What Are Proposals?
Proposals are the quotes you send to travel agents. They show the trip itinerary, services included, and pricing. You can enhance your proposals with AI-generated summaries and content cards to create more engaging travel experiences. Once a proposal is accepted and confirmed, it becomes an itinerary.Getting Started
When a travel agent sends you a request, you can quickly create a proposal using Odia’s Journey Builder.Proposal Information
Basic Details
Fill out the proposal information at the top: Required:- Title (internal) - Only your team sees this (e.g., “Smith Family Safari - October 2025”)
- Area(s) - Geographic destinations (e.g., “Cape Town”, “Serengeti”)
- Travel dates - Start and end dates of the trip (this creates the journey days automatically)
- Travel agent - Select existing or create new
- Cover image - Add a beautiful header image from Unsplash, Odia gallery, or upload your own
- Public Title - Custom title displayed over the cover image on the web proposal. If left blank, defaults to “Welcome to ” based on the areas you select
- Received date - The date the request was received
- Owner - Assign to a team member
- Guests number - Total number of guests (internal information only)
- Internal proposal details - Any internal notes about the proposal (only visible to your team)
- Original email request - Paste the original email request from the travel agent
- Commission - Override the travel agent’s default commission rate if different for this proposal
Learn More About Proposal Fields
View detailed information about all proposal fields
Traveller Information
Add the travellers who will be going on the trip: Required:- Total traveller count - Number of people traveling
- Primary traveller - Main contact person
- Search for existing travellers (for repeat clients)
- Create new traveller profiles
- The first traveller you add becomes the primary traveller by default, but you can change this once you’ve added more travellers.
Journey Builder
The Journey Builder is where you build the day-by-day itinerary by adding services to the trip timeline.How It Works
Once you’ve filled out the travel dates, trip days are automatically created. Each day is a canvas where you can add and arrange services.Adding Services
Find Your Service
- Search by name
- Filter by category (Accommodation, Activities, Transportation, etc.)
- Filter by area
- Filter by tags
Adding Content Cards
In addition to services, you can add Content Cards to provide helpful information that isn’t a service—like local tips, packing lists, cultural insights, or safety information.Create Content Cards First
Before you can add content cards to proposals, create them in Library → Content Cards tab. This makes them reusable across multiple proposals.
Editing Services
Click on any service in the journey to open the service panel and customize: Service Details:- Additional information - Highlighted details for travellers (e.g., “Flight BA123”, “Meet at hotel lobby 8am”)
- Personalized description - Customize the description just for this proposal without changing the master service
- Supplier - Select which supplier provides this service (can be added later)
- Commissionable - Check if this service earns commission for the travel agent
- Booked by TA - Check if the travel agent (not you) will book this service
Adding Pricing
Click on the price field on the service card to add pricing:- Price (visible to traveller) - What the traveller pays
- Cost (internal only) - Your actual cost from the supplier
If a service has no price, leave it at 0. It won’t show up in pricing calculations. This is useful for complimentary services or when pricing is TBA.
Enhancing Your Proposal with AI
Save hours of writing time by using Odia’s AI features to generate compelling summaries automatically.Generating AI Summaries
Choose What to Generate
Select what you want AI to create:
- Proposal Summary - Overall trip overview
- Day Summaries - Individual summaries for each day
- Both at once - Generate all summaries in one action
Review and Generate
Check the AI credit cost, then click Generate. Watch the live progress as AI analyzes your services and creates compelling content.
AI features use credits from your organization’s balance. The cost is shown upfront before generating, and you can cancel generation at any time.
Controlling Summary Visibility
You can choose whether to show or hide the summary section on client-facing proposals:- Go to the Overview tab
- Use the “Show summary section on client proposal” toggle to control visibility
- When toggled off, the entire overview section is hidden (including both the summary and map)
- When toggled on, both the summary and map appear on the client proposal
The toggle controls the entire overview section - you cannot show the map without the summary or vice versa. It’s either both visible or both hidden.
Adding Maps to Proposals
Display interactive maps on your proposals that show the locations your travellers are visiting. Maps automatically appear in the overview section when areas are mapped to Google Maps locations. How maps work:- Maps display all destinations based on the areas assigned to your services
- Areas must be mapped to Google Maps locations in Settings first
- The map appears on the overview page alongside your proposal summary
- Travellers can visualize the geographical scope of their journey
- Your admin needs to map areas to Google Maps locations in Settings > Countries and Areas
- Add services with mapped areas to your proposal
- The map will automatically appear in the overview section
Learn How to Add Maps
View the detailed guide on setting up area mapping and adding maps to proposals.
Preview Your Work
Before sharing with the travel agent, preview how it looks:Publishing Your Proposal
Once you’re happy with the proposal, publish it to share with the travel agent.Add Version Description
Enter a description for this version (e.g., “Initial proposal”, “Updated pricing”, “Version without flights”)
The proposal status automatically changes to “Sent” when you publish. The web link always shows the latest published version, so you can make edits and republish without sending a new link.
Need a PDF?
Travel agents sometimes request PDFs:Making Changes
You can edit the proposal at any time:- Make your changes in the journey builder
- Click “Save Changes” when the banner appears at the bottom
- Publish again to create a new version
- The web link automatically updates to show the latest published version
Display Options
Control what appears on the published proposal using the checkboxes at the top of the journey builder:Hide Prices
Hide all pricing from the proposal. Useful for initial proposals when pricing is TBC.
Hide Branding
Go white-label by removing Odia branding. Shows only the travel agency branding.
Show Total Only
Hide individual service prices and show only the total price in the pricing tab.
Hiding Specific Services
When “Show Total Only” is enabled, you can hide specific services from the web proposal while keeping them in the price calculation:- Click the three dots on a service card
- Select “Hide service”
- The service price is included in the total, but the service doesn’t appear on the proposal
Archiving Completed Proposals
Keep your workspace organized by archiving completed or cancelled proposals. Archived proposals remain accessible but don’t clutter your active proposals list.Only Admins and Owners can archive proposals. Contact your platform administrator if you need archiving permissions.
What’s Next?
Once you’ve created your first proposal, learn more about:- Managing multiple proposal versions
- Working with confirmed proposals
- Converting proposals to itineraries
- Using AI to create engaging content
- Creating reusable content cards