Travel agency CRM and WhatsApp chatbot, from ad click to itinerary.
Your ads bring the questions. The chat answers them while the traveller is still excited.
A WhatsApp chatbot for travel agencies that feeds your travel agency CRM: enquiries from Meta ads land in WhatsApp or Messenger, and every lead is logged with its ad source. The assistant checks your package database, shares matching packages with prices, dates and seats, sends the PDF itinerary and passes ready-to-book travellers to a consultant.
- Answers from your package database
- PDF itineraries in the chat
- Consultants close the booking
No upfront consultation fee. Free discovery and a free tailored proposal.
Hi, do you have Japan packages in November? How much?
Yes! Two departures match. Autumn Kyoto 7D6N from RM 5,290, or Tokyo and Fuji 6D5N from RM 4,690.
Kyoto looks nice. Can I see the itinerary?
Here it is (PDF). 2 adults? A consultant can hold seats for you today.
The ad works. Then the enquiries pile up.
Every campaign brings the same questions: which countries, which dates, how much, can I see the itinerary. Consultants answer them one by one, often after the traveller has asked three other agencies.
Before: consultants answer by hand
- A traveller messages from the ad
- A consultant replies when free
- Looks up packages, dates and prices
- Finds and sends the itinerary PDF
- Follows up, if they remember
After: the package assistant
- A traveller messages from the ad, evenings too
- Matching packages found in your database
- Prices, dates, seats and the PDF shared in the chat
- Ready-to-book travellers go to a consultantYour team
- Lead, interest and source logged for follow-up
Consultants spend their time on travellers who are ready to book, not on sending the same itinerary again.
From ad enquiry to a consultant-ready lead.
Seven steps, from the first message to a consultant holding seats. Package facts come from your database, not from guesswork.
- 01
Enquiry from the ad
A traveller clicks a Meta ad and lands in WhatsApp or Messenger with the campaign attached.
MetaAutomated - 02AI assistantAI
Request understood
Destination, month, travellers and budget are picked out of the message, in English, Malay or Chinese.
- 03
Packages matched
Your package database is checked for destination, dates, price and seats left.
Google SheetsAutomated - 04Itinerary PDFsAutomated
Answers and PDFs shared
Prices, dates, inclusions and the itinerary PDF are sent in the chat, exactly as you published them.
- 05ConsultantYour team
Hot lead flagged
Travellers asking to hold seats, pay a deposit or customise go to a consultant with the chat.
- 06
Lead logged
Name, destination, dates, party size and ad source are saved for follow-up and reporting.
HubSpotAutomated - 07
Follow-up and new trips
Opted-in travellers get reminders about their enquiry and new departures by WhatsApp template.
WhatsAppAutomated
The travel chatbot answers. Consultants sell the trip.
Package facts and itineraries are routine. Holding seats, custom trips and payments need a consultant.
- Which destinations and months you have
- Prices, inclusions and seats left
- Sending itinerary PDFs and brochures
- Visa and weather basics from your FAQ
- Logging every lead with its ad source
- Holding seats and taking deposits
- Custom and group itineraries
- Discounts and special requests
- Changes, cancellations and refunds
- Travellers who ask for a call
Seats are only held by a consultant.
- Quotes a price not in your database
- Confirms a booking or takes payment
- Promises visa approval
How the pieces connect.
Ads keep sending travellers to the chats you already use. Answers come from the package list your team already maintains.
MetaWhatsApp
MessengerGoogle SheetsItinerary PDFsHubSpotPackage data can live in a sheet, a booking system or a database. We connect to what your team already updates.
WhatsApp AI chatbots →What travel agencies report after moving enquiries to WhatsApp.
Published results from a travel agency that moved customer enquiries to WhatsApp.
A travel agency after moving enquiries to WhatsApp, with customers able to switch to a call in the same chat.
The same agency, over the same period.
- Time to first reply
- Enquiries answered without a consultant
- Hot leads per campaign
- Cost per booked traveller
- Follow-ups sent on time
What shapes a travel enquiry build.
Every agency sells differently. These factors shape the assistant and the effort involved.
- Channels
- WhatsApp, Messenger, Instagram or all three from your ads.
- Package data
- A shared sheet, a booking system or PDFs that need structuring.
- Languages
- English, Bahasa Melayu and Chinese replies, checked in each.
- Handover
- Consultant rota, office hours and call-back rules.
- CRM and reporting
- Where leads land and how campaigns are measured.
- Platform setup
- Meta eligibility, templates and messaging fees for follow-ups.
Guides on this
Travel agency CRM questions.
Straight answers about scope, data, ownership and support. Can’t find yours? Ask us directly below.
What does a WhatsApp chatbot for travel agencies do?
It answers package enquiries as they arrive. Travellers from your Meta ads ask on WhatsApp or Messenger, and the chatbot replies with matching destinations, dates, prices and seats from your package database, sends the PDF itinerary and passes ready-to-book travellers to a consultant. If a package isn't in your list, it says so and offers a consultant.
Does it work with our CRM?
Yes, where the CRM allows API access. Every lead is logged with its ad source, the chat and the package asked about, in HubSpot, a Google Sheet or the travel agency CRM software you already use. Consultants pick up from the same record, and campaign reports show which ads bring enquiries.
Can the travel chatbot answer from our package list?
Yes, and only from it. The chatbot reads your package database, whether a shared sheet, a booking system or structured PDFs, and quotes only the prices and dates you have published. When your team updates a package, the answers change with it.
Can it take bookings or deposits?
No, not by default. Holding seats, deposits, payments, custom itineraries and refunds stay with your consultants. The chatbot passes ready-to-book travellers to them with the full chat, and travellers who ask for a call are added to the call-back list.
Does it reply in Bahasa Melayu and Chinese?
Yes. It replies in English, Bahasa Melayu or Chinese, following the language the traveller writes in, and uses the same package data in each, so prices and dates match. Visa and weather basics come from your own FAQ, and it never promises visa approval.
How is this different from off-the-shelf travel agency CRM software?
A CRM on its own stores and tracks leads but does not reply to them. This setup puts a chatbot in front of the CRM you choose, so ad enquiries get package answers in the chat and arrive in the CRM with destination, dates and party size already captured. If you already have a CRM, it connects to that instead of replacing it.
Can we follow up with travellers, and is their data handled under PDPA?
Yes, with opt-in. Follow-ups about new departures go out as approved WhatsApp templates under Meta's messaging rules, and travellers can opt out whenever they like. Lead records stay in your CRM, access is limited to your team, and retention follows your policy, in line with PDPA.
How much does it cost and how long does setup take?
It depends on your channels, where package data lives, how many languages you need and which CRM leads go into. We share a private quote after a free discovery session. Setup time depends on the same factors plus Meta's template approval, and a common start is WhatsApp for one campaign before adding Messenger and Instagram.
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See the workflow →Map your enquiry flow.
Tell us how ad enquiries reach your consultants today and where they slow down. We'll show you what a package assistant would handle. No obligation.