How a Luxury Travel Agency Freed 12 Hours a Week Per Advisor

The agency ran on 8 disconnected systems, including Salesforce, a trip-planning tool, a GDS booking system, a project tracker, email, and file storage, so advisors had to re-enter the same client and trip details into multiple places by hand. There was no single source of truth for a client's history, and pulling together a trip itinerary or checking commission status meant hunting across several tools.

We consolidated all 8 systems into a single encrypted, versioned database and built a Claude-accessible layer on top of it, so advisors can ask plain-English questions and get instant answers, generate documents on demand, and have new documents automatically parsed and filed with built-in checks to avoid mismatching them to the wrong client or trip.

The team started with the hardest part, the data migration: exporting and reconciling records from all eight systems into a single encrypted, versioned database. Years of client and trip history disagreed across tools, with duplicate records and conflicting details for the same client, so they built disambiguation logic to catch conflicts automatically, though a fair share still needed manual review before the database could be trusted as the single source of truth. With the data in place, they built a Claude interface on top so advisors could ask questions in plain English and generate itineraries and confirmations on demand. Automated intake followed, parsing incoming documents and filing them against the right client and trip, with disambiguation checks before anything was filed. Rollout went system by system so advisors could keep working while each piece came online. In hindsight the team would budget more time for the cleanup phase up front.

Advisory or agency businesses running on a patchwork of best-of-breed tools that never talk to each other, especially where advisors spend real time on lookups and document handling. It works best when there's a founder or ops lead willing to sign off on consolidating everything into one system of record.