Create an Itinerary or Smart proposal

TravelJoy allows you the ability to create sleek, professional itineraries or proposals right from your client’s trip. You can then send the itinerary or Smart proposal directly to your client, where they can view their trip details in real time and even take the itinerary or Smart proposal with them on the go using the Itineraries by TravelJoy app.

Index

• Getting started
  • Create a Smart proposal
  • Settings
  • Pricing
  • Copilot
  • Magic importer
  • Library
  • Additional elements
  • Managing itinerary and proposal elements
• Preview & share with your clients
  • Preview
  • Send to your client
• Client experience
• FAQs

Getting Started

In today’s example, we’ll focus specifically on the elements of a Smart proposal. That said, the Itinerary and Smart proposal builders within TravelJoy are very similar in structure. The key difference is that Smart proposals include a few additional features:

• The ability for clients to review and approve the proposal, which then converts it into an itinerary
• The ability to display pricing, collect payments, and capture credit card authorizations (Itineraries can also display pricing — see the Pricing section below)
• The ability to present selectable options for clients, such as choosing between hotels

The Itinerary tool, on the other hand, serves more as your client’s “source of truth.” It organizes and presents their trip details but does not require client approval.

For a fuller comparison, see “Itineraries, Smart Proposals, and Proposals: What’s the Difference?”

Create a Smart proposal

To create a Smart proposal (or Itinerary, if you prefer), start by opening your client’s trip from your TravelJoy dashboard, and navigating to the blue “Create…” button in the top right of the screen, under the trip name.

Once the blue “Create…” button is clicked, you’ll see several different options to build, including an Itinerary or Smart proposal:

Settings

Clicking the Settings button opens a right-side panel with two tabs: Overview and Pricing. On the Overview tab you can customize the title and introduction (with basic rich-text formatting), update or remove your signature, and change the cover image:

Pricing

The Pricing tab is available on both Itineraries and Smart proposals. On an Itinerary you can input pricing and choose whether to Hide or Show prices to your client. On a Smart proposal, pricing additionally drives payment collection.

The Pricing tab lets you set a Total price and Deposit, pick a currency, choose whether the price is a Fixed total or a Sum of items, choose whether the client sees One package price or Itemized prices, and (on Smart proposals) accept a credit card authorization or a direct payment when your client approves their proposal:

Copilot

Copilot appears as a persistent chat panel on the right side of the editor for Pro and Premium members. Type what you’d like Copilot to build or ask it to search your library with @. For details on limits, add-on tiers, and how Copilot interacts with your existing content, see the dedicated Copilot article: “Build an itinerary in just seconds using Itinerary Copilot.”

Magic importer

Magic importer lets you take itinerary documents provided by your suppliers and import them directly into your itinerary or proposal, including cruise, hotel, flight, and activity details. Available on Pro and Premium. See the full guide: “Use Magic importer to convert documents into an entire Smart proposal or itinerary.”

Library

The Library tool can store any items you’d like to reuse on itineraries or proposals. Clicking on the “Library” button within your itinerary or proposal will allow you to view and add items you’ve previously saved, or even search for full itineraries or proposals to easily duplicate. Learn more here

Additional elements

You can manually add several elements to your itinerary or Smart proposal:

Sections break up your itinerary or proposal based on date or category - whatever works best for you. Sections, once added, can be edited on the right side of the screen:

Items can be added for individual details such as flights, car rentals, general information and more. You can even search for cruises and import hotel information. Once added to the itinerary or proposal, you can edit these items to add confirmation details, photos, and additional information on the right side of the screen:

Options allow you to offer choices to your clients, like when you need them to choose between two hotels. You can learn more about this tool here.

Bookable items offer the ability to propose and book hotels, activities, and transfers directly through TravelJoy, all while earning you a commission!

Managing itinerary & proposal elements

Once you’ve added your trip sections, items, or options, you can drag and drop them to arrange them further — click and hold anywhere on a row to grab it, then drag to reposition. You can also hide, duplicate, or delete items using the “…” action menu on the right side of each section or item:

Change how you view itinerary and proposal items when editing by toggling between list and grid view:

Preview & share with your client

Preview

You can preview your itinerary or Smart proposal with your client by locating the “Preview itinerary” or “Preview proposal” button at the top right of the editing screen (the label matches your document type):

Send to your client

When you’re ready to send, head to the blue “Share itinerary” or “Share proposal” button in the top right of the page. The dropdown offers three options: Send, Save as PDF, and Copy link. Choose Send to customize the email that accompanies your proposal, and optionally turn on a reminder for your client if they don’t open it within a certain amount of time:

If the Send option is disabled on a Smart proposal, it’s usually because the proposal has no price set or the pricing state is incomplete — open Settings › Pricing to review.

Client experience

When your client receives their proposal, they’ll see a polished, easy-to-navigate experience complete with a clickable overview that helps them jump to specific items quickly. They’ll also have the ability to sync the proposal with the Itineraries by TravelJoy app, share it, download it to their device, ask questions via email, and ultimately approve the proposal, converting it into their trip itinerary:

FAQs

What happens after a Smart proposal is approved by a client?

You’ll receive an email letting you know the proposal has been approved and will see it now listed as an itinerary right from the client message feed:

How do I get back to my proposal or itinerary to edit it?

Itineraries can be accessed right from the trip message feed (as seen above) or from the trip files tab. Proposals will only be accessible from the trip files tab:

Can I archive an itinerary or Smart proposal if needed?

Yes! This can be done from the trip files tab:

Once archived, client’s will not be able to access the itinerary or proposal link shared with them.