Once we price match the customer’s screenshot and finalise calculating the final price, then we come to the quotation preparation process. This step is consisted of four steps: 

1. Final Price calculation and conversion 

2. Sending Price-Breakdown message  

3. Preparing GTO Quotation file 

4. Sending GTO quotation 

Let’s go through each step further: 

1. Final Price calculation and conversion   

Final price means the price after applying any discounts (GTO membership – GTO Promotion – Kudos deduction).  With GTO, we have two types of credit: 
 
– GTO products: 
Type of promotion where GTO customers pay a certain amount and GTO multiply the amount with a certain percentage, such as: Magic Pass 
 
– GTO Promotion:  
Type of promotion where GTO customers pay a certain amount to their wallet, and GTO team apply a certain discount on the overall booking price when using this amount to pay for that booking, such as: Hotel voucher promo. 

When calculating the price, we must review the product / promotion terms and conditions and ensure whether they are applicable or not in the customer’s case.  

NOTE: 
 
– KUDOS can cover up to 20% of the total booking. To apply the kudos discount, we should follow the below: 

1. Calculate total price including taxes 

2. Apply GTO membership discount (Applicable one) 

3. Calculate Active KUDOS credit. 

4. Deduct Kudos credit from the price, capped at 20% of total booking amount. 

–  We CANNOT use Kudos points to cover 100% of the total price and we cannot use it with any of our GTO promos / products. 

IMPORTANT: 
Final price MUST be always calculated in GBP. Only in rare cases when we are allowed to calculate and share the price in EGP. 

2. Sending Price Breakdown message 

The price breakdown message is the initial quotation that we share with our clients before creating or sharing the GTO quotation file. This usually helps to save time and effort in case the customer changed his mind or requested certain amendments with the quotation.  
 

The price breakdown template includes the following: 

• You will save: (The amount equivalent to the deducted Kudos / discount the customer is receiving, or the promotion the customer is applying) 

• Your Price: (Customer’s price as per the SS) 

• Our Price: (The final price after deducting the saved amount) 

• City tax / Tourism tax (If applicable for hotel bookings) 

• Refundability (Hotel cancellation date) 

NOTE: 
 
** All GTO bookings are NON-REFUNDABLE except for hotel bookings and Flexi flights that customer choose to pay a premium for.   

***How to calculate hotel refundability (Cancellation Date): 

To calculate hotel refundability date, we follow the below simple roles: 

1. If the hotel is available on Tripiology and cancellation date is earlier than Booking/Expedia 
   We minus 4 days from the cancellation date on Tripiology.  
   EX: Tripiology Cancellation date is 14 Jan 2026, so we minus 4 days, then GTO cancellation date is 10 Jan 2026. 

2. If the hotel is available on Tripiology and cancellation date is later than Booking/Expedia 

We minus 4 days from the cancellation date on Booking.  
EX: Booking Cancellation date is 14 Jan 2026, so we minus 4 days, then GTO cancellation date is 10 Jan 2026. 

3. If the hotel is not available on Tripiology: 
   We minus 7 days from the cancellation date on Booking.com or Expedia.  
   EX: Booking.com Cancelation date is 14 Jan 2026, so we minus 7 days, then GTO cancelation date is 7 Jan 2026. 

4. Based on GTO cancellation policy, if the hotel is Non- refundable on Tripiology / or from the Reservation team: 
   If the customer’s screenshot shows Refundable, then we inform the customer that the hotel is refundable up until the end of day (Today’s date). 

• Price Breakdown message sample: 

Dear Mr. / Ms, 
Thank you for your patience, please find below the breakdown of your quotation 
 

Hotel name: XXX 
You will save: £XXXX (XX% discount) 
Your price: £XXXX (price + taxes)   

Our price: £XXXX 
 

This booking can be cancelled free of charge before xx 
 

If you are happy with the price, please let us know, we will prepare a quotation that includes a payment link and send it to you shortly.  

Thank you. 

 
For All Price breakdown message templates, follow the below path: 
 
Price Breakdown Templates 

• TL Approval: 

 
Before sharing the PBD message with the customer to get their approval, we must obtain TL approval first. So, we copy and paste all collected info and attach it with the prepared PBD text message in a MS Teams post, following our daily post in the Enquiry Group in MS Teams, mentioning daily TL1. 
 
Based on the booking type (Hotel, flight, car, etc.), The TL approval request must include the following: 

• Flight: 

• Client SS    

• Price Match  

• XE Conversion to GBP (In case customer SS is not in GBP)  

• Copy of Cust Wallet (In case of credit usage) 

• Hotel: 

• Client SS  

• Price Match   

• Cancellation Policy  

• Payable Online or not?  

• Tripiology Tax  

• XE Conversion to GBP (In case customer SS is not in GBP) 

• Transportation: 

• Client SS  

• Price Match   

• Cancellation Policy  

• Payable Online or not?  

• XE Conversion to GBP (In case customer SS is not in GBP) 

• Activity: 

• Client SS  

• Price Match   

• Cancellation Policy  

• XE Conversion to GBP (In case customer SS is not in GBP) 

*** for all products, please get back to parameters section HERE. 

• Once TL1 approves the PBD message, we can then send it to the client to obtain his approval to continue the booking process. 
   
