> ## Documentation Index
> Fetch the complete documentation index at: https://help.localflow.travel/llms.txt
> Use this file to discover all available pages before exploring further.

# Plan a trip from enquiry to Operations

> Follow the Localflow trip path: start from the enquiry, then Trip details, Route, Costing and Review & issue, record the customer's yes, and hand over to Operations.

Every trip in Localflow follows the same path. You start from the customer's enquiry. Then you work through the four steps at the top of the trip: **Trip details**, **Route**, **Costing** and **Review & issue**. When the customer says yes, the trip moves to **Operations**.

![Trip header with the four steps Trip details, Route, Costing and Review & issue, and the party, vehicle and price on the right](https://mintcdn.com/localflow-help/CifgMlYEK5k25CJY/images/shots/trip-header.png?fit=max\&auto=format\&n=CifgMlYEK5k25CJY\&q=85\&s=5f6055a30f67dea55cb65037b0228c5c)

## 1. Start the trip

You can start from **Home** or from **Trips**.

### From Home

**1. Paste the enquiry**

In **Start a trip**, paste the customer's message: an email, a WhatsApp message, anything they sent.

**2. Choose the team**

In **For**, choose your team.

**3. Start**

Click **Start**. Nothing is saved until you choose how to plan.

![The Start a trip box on Home, with a box for the customer's message, the For team picker and the Start button](https://mintcdn.com/localflow-help/CifgMlYEK5k25CJY/images/shots/home-start-a-trip.png?fit=max\&auto=format\&n=CifgMlYEK5k25CJY\&q=85\&s=fd65551674e9b218c7f6269984cb872d)

You can also click a usual trip under **Or start from a usual trip**.

### From Trips

Click **New enquiry**. You see three ways to start:

* **Build it step by step**: answer short questions about days and towns, then click **Show the route**.
* **Start from a usual trip**: pick one of your company's usual trips. Click **Make the route and a first costing**.
* **Plan it myself**: go straight to the route.

![The New enquiry page with three doors: Build it step by step, Start from a usual trip, and Plan it myself](https://mintcdn.com/localflow-help/CifgMlYEK5k25CJY/images/shots/new-enquiry.png?fit=max\&auto=format\&n=CifgMlYEK5k25CJY\&q=85\&s=a4541a969f9445a98accda669bc8cfdb)

To keep the customer's message with the trip, use **Paste the message**, then **Keep the message**.

### Save the trip

A new trip is not saved yet. The header says **Not saved yet**. Plan the route, then click **Save trip** at the top.

> [!NOTE]
>
> The other steps open once the trip is saved.

## 2. Trip details

The **Trip details** step holds the trip title, the customer's requests, and the enquiry. It saves by itself.

* **Trip title** and **Requirements and clarifications**.
* **Draft message to customer** writes a first reply.
* If the enquiry has details to check, the heading says **To check**. Decide each one.

![Trip details with the To check card, the Decided so far list and the original enquiry on the right](https://mintcdn.com/localflow-help/CifgMlYEK5k25CJY/images/shots/trip-details.png?fit=max\&auto=format\&n=CifgMlYEK5k25CJY\&q=85\&s=1702a5cd030f5a08081dfb13e15e1b5c)

### The party, rooms and meals

These are in the header, not on this step. Click the party button: **Party and rooms**, or the number of guests, for example **2 guests**. The box **Party, rooms and meals** opens.

1. Set **Adults** and **Children**.
2. In **From**, type their country.
3. Choose **Rooms**, **Beds** and **Meals**.
4. Click **Done**.

![The Party, rooms and meals box with Adults, Children, From, Rooms, Beds and Meals](https://mintcdn.com/localflow-help/CifgMlYEK5k25CJY/images/shots/party-box.png?fit=max\&auto=format\&n=CifgMlYEK5k25CJY\&q=85\&s=d56992a360541602c7e993c0a7a8a011)

### The dates

Once the trip has a saved route, you set the first day on **Route**. Click **Set the first day on Route**. In **When do they travel?**, choose **Exact day** or **Month only**, then **Set the day**.

## 3. Route

The **Route** step is the plan, day by day.

* Each day shows **Day N** and its town. Use **Choose a town** to set it.
* **Arrival** and **Departure** are the start and end of the trip.
* The hotel line shows **Hotel: not chosen yet**. Hotels are chosen in Costing: **Choose in Costing**.
* To add a day, open the day's **⋯** menu and choose **Add a day after day N**. Answer **Which town is the new day in?** and click **Add the day**.
* To remove a day, choose **Remove day N** from the same menu.

![The Route step: the day strip with Arrival, days 1 to 7 and Departure, and the Day 1 Colombo panel](https://mintcdn.com/localflow-help/CifgMlYEK5k25CJY/images/shots/route.png?fit=max\&auto=format\&n=CifgMlYEK5k25CJY\&q=85\&s=17f82b0141c6fbf1b9f0fcea861bf523)

Click **Save route** when you are done. Nothing is saved until you press it.

