Tour Manager
End-to-end automation of hotel-booking confirmation for a tour operator — from the booking in their system to the partner invoice — where a manager only reviews and approves.
Inbound tour operators and destination management companies (DMCs) on the SAMO system — this one runs for a DMC in Montenegro — plus high-volume outbound operators and MICE / group desks.
How it works
Intake
Bookings arrive from SAMO and email automatically — no re-keying.
Validate & group
Each request is checked against stop-sales, prices and ages, then merged where it makes sense.
Ask the hotel
A clean request email is drafted; the manager approves and it sends.
Understand the reply
Any hotel reply is matched to its booking and parsed — confirm, reject, alternative or price change.
Approve & invoice
The manager approves the outcome; a PDF invoice is generated for the partner.
Features
SAMO intake
Pulls bookings straight from the operator's SAMO system (MSSQL), incrementally, with multi-room claims split per room.
Email integration
Partner and hotel mailboxes over Microsoft Exchange (Graph API) — notifications in, requests and replies tracked.
Validation engine
Stop-sale, child ages, contract net prices, allocation and dates — checked automatically before anything goes out.
Booking grouping
Bookings with the same hotel and dates are merged into a single hotel request.
Deterministic hotel emails
Request emails are built without an LLM — consistent, and free per message.
Reply matching & parsing
A 4-strategy cascade finds which booking a reply belongs to; an LLM reads confirm / reject / alternative / price change.
Availability across 9 OTAs
Google Hotels, SynXis, IHG, One&Only, Hyatt, Phobs, Booking.com, D-EDGE and Iberostar — for substitutes.
Invoicing
Pulls invoice data from SAMO and attaches a PDF to the partner confirmation.
Results in production
Examples it runs end-to-end, on its own:
- Confirm a standard hotel booking end-to-end
- Flag a stop-sale before a request goes out
- Read a hotel reply and extract the confirmation number
- Find an alternative hotel when the first is full
- Generate the partner invoice as a PDF
What makes it different
Deterministic where it can be
Hotel emails are built without an LLM — zero tokens per message; AI is used only where free text needs understanding.
Self-healing pipeline
A “pipeline doctor” runs 16+ checks every 5 minutes, reviving stuck bookings and chasing lost replies.
Robust reply matching
Tag → booking number → hidden marker → guest surname → LLM fallback — reliable even on forwarded threads.
Deep SAMO integration
Direct read of bookings, stop-lists, contract prices, allocation and invoice data.
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