The Problem
A boutique travel agency in Amsterdam specialising in luxury and experiential trips was losing inquiries to faster competitors. A client requesting a custom 10-day Italy + Greece itinerary would typically wait 2-4 days for a first draft (research-heavy work, three travel consultants splitting it). High-intent clients often booked elsewhere before the agency could respond. Customer support was multilingual. Dutch, English, German, French. and after-hours messages went unanswered until morning.
The owner's challenge: maintain the quality of bespoke itineraries while answering 4× faster.
What I Built
1. AI itinerary builder. A client briefing form (party size, dates, budget, preferences, allergies, mobility) feeds an LLM workflow that drafts a structurally complete first-pass itinerary: day-by-day schedule, hotel options at three price tiers, restaurant reservations to consider, transit logistics, off-the-beaten-path moments based on the client's interests. The travel consultant edits and personalises (typically 60-90 minutes) instead of starting blank (5-8 hours).
2. Multilingual support agent. A Claude-powered agent handles customer messages in Dutch, English, German, and French. It has read access to:
- Booking status and itinerary details
- Supplier confirmation status
- Travel insurance details
- Visa requirement guidance per nationality
Routine inquiries are auto-handled. Complex changes route to the assigned consultant during business hours.
3. Supplier coordination automation. Hotel, restaurant, and activity confirmations are tracked centrally. The system flags missing confirmations, automatically follows up with suppliers (in their preferred language), and surfaces booking risks to consultants 7 days before each trip.
4. Pre-trip + in-trip client comms. Automated sequence: deposit confirmation, document checklist, packing recommendations, final itinerary delivery, day-of arrival check-in, in-trip support contact. Consultants no longer manually send the same emails per booking.
- 01TriggerClient briefing form submitted
Party size, dates, budget, preferences, allergies, mobility. captured in one structured form.
- 02StepAI drafts first-pass itinerary
Day-by-day schedule, hotels at three price tiers, restaurant suggestions, transit logistics, off-the-beaten-path moments aligned to interests.
5–8h → 60–90m of consultant edits - 03DecisionConsultant personalises
Editor adds taste: the restaurant clients raved about, the guide who's brilliant in Florence, the hotel where the manager remembers regulars.
- 04StepMultilingual support agent live
Claude handles Dutch, English, German, French inquiries with read access to bookings, supplier status, insurance, and visa guidance.
78% auto-handled - 05StepSupplier coordination tracked
Hotel, restaurant, and activity confirmations centralised. Missing confirmations auto-followed-up in supplier's preferred language; risks flagged 7 days out.
- 06OutputPre-trip + in-trip comms run
Deposit confirmation, document checklist, packing notes, final itinerary, arrival check-in, in-trip support contact — all sequenced automatically.
Outcome
The agency's booking velocity improved enough that they hit a record summer season without adding consultants. The 18-point lift in conversion rate (faster, better-personalised first drafts win more business) added meaningful revenue for the same marketing spend. The owner's biggest comment: "I'm finally seeing client briefs we used to lose because we couldn't reply fast enough."