Travel Agent Virtual Assistant
Travel advisors sell expertise, then spend hours on the admin around each trip: research requests, quotes, deposits and final payments, documents, insurance offers, changes and supplier follow-ups.
A travel agent virtual assistant is a dedicated remote team member who handles that admin for advisors and agencies, so you spend more time designing trips and selling.
What your VA takes on
- Inquiries: replies, intake questionnaires and consult booking.
- Itinerary drafts: drafting itineraries in your software from your plan and supplier details.
- Supplier follow-up: confirmations, special requests and commission tracking.
- Payments: deposit and final payment reminders by deadline.
- Documents: travel documents, entry requirement reminders from official sources and pre-trip checklists.
- Client care: welcome-home messages and review requests.
A typical week
- Monday: payment deadlines this week.
- Tuesday: itinerary drafts.
- Wednesday: supplier confirmations.
- Thursday: document packs for departing clients.
- Friday: commission tracking and inquiries.
Tools they work in
- Agency software: Travefy, ClientBase, Axus, TESS
- Supplier portals you use
- CRM and email: your CRM and inbox
The bright line
Your VA does not give visa, health or legal advice, and directs entry requirement questions to official sources. Bookings and payments follow your approval.
Signs it is time
- Final payment deadlines are tracked in your head.
- Itineraries take hours to format.
- Commissions go unclaimed.
- Inquiries wait while you are travelling.
Travel agency virtual assistant: from enquiry to return
- Enquiry: questionnaire sent, budget and dates confirmed, consult booked.
- Planning: options researched and draft itinerary built in Travefy or your tool for your review.
- Booking: supplier bookings you've approved, deposits and final payment dates tracked.
- Before travel: documents packet, passport and visa reminders, transfer confirmations.
- After travel: welcome-home email, review request and the next trip noted in your CRM.
What it costs
Flat monthly plans, one dedicated VA: Essentials $899/mo (20 hours a week), Executive $1,599/mo (full-time) and AI Manager $2,599/mo (full-time, AI-fluent). Worked out per hour from those published prices, that is about $10/hr, $9/hr and $15/hr all-in. Every plan includes a free shortlist of 2–3 vetted VAs in 72 hours, a $0 recruitment fee, payment only once your VA starts, month-to-month terms and a 30-day replacement. See pricing.
Independent advisors usually start on Essentials; host agencies and busy agencies use full-time VAs.
Your first 30 days
- Week one: inquiry and itinerary templates.
- Week two: payment and document tracker.
- Week three: supplier follow-up.
- Week four: commissions and client care.
Related
- Event and wedding planner VA
- Virtual personal assistant
- Customer service virtual assistant
- All industries we support
FAQ
Can a VA book travel? They can prepare and process bookings you approve, inside your systems.
Do they use Travefy? Yes, or your itinerary tool.
Do you support host agency advisors? Yes.
Can they track commissions? Yes, against your supplier records.
What about urgent issues while clients travel? Coverage depends on plan hours; we will plan it honestly with you.
What if the fit isn't right? Tell us within 30 days and we replace your VA at no cost, carrying the documented context over so you do not start from zero.
Can a travel agent's VA make bookings? Yes, in the supplier portals and tools you give them access to, once you've approved the booking.
Get a free VA shortlist in 72 hours.
Tell us what you need. We send 2–3 hand-picked, vetted VAs to interview. $0 recruitment fee, and you pay nothing until your VA starts. Essentials $899/mo, Executive $1,599/mo, AI Manager $2,599/mo, month-to-month.