Manage all your supplier communication without leaving Tourwriter. Send booking requests, track confirmations, and update statuses across every service on an itinerary, all from one place.

The Bookings tab

Go to the Bookings tab on any itinerary to manage supplier requests. You can filter and view items by booking status or product type.

Grouping bookings

When an itinerary includes multiple services from the same supplier, you can consolidate them into a single email rather than sending one message per service.

Items are grouped by supplier email address. A grouped booking shows an icon in the Type column indicating how many services are included. When sending to a grouped booking, only the primary email address receives the message. The primary email is marked with an info icon.

Setting booking statuses

You can update statuses in bulk to track progress across multiple bookings at once.

1. Select one or more bookings. This activates the Change status button.
2. Click the dropdown and choose a status: Availability, Booking, Amendment, or Cancellation.
3. The selected status appears in the Status column.

To view the history of status changes on a booking, click the History clock icon.

Editing a booking

Use the edit booking panel to update the details of an individual booking before sending.

1. Click the options menu (three dots) next to a booking and select Edit booking.
2. Update the relevant fields:
   • Booking status — select a status from the dropdown.
   • Booking reference — enter the supplier's confirmation number. This field updates automatically if you use supplier confirmations.
   • Private note — add an internal note visible across multiple views.
   • Note from supplier — record any information received from the supplier. This also updates automatically when a supplier submits a confirmation.
   • Note to traveller — this appears on the final itinerary for confirmed bookings only.
   • Note to supplier — this text is included in the body of the booking email.
3. Click Save.
   
   

Sending a booking email

1. Select one or more bookings. This activates the Send booking button.
2. Choose one of the five booking cycle templates.
3. Review and adjust the email settings:
   • Included details — select which booking information to include in the email.
   • BCC to sender — tick this to receive a copy of the outgoing email.
   • Group by recipient — tick this to consolidate multiple bookings to the same supplier into one email.
   • You can also override any organisation-wide defaults here, and edit the recipient address, subject line, and message body directly.
4. Click Send.
   
   

Supplier confirmations

Enabling supplier confirmations adds a response link to the booking email. This allows the supplier to confirm, decline, waitlist, or provisionally hold the request without needing a Tourwriter account.

When a supplier responds, their confirmation number and any notes are automatically populated in the Note from supplier field. You also receive a courtesy confirmation email for your records.