The challenge
A Mumbai outbound travel agency selling Schengen, Bali and Japan packages was losing high-intent enquirers to OTAs because itinerary drafts took 4-5 days. Visa documents trickled in over WhatsApp as photos, half were rejected for being unreadable, and the visa team chased customers for 3 weeks. Seasonal campaigns went out late — Schengen summer slots were quoted in May, by which point appointments were booked out.
How we deployed
- Built an AI itinerary builder that produced a 7-12 day draft with hotels, transfers and activities in 90 minutes from a WhatsApp brief.
- Captured visa-document requirements per destination and collected them on WhatsApp with auto-readability and completeness checks.
- Routed reject-prone documents (bank statements, ITR, sponsorship letters) to a human visa officer with a clear fix-list.
- Set up seasonal campaign automation — Schengen summer pushed in February, Bali long-weekend in October, Japan cherry-blossom in November.
- Synced confirmed bookings into a unified customer record so the family's next holiday quote pre-filled their preferences.
What changed
- Rs 11.8 crore in package revenue closed in 9 months across the three destinations.
- Enquiry-to-payment cycle compressed from 18 days to a 6-day median.
- Visa-doc turnaround dropped 68% with on-WhatsApp readability checks.
- Conversion on quoted itineraries lifted 58% on speed alone.
- Repeat-customer share grew to 34% as preferences carried across trips.
"Travel is sold on the day the family decides. If the itinerary lands four days later, you lost. We now land it before the WhatsApp chat ends."
— Founder · Outbound travel agency