegas right now I'm in followup because I already had the consultation this is really just for you guys right so this one I actually need to change to tripbook this one is followup that is on the client trip book we're going to Archive her um and then those stay where they're at right now so let's go back to John Smith right if I click on John Smith this brings me to now his profile normally if there's more than one travel traveler I'll ask them to send me the additional traveler information and I can copy them on all the emails so that they both have visibility so um one of the things I would do for this specifically is this is how you're going to make a proposal so you're going to get yourself set up first we're going to start with smart proposal because then you can eventually turn this into an itinerary based on the decision that they proceed with right so proposal title you have to rename it John Smith goes to Vegas uh um we'll add this later we already changed the photo but you can go ahead and do that here as well and then this on mine it autoaves see how it says last saved you want to make sure this setting shows if it doesn't then we'll have to troubleshoot that but mine has always kind of been like this so I'm hoping that it's like that for you guys as well now as far as the proposal what that looks like I'm going to add three different sections or actually five so this one you can always change it later but assuming it's a flight in a hotel I usually do all the same flight right I make sure um that they're okay with that so after I collect the deposit I'll say hey I'm looking at these flights are you good with the time right um that way it's a team approach so flights I'll leave the D the date blank section name so this is going to say option one I'm going I kind of just do the same thing as we mentioned or as I mentioned in some of my other videos three different options of good better best right and then this is going to say add-ons so you're going to give them the option but then they can also add on things like Insurance add-on Transportation unless that's something that's already been covered on your call then what you're going to do is for flight you're going to go to flights and if they're on a Non-Stop you're going to have two right if it's a multi-city trip it'll look a lot different but this is just one destination that we're covering today so if you have any layovers you'll add additional flights right and I'll show you how to do that in a bit but essentially you just do the same thing right and you're really just plugging and play so after you get to your quote again we'll get that to that in a bit you'll go ahead and fill this information out and it'll autop populate for you you don't need to fill this out that's really just for you so then option one this is really just lodging all right flights I usually just keep the same it's easier on everyone again just to reiterate I confirm um if they're okay with that because the flight option is going to change the price so if they're not okay with it you might as well get it out of the way in the beginning so that when you have your proposal meeting you're off to a good start now here I'm going to say Transportation options Insurance options oops all right so now if I preview my proposal just so you guys know what it looks like right this will get set up in a bit but it auto summarizes everything for me on the right side so this is how all the proposals will look now we're going to add Det details in a bit but flights right I'll add this info option one option two option three add-ons and then the fun stuff begins right now that we have our lay of the land so if I go back to his STP right on the top left I click his STP and I look under files it shows the proposal there right I haven't sent it so it's still in draft status once it's sent you will send that on the day of your proposal call once you get them on the phone you don't want to send it before you want to walk through it with them right so they're opening it right after you get on the phone get on the phone and you say hey I'm going to go over I'm going to go ahead and send you that proposal so we can walk through it together so now what I'm going to create is an invoice right I'm going to set us up success with the invoice so this assuming you collect a retainer deposit that item is going to be here my retainer is 100 right now so I'll add the description a bit and you guys can go ahead and use that same description for yourself unless you modify your services or us offer something different right but essentially you just want to reiterate um oh yeah you want to say retainer deposit credit and then you're going to say paid in full credit towards trip non refundable you want to make sure you cover all your bases as far as getting screwed over on the back end with money right so non-refundable if someone calls God forbid tries to dispute the charge you're covered then what you're going to put here is you're going to put travel planning rate you can move things around later I'll send you this info and then whatever your info is you're going to go ahead and put that like whatever fee you charge so mine's 500 right now so see how now the difference is only 400 right then I'm going to add the package so right now we're doing flight and hotel I'll add the details later and then cross um CC processing see how there's two fees and a credit but when you look at it it doesn't look like there's two fees off the bat because you're using this as a rate right a flat rate of 500 right processing fee can change depending on the admin fee right depending on um yeah really essentially admin fee you're only charging them that for the admin fee and that's going to be three 3.5% right so you can even put that in the notes 3.5% of um so you could say a trip you could say have travel planning rate um I haven't figured out how I want to navigate that yet because I recently started implementing this but if I was to calculate the math of actually it's 400 because we already did that credit right no actually you're going to get screwed if you don't do that so 500 they have questions later we'll deal with it so 500times .35 that's $17.50 that I'm pawning off to them so I don't eat those charges okay