How Pippin Drafts a Costed Quote

Summary

Overview: In a workspace that uses costed quoting, Pippin does not price trips itself. It drafts the structure of a costing (the programs, the dated days, one line per activity and the hotels the client named), fills in costs from your supplier rates where it can, and puts the quote in the Review Queue for your team to finish and approve.

Prerequisites:

• Your business type is Travel Agency.
• Your quoting mode is set to Costed. See How to Switch to Costed Quoting and Set Costing Defaults.
• Optional but recommended: your supplier rates are set up. See How to Manage Supplier Rates.

How Pippin Decides

1. When to draft. As soon as the customer has given the trip (destinations or itinerary), the travel dates and how many are travelling, Pippin drafts the quote in the same turn. A range such as "4-6 pax" is enough. It does not wait for an exact headcount, for prices in your documents, or for the customer to say "go ahead".
2. Bookings only on request. In a costed workspace, Pippin proposes a booking only when the customer asks to talk to a person.
3. What it reads. Pippin reads the customer side of the conversation (in a very long conversation, the first message and the most recent ones; a later change, such as new dates, wins over an earlier message), any photos such as a flight schedule, and your knowledge for wording and tours. It follows your Quote and intro instructions, your guidance rules and your voice settings.
4. What it drafts.
   • Programs: one per quotation the client asked for. If the client asks for separate quotations (for example one for Manila and Boracay and one for Cebu), each gets its own program.
   • Days: in travel order, dated when the client gave dates, with the meals included and where the group sleeps each night.
   • Lines: one per activity, written the way your past itineraries write the same days when Pippify has them. Arrival, meet-and-greet, transfers, hotel breakfasts and check-out are added even when the client did not list them. Flights are marked as excluded.
   • Hotels: only the hotels the client named. Pippin never invents a hotel.
5. Prices. Pippin never prices anything itself. Pippify fills empty cost cells from your supplier rates when they match. Everything else is left for your team to enter.
6. Extras. Extra requests that Pippin did not add as lines (for example a private yacht) are saved as an internal note on the lead. The note starts with "Pippin read these extra requests in the inquiry. They are not priced in the costing; add them as lines if you quote them:". It never prints on the client's document.
7. If nothing can be laid out. When Pippin cannot work out a trip, it writes no costing and asks the customer for the missing details.
8. A promise is kept. If Pippin's reply tells the customer a quotation is being prepared but no quote was drafted in that turn, Pippify drafts it anyway when it can lay out the trip. This works after Pippin sends a reply on any channel, including web chat, and at the end of an AI voice call (judged on the whole call).
9. What happens next. The costing and its quote wait in the Review Queue as a Quote card marked Costed draft, the lead moves to Quote Drafted, and your team gets the notification "Pippin drafted a costed quote for … — review it". Pippin tells the customer their tailored quotation is being prepared.

Limits

• Costed quoting is for Travel Agency workspaces only.
• Costed quotes always wait for approval, at every automation level.
• A costed quote with a blocking check cannot be approved until the check is fixed.
• If the lead already has a quote waiting for review, Pippin does not start another one.
• On the free trial, once your trial reaches its outcome cap, Pippin stops drafting quotes. Settings › Billing shows your cap.

Step-by-Step Instructions

Step 1: Open the drafted costing

1. Open Review Queue in the left menu.
2. Find the Quote card marked Costed draft. Under the subject it shows the version, the number of hotel sets or services, and the program titles.
3. Click Open costing.

Step 2: Finish the costing

1. Check each program, day and line Pippin drafted.
2. Enter the costs Pippify could not fill from your supplier rates.
3. Check the lead's notes for any extra requests Pippin listed, and add them as lines if you will quote them.
4. Price the costing. See How to Build a Costing and How to Price a Costing.

Step 3: Clear any blocking checks

1. If the Review Queue card lists checks in red, Approve & Send is turned off.
2. Fix each check in the costing. See How to Fix Costing Checks Before Sending.

Step 4: Approve

1. Back in the Review Queue, click Approve & Send, or Reject to discard it.
2. You can also preview and send it from the costing itself. See How to Preview, Download and Send a Costed Quote.

Step 5 (optional): Draft it again

1. On the current version of the costed quote, open Actions and choose Regenerate with AI to have Pippin draft the structure again from the latest conversation.
2. Click Yes, Regenerate to confirm.

Verify It Worked

Success criteria:

• A Quote card appears in the Review Queue with Open costing, and the lead shows Quote Drafted.
• The costing has one program per quotation the client asked for, with dated days and lines.
• After approval, the lead moves to Quote Sent.

Troubleshooting

Common errors

• "This is an older version of the costing; open the current version to regenerate it": you tried to redraft an older version. Fix: open the current version first.
• "This workspace no longer quotes in costed mode, so the costing cannot be regenerated": the quoting mode was switched to Catalog (it also switches back to Catalog when the business type changes from Travel Agency). Fix: an Admin selects Costed on the Quotes tab of Settings › AI Studio, or you edit the costing by hand.
• Approve & Send is greyed out: the costing has a blocking check. Fix: see How to Fix Costing Checks Before Sending.
• No costing appears: the customer has not yet given the trip, the dates or the group size, or a quote is already waiting. Fix: let Pippin ask, or check the Review Queue.

Limitations & considerations

• Hotels the client named for a city where the group does not stay overnight are not placed in the costing. Add them by hand.
• Costs come only from your supplier rates or your team. Keep your rates up to date.

Next Steps & Related Resources

• Next steps:
  • How to Build a Costing
  • How to Price a Costing
• Related articles:
  • How to Switch to Costed Quoting and Set Costing Defaults
  • How to Manage Supplier Rates
  • How to Start a Costed Quote
  • How to Fix Costing Checks Before Sending
  • How to Make a New Version of a Costed Quote
  • How Pippin Drafts a Quote
  • Why Didn't Pippin Send a Quote?

Need more help? For more information and assistance, please send an email to support@pippify.ai.

Last Updated: 10/19/2026