How to Manage Supplier Rates

Summary

Overview: Supplier rates are the net costs (hotel rooms, transport, guides, tours, fees and supplements) that Pippify uses to price a costed quote. Pippify reads them from your knowledge files, and you can check, correct, switch off or add rates by hand on the Rates tab of AI Studio.

Prerequisites:

• You are the Admin of the workspace.
• Your business type is Travel Agency. The Rates tab does not show for other business types.
• To have rates read for you, add your rate sheets or contracts to Pippin's knowledge first.

Step-by-Step Instructions

Step 1: Open the Rates tab

1. In the left menu, go to Settings › AI Studio.
2. Click the Rates tab.
3. The first time you open it, Pippify starts reading your knowledge files for rates. While it works, a strip shows Reading your knowledge for supplier rates · N of N files with a progress bar.
4. When it finishes, the strip shows how many rates came from how many files, for example 12 rates from 3 files, plus · N need a look if some rates need checking.

You can also jump here from Settings › AI Studio › Knowledge: a knowledge file that holds rates shows a chip such as 4 rates. Click it to open the Rates tab filtered to that file. On the Quotes tab, the line under Costed (for example 12 rates ready, 2 need a look) has an Open Rates link.

If your workspace quotes in Catalog mode, a note above the table says "Pippin uses these rates only when it quotes in Costed mode. In Catalog mode it prices from your Knowledge." Click Switch to Costed to change the mode. The message "Pippin now quotes in Costed mode" appears and the note goes away. See How to Switch to Costed Quoting and Set Costing Defaults.

Step 2: Read the rates table

Each row shows:

• Item: the rate's name, with the supplier and room type under it, any conditions (for example season: peak) and any note.
• City, Kind (Hotel room, Transport, Guide, Tour, Fee or Supplement).
• Amount: the currency and amount, how it is priced (per group, per person, per room per night, per vehicle or per trip) and the group size it covers, for example 2 to 6 pax.
• Valid: the dates the rate applies, or Any date.
• Source: the knowledge file it came from (with · edited if someone changed it), or Added by hand.
• Status:
  • In use: Pippify can price quotes with it.
  • Needs a look: Pippify wasn't sure about this rate. The reason shows under the item.
  • Expired · not used in quotes: its Valid to date has passed.
  • Switched off: you, or the file it came from, turned it off.

Step 3: Search and filter

1. Type in the search box (Search item, supplier, city or conditions...).
2. Click Filters to narrow by City, Kind, Source file or Status (All, In use, Needs a look, Switched off), or tick Expired only.
3. The Filters button shows how many filters are on. Click Clear All Filters in the drawer to remove them.

Step 4: Confirm a rate that needs a look

1. Find a row with the Needs a look status and read the reason under the item.
2. If the rate is right, click Use this rate. The status changes to In use.
3. If the rate has already ended, Use this rate opens the rate instead, with the message "This rate ended on YYYY-MM-DD; set new dates to use it." Set new Valid from and Valid to dates and click Save rate. The rate is saved and put to use.
4. If the rate is wrong, click Edit, fix it, and then click Use this rate.

Step 5: Edit a rate

1. Click Edit on the row.
2. Change any field: Item, City, Kind, Priced, Amount, Currency, Supplier, Valid from, Valid to, Group from (pax), Group to (pax), and for hotel rooms Room type and Stars.
3. Under Conditions, click + Add a condition to add a condition and its value (for example season and peak), or click the x to remove one.
4. Click Save rate.

An edited rate is yours: when Pippify reads its file again, it keeps your version.

Step 6: Add a rate by hand

1. Click Add a rate.
2. Fill in Item (for example "Private van transfer, airport to hotel"), Amount and a three-letter Currency such as PHP. These are required.
3. Choose the Kind and how it is Priced. A Hotel room is always priced per room per night, and only a hotel room can be.
4. Add the other details you know and click Save rate. The new rate is In use right away.

Step 7: Switch a rate off or on

1. Click Switch off on the row. Pippify stops using the rate in quotes.
2. To use it again, click Switch on. A rate that needed a look before goes back to Needs a look.
3. If the knowledge file a rate came from is turned off, the rate shows Switched off and has no switch. Turn the file back on in the Knowledge tab.

Step 8: Delete a rate you added by hand

1. Click Delete on a rate you added by hand.
2. In Delete this rate?, click Delete. The rate is removed for good.

Rates read from a knowledge file have no Delete button, because the next scan would bring them back. Switch them off instead.

Step 9: Scan your knowledge again

Pippify reads each new or re-indexed knowledge file for rates on its own once the file is indexed. To read all your files again, click Scan knowledge again on the strip above the table. The strip shows the progress, and the table refreshes when the scan ends.

Verify It Worked

Success criteria:

• The rate you added or confirmed shows In use in the Status column.
• An edited rate shows · edited next to its source file.
• A switched-off rate shows Switched off.
• The strip above the table shows the expected number of rates and files.

Troubleshooting

Common errors

• "No rates yet. Pippify reads them from your knowledge files.": no rates were found yet. Fix: add your rate sheets to Pippin's knowledge, then click Scan knowledge again.
• "Fix this rate first: the amount must be above zero" (or another reason after Fix this rate first:): the rate can't price a quote as it is. Fix: click Edit, correct the field named in the message, save, then try again.
• "Fix this rate first: this rate ended on YYYY-MM-DD; set new dates to use it": the rate's end date has passed. Fix: edit the rate and set new dates.
• "A hotel room that is not priced per room night" or "Priced per room night but it is not a hotel room": the kind and the pricing don't match. Fix: set a hotel room to per room per night, and anything else to another option.
• "A rate read from a knowledge file comes back on the next scan: switch it off instead": you tried to delete a rate read from a file. Fix: click Switch off.
• "Could not switch to Costed. Please try again.": Switch to Costed didn't go through. Fix: try again, or choose Costed on the Quotes tab.
• "Supplier rates are available for travel agency workspaces only": the workspace's business type isn't Travel Agency. Fix: rates aren't used by other business types.
• The Save rate button stays grey: Item is empty, Amount isn't above zero, or Currency isn't three letters.

Limitations & considerations

• Only the Admin can open AI Studio, so only the Admin can view or change rates here.
• An expired rate is never used in quotes, even while it shows in the table.
• Rates price quotes only while the workspace quotes in Costed mode. In Catalog mode Pippin prices from your knowledge.
• When a file changes and no longer holds a rate you edited, Pippify marks your rate Needs a look so you can check it.

Next Steps & Related Resources

• Next steps:
  • How to Switch to Costed Quoting and Set Costing Defaults
  • How to Build a Costing
• Related articles:
  • How to Add a File to Pippin's Knowledge
  • How to Manage Knowledge Documents
  • How Pippin Drafts a Costed Quote
  • How to Price a Costing

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

Last Updated: 10/19/2026