so this is what they're at now you can create a payment schedule some people will want to just do a deposit and then a final payment some people won't know if they want to do a payment plan yet and that's okay you can figure that out later the most important thing is that you're going to want to put the deposit on the day of the proposal right it creates urgency it's also once you set up your tasks in the back office of travel Joy specifically you can automate tasks to push out certain emails so that you don't have to do the following up and they'll just keep getting reminded and see that notice um and it'll already be automated for you now when it comes to the final payment date so whatever the supplier is right whatever supplier you use some suppliers be aware that they might not all allow just a down payment if you're using a wholesale it has to be paid in full right so if you're doing my Evo Rewards or downtown travel um you're going to have to pay those in full and that's a different video but um if we're using VX as an example and one of the suppliers in there assuming that the trip isn't happening like next month you will get a breakdown and I'll show you that in a moment so we're going to come back and we can go ahead and edit this later so when I preview it set deposit amount so let's just put the deposit as 100 and then we'll edit it later all right so this is what it looks like now the invoice so after the proposal call you can send them an invoice assuming that no tweaks or modifications need to happen on your end right they're like yep we're ready to go let's book it right great I'm GNA send you over an invoice so you can see the breakdown um your trip is due the final payment is due on X date today I just need to collect a down payment of X right and then also mention just to reiterate I can set up a payment plan for you at 0% interest if you don't want to pay it in full the nice thing about this system is can authorize a charge I'll get a notification via email and it'll be paid on my end manually within 48 hours so give me a 48 hour turnaround time the payment plan is essentially between you and I so I'm able to offer that to you based on my contract with these suppliers so um the nice thing too is they can pay the amount due right and then they can pay the remaining balance whenever they want right so as long if their final payment date is on X date as long as they pay it off by then I don't really care how they pay it some people want a scheduled payment plan and we can get into that later but right now I just want you to see what it looks like right so if they want to make payments towards it they could choose other amount and they can pay as many times as they want they can add a new credit card um every time they authorize a new charge they're going to have to um click on something to either add the current card or a different card it's important to also reiterate to them that this is a secure payment system so after you authorize or you take the authorized charge and you pay the vendor with that charge you will mark it as paid and they will receive a receipt of the paid amount so if they pay $100 okay you authorize the charge assuming you do it within 48 Hours whenever you do it manually you'll go ahead and Mark that charge as complete and I'll show you how to do that in a bit the terms and conditions so you will need to get this set up right now it's going to basically just have some basic terms and conditions so I can send this to you guys the only thing you're going to need to change is the name of your business all right and if it's not a business put your name all right and then you could see the payment schedule so I'm going to click next and save I'm not going to send them the email yet now what I'm going to do next next is tasks I'm going to automate everything how I have it right now I've done that through settings so that this is all set up right Bond Voyage email it'll send three days prior to the trip welcome home will it will send I want to say two to three days after the trip commission tracking form that's really just for you to make sure that you submit it so you get credit for it I recommend a form for the travel insurance waiver because if they decline Insurance you want to make sure that they you have it somewhere in writing that they're declining insurance so they are fully aware that it's on them if they cancel their trip right um and then these are really just for me but the biggest thing is going to be to make sure your tasks are automated specifically the bond voyage and the welcome home email the reason being is I like just knowing that this is automatically going to send you know and it it'll do it manually for me based on the dates of the trip so if it's not automated you'll want to you can change the name you can change the date right see how it's three days before and then you have all this good stuff all right so you'll you would just go to import Tas list and you should have a standard trip list that will update in a bit so next thing I want to do so I want to build out the trip so if I'm using vax for example that be nice if you can work all right don't know it's getting any issues there we go so you're always going to need to have your iata number handy I memorize it now because I use it all the time um so over time I would recommend memorizing it but but otherwise reference the step two on the Google classroom and that way you have a place to reference it when you need it really quickly so I always do my preliminary pricing through Funjet now I'm from Chicago so you're going to have to change this based on where they're departing from right two adults one room I think I said the 19th I go back I can actually see okay here 19th to the 22nd so this you can add and then you can remove it later that way you can add it in the add-on section again you're just doing preliminary pricing right now normally um I don't even bring in price until the end I focus really on the experience right and that's when I reveal what it costs but I say it out loud I don't have it in writing um and then I also let them know that right now the pricing I have is preliminary now that we have an experience locked down and decided upon I'm going to go shop my 300 