Travel Designer

11. After sending: the agent's response

Once sent, several things can happen:

  • No reply: after about seven days, TripMade sends a follow-up automatically — the designer does not send it.
  • The agent confirms, declines, or asks for changes.

If the agent confirms (the simplest case): the trip file is set to INVOICED and the actual invoice is sent. VIT typically asks for a 20% non-refundable deposit and the remaining 80%, with payment closed one month before the traveller's arrival. If the invoice is not paid on time, the vouchers are not sent: the agent should know this from the start.

If the agent asks for changes:

  • If the changes are clear, make them.
  • If a change is not possible, explain why and propose alternatives.
  • If the problem is budget ("too expensive"), understand why we came out too expensive. Usually it means the brief was not read well, or not enough questions were asked — so the budget was not properly judged.

If the agent declines: go back to the agent, ask the reason, and ask whether we can change something so the client might reconsider.

VIT 4 TRAVELTRAVEL DESIGNER TRAININGAfter sending: the agent’s responseFour possible outcomes, one clear action for each.01No replyAfter about 7 days, TripMadesends an automatic follow-up.The designer does not send it.02ConfirmationSet the file to INVOICED andsend the invoice.Proceed with assigning theOperations Manager.03Changes requestedIf they are clear, make them.If not possible, explain whyand propose alternatives.If the problem is price, reviewbrief, expectations and budget.04Proposal declinedAsk for the reason.Check what can change sothe client may reconsider.Usual payment termsUsually20%Non-refundable deposit.Usually80%Balance, with full paymentone month before arrival.Invoice not paid on time: the vouchers are not sent.Make this clear to the agent from the start.