> [!TIP]
>
> Choose the vehicle from the vehicle button in the header: **Add a vehicle** or **Choose a vehicle**.

## 4. Costing

The **Costing** step prices the trip. Costing saves by itself: you see **Saving…** then **Saved**.

**1. Check Before you price**

In **Before you price**, check **Rooms**, **Beds** and **Meals**. You need at least 1 adult.

**2. Choose the hotels**

In **Hotels**, click **Choose** on each row. A row with no hotel shows **Not priced**.

**3. Choose the vehicle**

In **Logistics**, click **Choose a vehicle**.

**4. Add entries and extras**

Fill **Entries** and **Extras**. Extras are for the **Whole group** or **Per person**.

**5. Check the total**

The **Total** section shows **Cost**, **Margin**, **Customer price** and **Per person**.

![Costing with Option A All priced, the section bar with Hotels, Logistics, Entries, Extras and the option total, and the Hotels table](https://mintcdn.com/localflow-help/CifgMlYEK5k25CJY/images/shots/costing.png?fit=max\&auto=format\&n=CifgMlYEK5k25CJY\&q=85\&s=4434b32a2231845692d00f06621e0d63)

A fully priced option shows **All priced**. Use **Add option** to price a second choice, for example with other hotels.

The header shows what is left, for example **Choose the hotel** or **Add the rate**.

> [!NOTE]
>
> A costing that is under review or already sent does not save by itself. Press **Save costing**. A sent costing then makes a new version.

Questions: [A night with no hotel](https://help.localflow.travel/tasks/night-without-hotel.md), [The customer books all the hotels](https://help.localflow.travel/tasks/customer-books-all-hotels.md), [Transport only](https://help.localflow.travel/tasks/transport-only.md).

## 5. Review & issue

The **Review & issue** step checks the trip and sends the proposal.

**1. Read the status line**

It says, for example, **Ready to send V1** or **2 to check**.

**2. Fix what blocks**

Rows with **Open Route** or **Open Costing** stop you issuing. Fix them first.

**3. Write the day text**

On **Day by day text**, click **Write and edit ›**. See [Day text with the assistant](https://help.localflow.travel/tasks/day-text-assistant.md).

**4. Issue**

Click **Issue V1**. Choose how to show prices: **Total only**, **Section totals** or **Every line**. Nothing is sent yet.

**5. Send to the customer**

Click **Email V1 to the customer**, or **Link only** to make a link.

![Review & issue showing Ready to send V1, the Issue V1 button, the option list and the Day by day text row](https://mintcdn.com/localflow-help/CifgMlYEK5k25CJY/images/shots/review-ready.png?fit=max\&auto=format\&n=CifgMlYEK5k25CJY\&q=85\&s=cd10f43e69503aabde9ed8169340cb23)

Items under **Notes** do not stop you issuing.

Your team may need a check first. Then you see **Request review**, and a team lead clicks **Approve**.

## 6. The customer says yes

**1. Record the yes**

In **Review & issue**, click **The customer said yes**.

**2. Answer the questions**

Answer: **When do they arrive?**, **Which option did they choose?**, **When did they say yes?**, **How did they tell you?**, **Which Operations team will run it?** and **Who in Operations will run it?**

**3. Book it**

Click **Book it**. You see **Booked!**. Click **Open in Operations**, or **Stay here**.

> [!WARNING]
>
> If the trip changed after the version was issued, you cannot record the yes. Issue a new version first.

![The customer said yes box with the questions and the Book it button](https://mintcdn.com/localflow-help/CifgMlYEK5k25CJY/images/shots/customer-said-yes-box.png?fit=max\&auto=format\&n=CifgMlYEK5k25CJY\&q=85\&s=7a77691ef74fb982994eb3508d8fb78b)

Booked by mistake? Click **Undo the booking**.

## 7. Operations

**Operations** shows in the sidebar when your company uses it. The Operations team books the services.

* The booking has tabs: **Overview**, **Services and suppliers**, **Day by day**, **Travellers and needs**, **Documents**, **Changes** and **Invoices**.
* On **Services and suppliers**, each service has a status: **To ask**, **Asked**, **Held**, **Confirmed**, **Waitlisted**, **Declined**, **Cancelled** or **No booking needed**.
* Click **Ask supplier**, then **Record answer** when they reply.
* A voucher is made when a supplier says yes. Find it on **Documents**. Send it with **Send by WhatsApp**.

![A booking in Operations on the Services and suppliers tab, with Ask supplier buttons for each hotel](https://mintcdn.com/localflow-help/CifgMlYEK5k25CJY/images/shots/operations-services.png?fit=max\&auto=format\&n=CifgMlYEK5k25CJY\&q=85\&s=e01899742ac6ab75e9497bf52018e69f)


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