suppliers make sure sure that I'm getting you the best deal normally they'll say okay so outbound flights um based on your consults you're going to want to give them the preferences that they have now if you have someone in first class you're going to have to book that separate most likely because this is just bare fairs right like your spirit or just economy right coach so if you are in that position where it's first class you'll just go ahead and change it to like your search to Hotel only that way you could go ahead and book it elsewhere so if I'm looking at the flights I can filter it on the side right my clients said they want nonstop they want to leave in the morning you know they want to leave in the morning and I'm okay with every Airline but Spirit you can see if it gives you an option for cabin preference can't guarantee it will for every option or every place that you visit or quote out all right well I said I didn't want spirit so why did you give me that okay so it's typically you could sort it by lowest to highest NDC fair this is something to be mindful of if you click on it it tells you exactly what it is but essentially it gives you a lower cost up front but to modify it you have to cancel the reservation in full and create a new one so that's the annoying thing but I always assume that they're not going to cancel and if they do they have trip insurance so I'm not really concerned right um so I'm going to choose the first one all right and then my client wants to go to Arya if you hit the plus sign you'll see the different drop downs of the rooms that are available along with their prices on the right hand side my client is looking for a deluxe Strip view King room so I'm going to go ahead and click select on that the nice thing is if you do have a larger group it does give you the ability to get different prices for each of them and then when you have a group booking page set up you can can create those different packages based on the room type now I'm going to choose the flight home so let's see the latest nonstop is going to be the 129 p.m. so I'm going to go ahead and choose that all right so now I can add things in here but this is my bare minimum price all right this is what I put on the itinerary the total package price you can also see the commission you're going to get paid out remember you don't get paid on flights so essentially 54 bucks right you can add you can increase it if you want so all right 54 not much I'm going to throw another 50 on right you want to just make sure whatever price you have comes in less than xedia then you can have a little bit more leverage with this but I would compare with xedia first and alter that later because it's going to change the bottom line price all right so now the price is different right so I'm going to take that I'm going to go back here and I'm going to I'm G to put that for flight and hotel okay now if you're doing the proposal of good better and best you're going to really just want to make note of this for yourself and then the final price of the option that you have will go on here once you shop your suppliers after the proposal meeting um but just to show you where I plug in play it's right here all right and then if we cut some Corners right now Arya so just copy that new formatting um round trip like from o to Las nonstop or two all right so we'll go ahead and fix that later on but now I want to go I want to save this but I want to go back to my proposal doesn't really matter the order you do with this in so if you want to do the proposal first then the invoice that's fine cuz you're not even sending out at the invoice till later but I'm just trying to knock as many birds out as possible with one stone so that we don't have to reference it later all right so as far as flights remember I said I don't really change my flight so I'm going to take this 1966 and go ahead and plug that in here right so Airline AA for American 1966 departure date make sure the is accurate or it won't find the flight 19th leaving out of O Rd see found my trip and then you don't need to leave that you don't need to put anything in here ignore the item name again it'll do that for you once you plug in play the information I'm going to go back to look at the return flight 2083 leaving member on the 22nd they're leaving out of Las Vegas add to library so now if I look at my proposal those flights are on here it has all that info for me I didn't need to plug it in the nice thing about this too is it'll give them live updates so if there's a delay if something changes it'll do it for you you don't have to do that and it'll notify you as well well if you have it set up a certain way all right so one of my options is going to be Arya right so I'm going to go to proposal and I'm going to copy that I'm going to leave certain things blank right so I'm going to leave the address blank until later it's not essential until they pick an option I'll make sure that the dates align I'll leave that blank the room type so I want to include the room type so again I'm going to copy this room type in the description I'm going to go back to VX I'm going to click on Arya and I'm going to copy this okay so Hotel details I'm going to copy command C or I think it's Control Alt C for different computer then kind of just read through it make sure it aligns sometimes you have to edit the formatting but you can worry about that later then I like to organize my room amenities it's an all in inclusive I'll add details about that but then I'm going to go back to vax these advisories so I you could put this on once they pick a hotel I don't think it's really essential right now right and then if I go to amenities so I could add this again it's not an all inclusive not really essential dining so I can copy and paste this and this will get on the website so now I'm going to go to Ara all right so strip VI so Deluxe Strip view King room Deluxe essentially just want to match what you're quoting out as far as the rooms go right so so I'm going to copy this so I can click for more details I'm also going to want to get this image go back to travel Joy so this doesn't always work this feature but you can actually copy the link for the hotel website and this one won't let me so going to try