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What Are Proposals?

Proposals are the quotes you send to travel agents. They show the trip itinerary, services included, and pricing. Once a proposal is accepted and confirmed, it automatically becomes an itinerary — your operational document for managing the actual trip.

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The Proposal Workflow

Building a proposal in Odia follows four steps:
1

Add proposal details

Fill in the trip dates, destination areas, travel agent, travellers, and cover image
2

Set up your Area Timeline

Go to the Areas tab and map out which regions the trip covers and for how many days. Do this before adding services — it keeps multi-destination trips well-structured from the start
3

Build your proposal

Use the Journey Builder to add services, set prices, add content cards, and generate AI summaries day by day
4

Design and publish

Open the Journey Designer (eye icon) to choose your layout, customise card styles, and control what your client sees — then publish to share
Creating a similar trip? Instead of starting from scratch, you can duplicate an existing proposal. Click the three dots menu on any proposal and select Duplicate Proposal. This copies the settings (dates, areas, travel agent, display options) and all services — perfect for template-style proposals or repeat trip types.

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Step 1 — Add Proposal Details

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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)
Recommended:
  • 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 {Country/Countries}” based on the areas you select
Optional:
  • 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

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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
Adding travellers:
  • 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.
For repeat clients, always search for existing traveller profiles first. This maintains complete travel history.

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Step 2 — Set Up Your Area Timeline

Before adding services, set up your Area Timeline first. The Area Timeline lives in the Areas tab of your proposal and lets you map out which geographic areas the trip covers and for how many days. For example, if the trip spends 3 nights in Cape Town and then 4 nights in the Winelands, you’d create two legs on the timeline — one for each area. When you later add services to the Journey Builder, they’ll fall neatly within the right area legs.
Setting up the Area Timeline first makes your proposal much easier to manage — especially for multi-destination trips. Odia can automatically shift service dates if you reorder legs later.
Moving a bar is not the same as reordering. Dragging the center of a bar left or right only repositions its dates — your services do not move with it. To move a leg and its services together, use the drag handle on the left to reorder the row. Odia will then automatically shift all services within that leg to match the new dates.

Learn More About the Area Timeline

Full guide to adding, reordering, and resizing area legs

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Step 3 — Build Your Proposal

The Journey Builder is where you build the day-by-day itinerary. 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.

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Adding Services

1

Open Service Library

Click the ’+’ button on any day to open the service inventory
2

Find Your Service

  • Search by name
  • Filter by category (Accommodation, Activities, Transportation, etc.)
  • Filter by area
  • Filter by tags
3

Click to Add

Click on the service you want to add. It will be added to the day.
4

Save Changes

A banner at the bottom will show you have unsaved changes. Click “Save Changes” to save.
Don’t see the service you need? Click “Create New Service” in the service library. Only Supervisors and Admins can create new services.

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Grouping Services

You can group related services together so they appear as a bundled card on the timeline and move as a unit.
  • Hold Command (Mac) or Ctrl (Windows) and click the services you want to group — a toast confirms grouping mode is active
  • Release Cmd/Ctrl to create the group
  • Services must be consecutive on the same day to be grouped
To ungroup:
  • Remove one service: Expand the group → click the three dots on the service → select “Remove from group”
  • Dissolve the entire group: Click the three dots on the collapsed group card → select “Remove”

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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.
1

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.
2

Navigate to Content Tab

In your proposal, go to the Content tab
3

Add from Library

Select content cards from your library to add them to the proposal. You can add:
  • Introduction Cards - Appear at the top of the proposal
  • Per-Day Cards - Appear on specific days as the first card of that day
Content cards are perfect for adding travel tips, visa requirements, weather information, or cultural customs that help travellers prepare for their journey.

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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)
Travelers Tab:
  • Assign specific travelers - Select which travelers participate in this service
  • Travelers are shown by their first and last name for clear identification
  • The guest count automatically updates based on your selection
  • Perfect for activities where not everyone joins (e.g., kids stay at hotel while adults go on safari)
Booking Information:
  • 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

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Adding Pricing

Click on the price field on the service card to add pricing:
  1. Price (visible to traveller) - What the traveller pays
  2. 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.
The total price automatically calculates and shows at the top of the journey builder.

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Enhancing Your Proposal with AI

Save hours of writing time by using Odia’s AI features to generate compelling summaries automatically.

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Generating AI Summaries

1

Navigate to Overview Tab

Open your proposal and go to the Overview tab
2

Click AI Button

Click the AI button in the top right corner
3

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
4

Review and Generate

Check the AI credit cost, then click Generate. Watch the live progress as AI analyzes your services and creates compelling content.
5

Edit if Needed

The AI-generated content automatically populates. You can edit it to add your personal touch.
AI features use credits from your organization’s balance. The cost is shown upfront before generating, and you can cancel generation at any time.
Use AI-generated summaries to give travellers a quick, engaging overview of what to expect each day without reading through all service details.

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Step 4 — Design and Publish

Once your services are in place, use the Journey Designer to choose how the proposal looks to your client. Click the eye icon in the top right to open the preview — the designer toolbar appears at the top. What you can control:
  • Page layout — Flow (default), Magazine, Split, or Condensed. Choose the one that best fits the trip and your client.
  • Card styles — Customise how individual service cards look directly on each card in the preview
  • Display settings — Control what your client sees: prices, the overview map, day summaries, branding, and more
Design changes are saved to the proposal but only go live when you Publish.

Journey Designer Guide

Full guide to layouts, card styles, and display settings

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Publishing Your Proposal

Once you’re happy with the proposal, publish it to share with the travel agent.
1

Click Publish

Click the “Publish” button in the top right
2

Add Version Description

Enter a description for this version (e.g., “Initial proposal”, “Updated pricing”, “Version without flights”)
3

Share the Link

Click the icon to open the published proposal and copy the link to share
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.

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Need a PDF?

Travel agents sometimes request PDFs:
1

Open the Web Proposal

Click the icon to open the published proposal
2

Get PDF

Click the “Get as PDF” button
3

Download and Share

Download the PDF and share it with your travel agent

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Making Changes

You can edit the proposal at any time:
  1. Make your changes in the journey builder
  2. Click “Save Changes” when the banner appears at the bottom
  3. Publish again to create a new version
  4. The web link automatically updates to show the latest published version
Travellers and agents can simply refresh the link to see your latest changes. No need to send multiple links.

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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.

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What’s Next?

Once you’ve created your first proposal, learn more about:
  • Managing multiple proposal versions
  • Duplicating proposals for similar trips
  • Working with confirmed proposals
  • Converting proposals to itineraries
  • Using AI to create engaging content
  • Creating reusable content cards

Proposals Documentation

Complete guide to proposals, AI features, and content cards

Journey Designer

Layouts, card styles, fonts, and display settings

Content Cards Library

Learn how to create and manage content cards