Have you pasted booking confirmations into AI to build the itinerary?

AI can turn a pile of flight, hotel and meeting confirmations into a neat day-by-day itinerary. You double-check times and confirmation numbers.

How to automate it

How to automate “book travel and put together itineraries”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

45 min

typically, a few times a week

55%

of the time can be automated

Easy

to set up

Fix 1 of 2

Software featureBest fix

Book through a travel platform with saved profiles and policy

Navan, Perk (formerly TravelPerk), Egencia and SAP Concur Travel keep traveler preferences, loyalty numbers and policy in one place and put flights, hotels and changes in one itinerary.

Typically saves about 40% of the time45 min to set up

1Ask finance which travel tool the company uses, or propose one.
2Fill in your executive's traveler profile once (seat, loyalty numbers, ID details).
3Book trips there so changes and receipts land in one itinerary and the expense tool.
4Use TripIt or the platform app so your executive sees updates live.

Tools: Navan · Perk (formerly TravelPerk) · Egencia · SAP Concur Travel · TripIt

Fix 2 of 2

Have AI build the itinerary from the confirmation emails

Paste the booking confirmations and meeting details; AI lays out a clean day-by-day itinerary with times, addresses and confirmation numbers.

Typically saves about 50% of the time5 min to set up

1Collect the flight, hotel, car and meeting confirmations.
2Paste them into AI with the prompt below.
3Check times, time zones and confirmation numbers against the originals.
4Send it as a PDF or into the calendar.

Prompt to copy

Build a day-by-day travel itinerary for [NAME] from the confirmations below. For each item show local time (and time zone), what it is, address, confirmation number and contact. Add travel time between items where you can estimate it and mark it [ESTIMATE]. Put a short "key info" box at the top (hotel, emergency contact, ground transport). Use only the details given.

Confirmations:
[PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

Quick wins

Have you tried…

Have you pasted booking confirmations into AI to build the itinerary?: AI can turn a pile of flight, hotel and meeting confirmations into a neat day-by-day itinerary. You double-check times and confirmation numbers.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Executive assistant Administrative assistant

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