and save the image I can copy and then paste this you can add this if you want add whatever you want right make it your own but I think I'm good with that so I want to go to the gallery so you're going to want to just like point out highlights that you went over on the call um but you guys get the idea you basically add what you want on here okay you'll add a few photos make sure to include one of the room possibly the bathroom anything like if you were to put yourself and the client choose that would stand out to you and make you attracted to the option right now I'm going to change the hotel so sometimes you could keep the hotel and maybe do like a suite so that could be an option or you could do like three different hotels right so see how I have all these options I try and stick within the budget so if it's 1,800 I'll maybe say Corner Suite right nothing outrageous but they can at least see what their options are I do try and keep it within a couple hundred um but this can be the best offering okay and they can decide that later so again I'm going to go back I'm going to type this in ARA change the room to Corner Suite I can add this info add more details again I would add details of what the room looks like right include those photos and then we're moving on to a different Hotel I'm going to uh quote out Cosmopolitan right M based on their budget and what you guys discussed I personally really love the cosmo it's like my favorite Hotel so you can also search too cosmopol all right so City room is the most basic it's not going to have the Strip view and my clients said that they want a Strip view so terce Studio it'll show you to give you an idea of what it looks like but they want The Fountain View so if I compare all the options this is a little bit more right this would be my quote unquote better option even though in my eyes it's the best right because I love the cosmo but the price point makes it the better option so now what I'm going to do again to reiterate and you'll add those details then if I want add things on I go to Features so this is where you can do like a roundtrip transfer um certain places you'll get a an idea of how much it would cost to like uber something right in Vegas I do recommend that they just Uber from the airport to the strip because it is a little bit crazy 30 30 per person for a transfer I think that's a little ridiculous so um just to show you that is though I'm going to add that to my cart so that shows up and then travel Protection Plus all right so now when I go to checkout it's always going to try and upsell you so just make sure that you stick with what you got so I'm going to do the total you could do per person um but I'm going to just put at $60 total Uber rate upon or yo yo you're on your own now I always choose the credit because they have a year to use that a little bit over a year so you can view details and include those if you want or just kind of educate yourself on the details the only thing that I'm really going to put on here is that total price right so now if I look at my proposal you can see it updated the stuff right now sometimes what I do depending on how well I know the client the value of the trip um even if you collected the the deposit sometimes I'll even keep the name out of it so you can make that call um I've try to get a lot better at leaving the name out for the sole purpose of I want to focus on what is visually appealing to you and the experience that you want to have versus the name right people tend to to judge a book by its cover we've all done it so um again put yourself in their shoes so if I scroll down assuming all this is filled out this is kind of what it'll look like all right so then that's what you'll share and send once you click Send it'll go to a format for an email this is part of the template so you'll just have to make sure you update the subject as well as the body to say what you want it to say and then I would hit send obviously this is not a real email you can add people that are cced so say I want to do myself and then I hit send right both people will get it now I don't put CC like for myself I'm pretending that's another Traveler it'll automatically I mean you could just go into your back office if you want it I guess essentially you could add yourself if you wanted I've personally never done it so as far as that goes I would go to chat gbt for that if you don't know or if you're not familiar with chat gbt I will send you a training so just let me know but I'm going to type in write a description for a proposal couple visiting Vegas and January write it from my perspective as a travel agent so let's see what it comes up with so now it's thinking I want a proposal no I have one made only need an introduction paragraph so I'm going to copy that I'm going to go to edit and now it's in there right then I can share it so again after they choose that option after you shop your suppliers you'll edit the invoice but the invoice I don't do in the same meeting as the proposal I only send them the proposal and I'll mention pricing over the phone and give them their pricing options and then once an option is solidified then I will update this and send it um but if I want to go back to I'm going to open up travel Joy on here oh yeah one more thing so if you scroll down on vax this is what you need in order to proceed so you are going to want to make sure in order to lock it down and collect the initial down payment that you have this info and I have a template set up that I created to get that info um but email you always want the email to be yours and the primary number it's okay if it's theirs but you can also do yours right because I'm the travel agent I'm The Advocate I'm the one that's doing all the work if anything were to change and then I always have no thans I don't want them to contact my client you can fill all this stuff in later even if it's for a passport you don't have to fill it in until the time approaches the main thing you are going to need are the name that appears on a government valid ID as well as their birth date so if I scroll down and I look deposit is due on the 25th which essentially is tomorrow but I'm going to tell them it's today okay so say that they want to go with this option