How do charter brokers quote faster?
Charter brokers quote faster by putting a system between the request and the priced options. Each request is read into the quoting system you already run, matched against the client's preferences and past trips, and turned into options a broker checks and sends. Passenger details and documents are collected once and reused, and a change or a rebooking starts from the trip on file rather than from a blank thread. The charter goes to whoever quotes first.
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How does faster quoting work?
We build it inside the software your brokerage already runs; for charter brokers that is Avinode. Nothing is replaced, and every step below is a rule you set rather than a black box.
Capture every request in one place
Requests from the inbox, from messages and from calls land in a single queue the moment they arrive, with the route, the dates, the passengers and the special asks pulled out into fields. A request that arrives at 22:10 on a Saturday is logged at 22:10, not when somebody opens the inbox.
Read the request against what you already know
The client's preferences are attached before anyone starts sourcing: the aircraft they like and the ones they will not fly, catering, ground transport, who usually travels and what they asked for last time. The broker starts from the client's history rather than from memory.
Prepare priced options for a broker to check
From what you source and the pricing rules you set, the system drafts the options in your brokerage's format, then waits. A broker checks them, adjusts them and sends them. No quote leaves the firm without a person's approval.
Collect passenger details and documents once
Passport details and the documents the trip needs are requested, chased on a schedule and filed against each passenger, so the second trip asks for nothing that is already on file. Every access to those files is logged, and sensitive data is kept apart.
Handle changes and rebooking from the trip on file
A new departure time, a different airport or an extra passenger starts from the stored trip. The system drafts the revised options and the notices to everyone who needs them, and the broker confirms before anything goes out.
Escalate anything the rules do not cover
When a request does not match the rules, it goes to a named person with the context already gathered: the client's history, the request and what has been done so far. Nothing is dropped, and no client is left circling an automated loop.
Report minutes from request to priced options
You see, for every request, when it arrived, when the options went out and whether it became a booking. That is the number the review measures first, and it is usually the first time a brokerage can see it without building a spreadsheet.
What does this replace?
The email and spreadsheet status quo
- Requests scattered across the inbox, messages and voicemail, worked by whoever is free
- The client's preferences held in a broker's head and an old email thread
- Passenger details typed in again for every trip, and chased again when they are missing
- A change of plan that starts a new thread with every party on it
- No reliable view of how long a quote takes or how many requests become bookings
After
- One queue that captures every request the moment it arrives
- Preferences and past trips attached to the request before sourcing starts
- Passenger documents collected once, filed against the passenger and reused
- Changes and rebookings drafted from the trip on file, confirmed by the broker
- A live view of minutes from request to priced options, and of conversion
What is slow quoting costing the brokerage?
The first cost is the request that waits. A client who sends the same request to several brokers usually books with the one who comes back first with priced options, so every hour between the request and the options is an hour in which the charter can go elsewhere. The second cost is the broker's time: the same passenger details typed in for the third trip this year, the preferences dug out of last month's thread, the chasing for a passport copy. Neither cost appears on a report today, which is why it goes unmeasured. The review measures both on your own requests, minutes from request to priced options first, before anything is built.
How long does it take to set up?
It starts with a review, about a week, that finds where requests and documents stall and what each fix is worth. A first working version is usually live in two to four weeks: one journey, the request to priced options, live in your systems against a written baseline. Passenger documents, preferences and rebooking follow once that holds under real requests.
When is this not worth doing?
- If you receive only a handful of requests a week, a tidy manual process is fine and cheaper, and we will say so
- If your quotes already go out in minutes and you already measure it, the gain is small
- If you are about to change your quoting or sourcing software, wait until that settles rather than building twice
- If the real constraint is aircraft availability rather than the speed of the quote, faster quoting will not fix it
- If every request needs a long conversation before it can be priced, the conversation is the work, and a system will not shorten it
Frequently asked questions
How do charter brokers quote faster?
By capturing every request in one place, attaching the client's preferences and past trips before sourcing starts, and preparing priced options for a broker to check and send. Passenger details and documents are collected once and reused, and changes start from the trip on file. The system is built inside the software the brokerage already runs, so nothing is replaced.
Does it work with Avinode?
Yes. We build on top of the software you already run, and for charter brokers that is Avinode. The system reads requests in, prepares options in your format and keeps the passenger and preference records beside them, rather than asking you to move to a new platform.
Will the system send quotes on its own?
No. Every action sits behind one of three gates. Confirmations, reminders and filing run on their own. Replies, quotes and documents are drafted and then wait for a person to approve them. Payments, anything sensitive and anything leaving the firm are a person's decision.
What happens to passenger documents?
They are requested once, chased on a schedule and filed against the passenger, so the next trip asks for nothing already on file. Every access is logged, sensitive data is kept apart, and no client is named without consent.
How much does it cost to quote faster?
It starts with a review, about a week, that measures your current requests and says what each fix is worth. The build is then scoped and quoted at a fixed price, against acceptance criteria written before it begins. After that we run and extend it monthly, and you can cancel at any time.
Will it replace my brokers?
No. It removes the retyping, the chasing and the digging through old threads, so brokers spend their time on sourcing, pricing and the client. Anything the rules do not cover goes to a named person with the context already gathered.
See where the time is going
Book a private review. On a short call we map where work is getting stuck in your firm and whether there is a system worth building. No pitch, and if there is nothing there worth doing, we will say so.