   
   

——————————————————– 

Once the customer agrees to the Price breakdown, we can then create a quotation file and send it to the customer with the Quotation message as follows: 

3. Preparing GTO Quotation File 

 
From GTO Panel system (https://panel.gtomembers.com/quotations) we follow the below steps to create a Quotation file: 

>>> General Steps <<<<<< 

1. Go to quotations  

2. Click on (Add new quotation) 

3. In the Customer ID section, type in customer phone number registered with GTO to be able to retrieve the customer’s information. 

4. Check if client’s membership is renewed and if they are eligible to use GTO service. (For E& customers only). 

5. Choose the payment gateway the customer will use to pay from the list: 
    
   –  Stripe: for payments in GBP (Most common) 
   – Kashier: for payments in EGP (For certain GTO promotions only) 
    

The above are the general steps which are applicable to every GTO booking. However, each product has his own specific steps and parameters as follows: 

• Flight: 
   

• For flight bookings, we choose quotation type as General (We DO NOT choose quotation type flight as it does not include all needed parameters) 

• After we choose “General “, then in the Quotation Type field, we Type “Flight Quotation “ 

• Then, we click on “Parameters” and add the following three parameters: 
   

1. Name: Route 
   Value: Airport codes for departure and return cities (Ex: CAI-DXB-CAI) 
   Order: 1 
    

2. Name: Change/ Cancellation Policy 
   Value: As Per the Official Airline Website 
   Order: 2 
    

3. Name: Number of Passengers 
   Value: xx Adults / xx Children (Age xx) 
   Order: 3 

**IMPORTANT NOTE: Only with flight Quotations, we must attach the following screenshots: 
 
– Customer’s Screenshot 
– Baggage Allowance  
– Conversion Rate in GBP 

Flight quotation will be rejected by TL1 if any of the above is not attached to the quotation file. 

• Hotel: 

• For hotel bookings, we choose quotation type as “Accommodation” 

• In the “Accommodation details “we add the following parameters: 

• Accommodation Name: Hotel Name  

• Accommodation Type: Choose the correct type as shown on the website (Hotel / Resort / Apart-hotel) 

• Rating: No. of stars under the Hotel name on website.  

• Full address of the hotel (In English)  

• Choose the board type based on the Customer SS 

In Rooms: 

• Copy the room type from the website, number of adults, children (Make sure to copy the exact age of the child as customer’s request. 

• Copy the price from the customer’s screenshot and NOT from the website (Price in GBP after conversion in case of different currency) 

• After checking the type of membership, put the correct discount/kudos point percentage. 
   

In Price Details:   

• Copy the amount of the city tax/ Tourism Fee / Damage Deposit as mentioned on website in GBP 

Check-in and Check-out:   

• List the dates of customer’s requested dates and check the Cancellation before box and pick the date of the day 4 days before the earliest mentioned date on either Tripiology or the Booking website.  

• In case the hotel is not available on Tripiology, we should deduct 7 days from the mentioned cancelation date on Booking.  

Example:   

Booking.com cancellation date is 27 Jan 2026,   

Room is available on Tripiology with cancellation date 25 January 2026, cancellation date is minus 4 days from the earlier one = 21 Jan 2026  

Room is not available on Tripiology: cancellation date is minus 7 days = 20 Jan 2026 
 
 

In Payment  

• Choose the wallet type and amount if the customer is willing to use credits. 

• Trains / Transportation / Car rental / Gift Card: 

For any other quotation type other than hotels, we choose Quotation type as: “General” and then add the parameters as per the parameters section HERE. 

• The last step we take is to save and download the quotation file. We need to make sure we name the downloaded file as follows: 
   
  – Cust. Name – Product – City or Airport Codes – Hotel name – Departure / check-in date.  
   
  EX: Mr. Ahmed Zahran – Hotel – Cairo – Nile Sheraton – 15 Jan 2026 

4. Sending Quotation Message 

On the same post for the BPD in MS Teams, we reply with the saved quotation file, along with the Quotation message – which is like the PBD message – however, in the Quotation message we ask the client to either make or approve payment to complete the booking. Also, we inform the client of the REFUND policy according to the payment method. 
 
** Note: We can get the refund policy for each product / promo in the Terms & Conditions link for the promo / product. 
 
Sample for the Quotation text message: 
 

Hotel quotation (day to day one – instant discount only) 

Dear Mr./Ms. [Customer Name], 

Please find your hotel quotation details below: 

Hotel name: XXXXXXXX 
You save: £XXXXX (GTO discount type & %) 
Your price: £XXXXX (room price + taxes) 
Our price: £XXXXX 

Kindly note that the final price is calculated based on the total amount shown in the Booking.com or Expedia screenshot, after applying the applicable discount, regardless of the price breakdown. Any taxes or mandatory fees payable directly at the hotel (such as city tax or tourism fees) are not included and must be settled locally by the guest. GTO is not responsible for these charges 

This booking can be cancelled free of charge before xx 

To secure availability and the quoted rate, please complete payment within 2 hours. Once payment is completed, kindly share the first name, last name, and nationality of all guests exactly as per passport. Upon receipt, the booking confirmation will be shared within 24 hours. 

Please note that failure to complete payment within the stated time, payment made outside working hours, or missing information may prevent us from proceeding and may require a new quotation. 

Any amendments require cancellation and rebooking and will be subject to updated rates. In case of cancellation, the paid amount may be credited to your GTO Wallet for future refundable hotel bookings. If you choose a refund to the original payment method, a 5% administration fee will be applied, and the refund will be processed within 30 working days. 

By proceeding, you confirm acceptance of the above terms. 

Thank you for choosing GTO. 

You can find Quotation text templates for all quotation types here. 
TEMPLATES