End-to-End: Client Request to Delivery
A complete walkthrough of the Ghloria workflow from first client contact to sending a proposal.
End-to-End: Client Request to Delivery
This walkthrough covers the full Ghloria workflow for a typical proposal — from the first client inquiry to sending the final offer. Use it as a reference when onboarding new consultants or to verify your team's process is using the platform effectively.
Scenario
A new client, Mariana, contacts the agency. She wants to take her family of four (two adults, two children) on a 10-day safari in Tanzania, departing in October. She has a rough budget of €20,000 total and prefers lodge accommodation over camping.
Step 1 — Create the Client Record
Go to Clients → New Client and create Mariana's record.
Enter:
- Full name
- Email address
- Phone number
- Client type: Leisure
The client record becomes the anchor for all proposals and trips associated with this client. If Mariana contacts the agency again next year, all previous work is in her client profile.
→ Reference: Clients
Step 2 — Create the Trip
Go to Trips → New Trip and create a trip for this request.
Enter:
- Client: Mariana (select her from the client search)
- Title: "Tanzania Safari — October 2026"
The trip becomes the operational container. All proposals built for this request live inside this trip.
→ Reference: Trips
Step 3 — Create the Proposal
From the trip detail page, click New Proposal. The proposal opens in edit mode with the client and trip already linked.
In Client & Trip, verify:
- Client fields are populated from Mariana's record
- Adults: 2, Children: 2
→ Reference: Proposals and Trips
Step 4 — Import Supplier Documents
Mariana's preferred lodge operator has sent a PDF with accommodation options and pricing. Instead of entering it manually, use the import flow.
From the proposal, open the Import dialog and upload the PDF. Ghloria parses the document and extracts:
- Hotel names and room types
- Pricing (per person, per night)
- Inclusion details
Review the extracted data in the ingestion review dialog. Approve the fields you want to bring into the proposal and adjust any that were parsed incorrectly.
→ Reference: Document Ingestion
Step 5 — Add Destinations and Flights
Go to the Destinations tab and add the route:
- Origin: Lisbon (LIS)
- Destination: Kilimanjaro (JRO) or Dar es Salaam (DAR)
- Add return leg
Search airports by name or IATA code. Add the flight option with the relevant legs. If you have multiple flight options (e.g., direct vs. connecting), add each as a separate flight option.
→ Reference: Destinations
Step 6 — Structure the Accommodation
Go to Accommodation (inside the Destinations tab) and verify the lodge details imported in Step 4. Add:
- Check-in and check-out dates
- Room type and board basis (Full Board is standard for safari lodges)
- Number of rooms and occupancy per room
Ghloria calculates accommodation pricing from the room structure and applies it to the budget.
→ Reference: Destinations
Step 7 — Set the Budget
Go to the Budget tab.
Set a Net Margin % — for example, 18%. Ghloria runs the three-pass calculation:
- Sums all service net costs (flights + accommodation + fees)
- Calculates the required revenue to achieve 18% margin
- Distributes the markup across services
Review the summary cards: Net Price, Markup Total, Net Margin %, and Grand Total. If the grand total exceeds Mariana's €20,000 budget, adjust the accommodation selection or check if a different flight option reduces cost.
→ Reference: Budgets and Pricing
Step 8 — Build the Itinerary
Go to the Builder tab (workspace owner only) or the Itinerary section to add day-by-day content.
Add:
- An Itinerary Day block for each day of the trip
- Activity descriptions, lodge meals, and game drive schedules
- A Practical Info block for visa requirements, vaccinations, and packing advice
Use the Travel Assistant to draft destination descriptions or day summaries, then paste and refine them in the proposal blocks.
→ Reference: Itinerary and Builder
Step 9 — Create a Version and Set to Open
When the proposal is ready to send, go to the Versions panel.
- The current draft is version 1. Click Generate version to lock it.
- Rename the version if helpful (e.g., "Tanzania Option A — Standard Lodges").
- Change the status from Draft to Open once the version has been shared with the client.
→ Reference: Proposal Versions
Step 10 — Deliver the Proposal
Choose the delivery format:
Generate a PPTX presentation from the proposal. Select the template, choose which slides to include, and download the file.
Generate an HTML email version of the proposal content and send it directly to the client from within Ghloria.
→ Reference: Delivery
Step 11 — Track the Status
Once Mariana has received the proposal:
- The version status is Open
- When she accepts: change status to Closed (trip is won)
- If she declines: change status to Cancelled
If she asks for adjustments, duplicate the version to create Version 2 without losing the original record. Edit the duplicate and go through the delivery steps again.
What to Do Next
- If the trip is confirmed: add post-booking files to the trip record (booking confirmations, vouchers, insurance)
- If you need a second quote: duplicate the proposal or create a new version with different accommodation options
- Update the client record with any notes from the sales conversation
→ Reference: Team Collaboration