An AI voice agent for travel agencies: answer every call

These problems usually start with a call nobody took:

• Travel inquiries require fast response to convert.
• Trip information scattered across WhatsApp and email. Flight PNR, hotel voucher, activity bookings, travel insurance — in different chats and emails. WhatsApp organises it all.
• Post-trip follow-up never happens. Traveller returns from Thailand. Amazing trip. Nobody followed up with "Where next?" They book their next trip with someone who did.

Travellers call with urgent changes, often outside office hours and from different time zones.

People planning a trip, booked travellers with questions about payments and documents, visa applicants checking status, and travellers abroad with a problem. Agents are building quotes and on supplier calls; evenings and weekends bring the most planning calls.

Vajra, Reputoo's voice agent, runs the same workflows over the phone that the WhatsApp agent runs in chat:

1. Inquiry → specialist contact in 60 seconds — Bot collects destination, dates, and budget. Instantly sends to specialist while sharing destination highlights.
2. Itinerary, vouchers, and travel docs on WhatsApp — All travel documents shared via WhatsApp in one organised conversation.
3. Pre-trip checklist sent 7 days before departure — Packing list, forex tips, visa requirements, emergency contacts — all in one WhatsApp message.
4. Post-trip follow-up + "Where next?" offer — Return day: welcome home message. Day 7: "How was the trip?" Day 30: next destination suggestion.

After each call the caller can get a WhatsApp message with the details, and staff see the call in the call log.

• 36 languages, switching to the caller's — useful where customers mix languages in one sentence.
• After hours it takes the booking or the message instead of letting the call ring out.
• Live transfer to a staff member when the caller asks for one or the call needs a person.
• Outbound calls for reminders and follow-ups, within the calling hours you set. Quotes quickly after an enquiry, document reminders before travel, and updates during the trip when something changes.

What stays with your staff: Custom itineraries, cancellations and refunds, and any problem while the traveller is abroad need an agent.

A caller abroad with a missed flight or a hotel problem is transferred to the duty person at once, with the booking pulled up. For medical or safety emergencies, the agent gives the local emergency number first.

A monthly voice add-on of ₹1,999 (or $29) on top of your Reputoo plan, plus call minutes billed from a prepaid wallet at ₹4–12 a minute depending on the number and route.

Compare that with the cost of the calls going unanswered, or with the hours staff spend on routine calls, and decide from your own call volume.

Booked travellers call about balances and documents. The agent reads the payment schedule, sends the link, and resends documents to WhatsApp.

Applicants call to check status. The agent reads the stage you record — documents received, submitted, appointment date — and never predicts the embassy's decision.

An agency taking 30 calls a day at about two minutes each uses around 60 minutes a day, roughly 1,800 a month. At ₹4–12 a minute from the prepaid wallet that is ₹7,200–₹21,600 a month in minutes, plus the ₹1,999 monthly add-on.

1. Load packages, visa checklists and policies; connect bookings.
2. Set the duty transfer for travellers abroad.
3. Test an enquiry, a payment call, a visa-status call and an emergency call.

Couples call about honeymoons. The agent asks dates, style and budget, sends a few matching packages to WhatsApp, and books a call with a honeymoon specialist for custom plans.

Families call about pilgrimages for elderly parents. The agent explains departures, inclusions, pace and any guidance you publish, books seats with a deposit link, and hands medical questions to an agent.

Travellers call when an airline changes their flight. The agent confirms the change from the booking, explains the options you have, and books a callback with the agent handling it.

Callers ask about travel insurance or forex. The agent explains what you offer and sends details and payment links to WhatsApp.

Families plan holidays in the evening and at weekends. The agent answers every call, sends packages, and books agent callbacks, so the week starts with warm leads.

The agent follows the caller's language, which matters for inbound tourists and for families where elders prefer their own language.

Answer with the agency's name and a warm line about travel. End by summarising what was sent or booked and what happens next.

Compare calls that rang out, enquiries captured by phone and bookings that followed, before and after. Review every emergency call to confirm the transfer worked.

Travellers call days before departure with questions about baggage, check-in and pickup. The agent answers from the booking and ticket and sends the checklist to WhatsApp.

For short domestic trips, the agent checks package availability, confirms hotels, and sends a payment link to WhatsApp, booking without an agent where your packages allow.

Organisers call about payments and rooming lists for their group. The agent reads the group's status and books a callback with the group agent for changes.

Travellers call to cancel or change. The agent explains the rules for their booking and passes the request to the agent, who confirms charges with suppliers.

Returning travellers often ask for the agent who planned their last trip. The agent transfers when they are free, or books a callback noting the destination and dates.

The agent never tells a caller where a traveller is or when they are travelling unless the caller is the traveller or the organiser who booked.

Callers ask what documents they need for a visa. The agent explains your checklist for the destination and the published processing time, sends the checklist to WhatsApp, and books an appointment with the visa desk.

Visitors calling from abroad about tours in India get answers in their language, matching tours on WhatsApp, and a callback from the inbound team for custom plans.

Travellers returning with a complaint about a hotel or transfer are heard, their details recorded, and a callback booked with their agent to follow up with the supplier.

A warm, enthusiastic voice suits travel. Review call summaries in the first weeks for destinations the agent mishears, and add them.

Company coordinators call to book employee travel. The agent takes the traveller, dates and cities, confirms policy limits from the account, and passes the request to the corporate desk with instant confirmation on WhatsApp.

Older travellers and their families call with detailed questions about pace, walking and assistance. The agent answers from the tour sheets patiently, sends details to WhatsApp, and hands health questions to an agent.

Within the hours you set, the agent can call travellers whose balance is overdue, explain what is due and when, and send the payment link to WhatsApp during the call.

Track calls answered without staff, quotes requested by phone and bookings that followed. Review every emergency call to confirm it reached the duty person within seconds.

Travellers call before departure to ask what to do if something goes wrong. The agent explains the duty number and chat, and sends both to WhatsApp so they are on the phone before the trip starts.

Within the hours you set, the agent can call travellers who received a quote but have not replied, ask whether they have questions, and book an agent callback or a quote refresh if fares have changed.

Applicants call to confirm their visa appointment. The agent reads the date, time and address from the record and sends the document list to WhatsApp.

Past travellers calling to plan the next trip are recognised, their previous trip noted, and a callback booked with their agent — who starts the conversation knowing what they enjoyed last time.