How to Build a Costing

Summary

Overview: The Costing view is the worksheet behind a costed quote. You set the travellers, add programs, hotels and days, and enter net costs. Pippify saves every change and rebuilds the client document as you go.

Prerequisites:

• A costed quote is open (see How to Start a Costed Quote), and its version is still a draft.

Step-by-Step Instructions

Step 1: Fill in the trip strip

1. Travellers asked for: the fewest and the most travellers the client asked about.
2. Paying travellers (pax basis): the number of paying travellers. Every group cost is divided by this number.
3. Quoting for: Travel agent, Direct customer or Company.
4. Prices valid until: pick a date, or tick No validity (book and buy).

Step 2: Add a program

1. Click + Add program and choose:
   • Day-by-day itinerary: days, hotels and per-day lines.
   • Services only (transfers, vans, a yacht): services priced per unit, with no hotels.
2. A version holds either day-by-day programs or one services program, not both.
3. Each program gets a tab. Use the arrows to move a program left or right. Remove program asks you to confirm.

Step 3: Fill in the program bar (day-by-day)

1. Program title: the client document shows it as written (for example, 4D3N CEBU).
2. Start date and End date.
3. Nights and Destinations (separate cities with commas, for example Manila, Boracay).
4. Click More for Short name for the Excel sheet and for a Markup for this program or Single supplement markup for this program. Blank uses the version's markup.

Step 4: Add hotels

1. Open the Hotels section. A new program starts with one hotel set named Suggested hotels.
2. Click + Add hotel and fill in City, Hotel, Star, Room category, Rate per room per night, Valid from and Valid to.
3. To offer the same trip at other hotels, click + Add hotel set, give it a name and click Add hotel set. It starts as a copy of the hotels shown now; change the names and rates in the copy.
4. Click a hotel set's name to switch to it; type in its name box to rename it. Remove hotel set removes the one shown after you confirm: the window Remove this hotel set? says Its hotels and rates are removed from the draft. Click Remove hotel set, or Cancel.

Step 5: Add days

1. Click + Add day. Each day card shows Day 1, Day 2 and so on.
2. Set the day's date and Day title.
3. Tick the meals included: B (Breakfast), L (Lunch), D (Dinner).
4. Set Overnight in to the city where the group sleeps. Pick from the program's destinations.
5. Use the arrows to move a day up or down, or the trash icon to remove it.

Step 6: Add lines to each day

1. Click + Add line.
2. Type the Line text and pick a Type: Hotel night, Tour (per person), Fee (per person), Van (group), Guide (group), Supplement, Flight (no cost) or Note only.
3. For a Hotel night, pick the Hotel from the hotel set. Pippify shows half the room rate per person per night (twin sharing).
4. Enter costs in the cells the type uses: Per person, Single room extra, Van (group) and Guide (group). Cells a type doesn't use stay blank.
5. For a Supplement, enter the Group amount and choose how it is charged: Own line (shown as its own line per group) or Per person (folded into the per-person price).
6. For a Flight (no cost) line, the airfare is never costed. Its Per person cell is a Per person fee (for example, a terminal fee).
7. The Priced column shows the line's twin, single, van and guide figures.

Step 7: Build a services program instead

1. Click + Add date group. A Date (optional) field sits on each group.
2. Click + Add service and describe it (for example, Private van, airport to hotel, per van). Enter the Net cost per unit.
3. Click + Add note for a line of text with no price.
4. The Rate column shows the sell price per unit.

Step 8: Watch it save

1. The header chip shows Saving…, then Saved.
2. If it shows Could not save, click (retry).

Verify It Worked

Success criteria:

• The header chip shows Saved.
• The side pane's Price block shows prices for each hotel set or service.
• Checks shows No checks to fix. Ready to send., or a list to work through.

Troubleshooting

Common errors

• "Your last changes could not be saved, …": an action waited for a save that failed. Fix: click (retry) on the chip, then try the action again.
• "This version was sent; open a new version to change it": this version is locked. Fix: see How to Make a New Version of a Costed Quote.

Limitations & considerations

• A version can have up to 10 programs. A program can have up to 31 days (or date groups), a day up to 40 lines, a program up to 5 hotel sets and a hotel set up to 10 hotels.
• A hotel night is priced in each hotel set from that set's matching hotel. A hotel added to only one set leaves that night unpriced in the other sets.
• A services program can't hold hotel sets, and day-by-day programs can't be added to a services version.
• Cells filled from your Supplier Rates show a dot. Hover over it to see which rate filled it.

Next Steps & Related Resources

• Next steps:
  • How to Price a Costing
  • How to Fix Costing Checks Before Sending
• Related articles:
  • How to Start a Costed Quote
  • How to Manage Supplier Rates
  • How to Preview, Download and Send a Costed Quote

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

Last Updated: 10/15/2026