I'll edit that invoice look at my deposit amount and then I can change this and it'll Auto aut update for me right oops so final payment date so this this will tell you it's due December 5th so in your mind I would Sayce December 2nd or 3rd two days prior to allow a buffer right if something doesn't go through you know whatever the excuse is give yourself that buffer so I'm going to say that it's due [Music] on December 2nd so when I preview right now it's just showing they owe that because that is with all of this that's what the deposit is right and see how the final payment is right there oh I did forget I want to make sure that the travel planning rate is included so I have to manually include that so remember they get a $100 credit depending on what your deposit amount is you're going to want to make sure that you minus that from your total but if my deposit or down payment is $859 plus 400 right because I have that $100 credit today they owe 1259 so that you pay yourself when you collect the down payment for the research and planning and it'll go right into your Square account that'll be another training so now I want to show you guys the verbage for the travel planning rate so actually it's [Music] on this invoice all right so this is the one that you're going to want don't worry about wholesale supplier rate that's a different training so now I'm going to [Music] edit you need to save it doesn't always save all right so now you can see that this is right here right again if you're not going to give them insid or tips don't put that expert travel planning you can put that you've traveled before in your life if you've left your house you've traveled itenerary customization that's what you're doing dedicated customer support pre and during trip right that's part of being a travel agent and then that's non-refundable so if they cancel the trip even insurance this doesn't get returned to them so essentially that's how a proposal and an invoice are created um I'm going to just run through where the template location is I have to hop on another meeting but if I go on the left hand side I would just take a sec to familiarize yourself with the templates mine's going to look a little different because I did take that time so emails you're going to want to update these to make sure that they're in alignment with what it is that you're saying I don't like all the templates that they give you as far as how they word things um client booking info so you're going to want to add this form this is how I get my traveler info so once I get the Buy in that they're ready to proceed I'll send them the invoice I'll send them this form client booking form so that they can fill this out they can get this over to me I can put the names in and then I can pay the down payment right um honestly I don't really use the inquiry I don't really use this update I use the CC authorization don't use that one um you could use this later but then trip trip insurance it's so simple right you just want to make sure that as the trip approaches this gets sent out to them it's not a bad idea to do it in the beginning too I actually might start implementing that and then if I go to invoices you can add things in here just add items a different way honestly I'm just so used to just typing it in signature so this is what goes with all of my emails so you can change it's not going to say with gratitude it'll say something else so go ahead and change that make sure it in it's included in trip messages task list so remember I talked about the automation so you're going to want to make sure this is automated this is where you do it and you set all of these up as you please right these are my settings the terms and conditions so this is what I told you guys about agreement so I do have a travel Services agreement when you guys get to this step um go ahead and uh send me a text and then I will get you a link to the agreement I'm going to figure out a better way to give you guys access to this but essentially you're going to just need to change out the name I'm going to put X's there and not my company so just make sure that you can even copy and paste this and throw it in chat gbt and I'll show you what to do so I'm going to start a new chat and I'm going to say replace dauntless travel with maybe I don't have a company name I'm going to put my name right also replace the research and planning fee to 500 so you're going to have to update this even if you have a form in here you're going to have to update that amount if you change it for each person so now I'm going to send this and it's going to update all that form me instead of me taking the time to go through it so instead of it saying dauntless travel it says my name again we are Nikki L this is what I agree the expectations right again use this as a guide if you want to make different rules this is your business you can do that so this is the area that you're going to change that and then if you have the deposit this is where you would change that so it covers me on cancellation of refunds travel insurance changes to the itinerary so that's [Music] something that you might want to update or people take advantage of it and then you'll copy and paste this and save this form on your terms and conditions so if I want to send John a travel agreement I'm going to go to I usually do this once I collect the retainer deposit I'll send a travel service agreement so if I go back to his trip I also let them know about it on the phone hey John just so you know I'm going to send you over a travel Services agreement to make sure we hold each other accountable okay no problem that way you know I'm legitimate so it's a form it's a travel Services agreement if I go to preview they have to type their name and sign it sorry my cat is a little needy sometimes all right so when I send it it'll go here messages so this is where you'll see like those credit card authorizations once any email is sent out it's going to populate in this area so hopefully this was helpful thank you guys so much for plugging in today and I'm going to go ahead and end this meeting feel free to reach out to me for any questions make sure you hit that subscribe button so you can stay up to date on my latest trainings have a great one