Order and booking intake
Reads orders from emails, PDFs and spreadsheets and pre-fills them in your TMS or freight system. A person confirms anything missing, unusual or new.
AI for Travel, Transport and Hospitality
AI for travel, transport and hospitality, with a person approving every entry and refund
Freight, travel and hotel teams spend a lot of their time re-keying orders, answering status questions and checking paperwork. We connect AI to your transport, customs, property and booking systems so that work arrives prepared, and a named person approves every customs entry, booking change and payment decision.
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Where the time goes today, and what we build instead
SpotDev's AI for travel, transport and hospitality builds working AI into the transport, customs, property and booking systems you already run, and writes down where a person has to approve before anything runs.
Without SpotDev
Common today
With SpotDev
What we build instead
Without SpotDev
Orders keyed in by hand
Bookings arrive as emails, PDFs and spreadsheets, and someone re-types each one into the transport or freight system.
With SpotDev
Read and pre-filled
Orders read from the email or attachment and pre-filled in your system, with anything missing or unusual held for a person to confirm.
Without SpotDev
Customs paperwork checked line by line
Invoices, packing lists and instructions are compared by eye before an entry is prepared.
With SpotDev
Entries prepared with the evidence
Entries prepared from the shipment documents, with suggested commodity codes, the reasoning and any mismatch shown to the person who submits.
Without SpotDev
Status chased by phone and email
Customers ask where their delivery is, and staff look up the job, the vehicle and the tracking before they can reply.
With SpotDev
Replies drafted from live data
Status replies drafted from your TMS and telematics, with delays and exceptions raised before the customer has to ask.
Without SpotDev
Guest messages answered one at a time
Pre-arrival questions, special requests and post-stay emails are handled by whoever is on shift, property by property.
With SpotDev
Drafted from the booking
Replies drafted from the reservation in your PMS, with allergen, accessibility and complaint messages routed straight to staff.
What we build for travel, transport and hospitality
Each workflow is built into your own systems, with the approval point agreed before it runs.
Customs entry preparation
Matches invoices against packing lists, suggests commodity codes with the reasoning, and flags mismatches. Your declarant checks and submits.
Shipment status and exceptions
Drafts status replies from your TMS and telematics, and raises late or failed deliveries with the likely cause before the customer chases.
Guest messaging
Drafts replies to pre-arrival and post-stay messages from the reservation in your PMS, and sends allergen, accessibility and complaint messages to staff.
Itinerary and supplier changes
When a supplier changes a time, room or service, finds the affected bookings and drafts the notice to each traveller for a person to approve.
Enablement for your teams
Your operations, customs, reservations and guest teams trained on each workflow: what it checks, what it cannot see, and when to send something back.
The systems we connect to
- 01
Freight and customs
CargoWise, and customs declaration software from developers on HMRC's published list, such as Descartes and ASM.
- 02
Transport and telematics
Transport management systems such as Mandata, and telematics from Microlise and Webfleet.
- 03
Hotel and travel systems
Property management systems such as Mews, Oracle OPERA Cloud and Guestline, and tour operator platforms such as Inspiretec and Tourplan.
- 04
Finance, CRM and messaging
Business Central, NetSuite, Sage and Xero, your CRM, and messaging channels such as WhatsApp and Twilio, among others in our integration library.
The rules we build to
Each workflow is built around the rules that already apply to your shipments, bookings and guests, and the approval line is agreed in writing before it runs.
A person submits every customs entry
HMRC's guidance sets out who is liable for the accuracy of a declaration under direct and indirect representation. Suggested codes come with the reasoning and the documents behind them, and a person checks and submits every entry.
Package information kept as agreed
Under the Package Travel and Linked Travel Arrangements Regulations 2018, the information given before booking forms part of the contract and must not be altered unless the traveller expressly agrees. Changes are drafted for a person to approve and send.
Allergen answers come from your records
Food businesses must provide allergen information for non-prepacked food that contains any of the 14 allergens. A guest assistant quotes your approved allergen record or hands the question to staff, and never works it out from a menu description.
Card details stay out of the AI
PCI DSS is written for any business that stores, processes or transmits cardholder data. Card numbers are kept out of everything the AI can read, and payments stay with your payment provider.
Never commits money
Refunds, compensation, credits and rate changes are drafted for a person to approve. The system never agrees one on its own.
Everything is logged
Every draft, approval and rejection is recorded, so you can show a customer, an auditor or HMRC what happened and who decided.
What AI for travel, transport and hospitality costs
Three ways in, depending on how far you want to go. Prices exclude VAT, and AI subscriptions and usage are billed to you by the vendor. For a whole department of up to 100 people, AI Rollout starts at £18,000.
AI Starter
£3,500
Your team using AI on their own booking, operations and guest work, set up and trained online over four weeks.
- Up to 15 people, fully remote
- Workspace and usage rules set up for you
- Three live online sessions on real travel, transport and hospitality work
- Shared starter tools for customer replies, document checks and itinerary drafts
- A review at day 30
Custom Agents
£20,000
One workflow built into your systems and put into controlled use.
- One workflow, such as order intake into your TMS, or guest replies drafted from your PMS
- Integration with your systems and data sources
- Approval rules written down per action
- Training for the people who use it
- Measured against a baseline
- 60-day post-launch support
AI Accelerator
From £10,000 per month
One department at a time, in a twelve-month programme that moves a team into controlled production each quarter.
- Committed a quarter at a time
- Two production agents per wave
- Baseline, measurement and a monthly review
- Model and platform usage billed separately
Implementation expertise that drives adoption
An in-house engineering team that has delivered more than 300 technology projects. Work with engineers who have built this before.
300+HubSpot implementations, firm-wide
In-house engineering team.
Agents and integrations designed, tested and shipped by our own engineers. Nothing is subcontracted.
OpenAI Select Partner, Certified in the Claude Partner Network
SpotDev is an OpenAI Select Partner and is Certified in the Claude Partner Network, alongside HubSpot Diamond status and Custom Integration and Onboarding accreditations.
Model chosen for the job.
Honest evaluation of the right model for the work. We will say when the answer is the AI you already pay for.
AI with security in mind
- Not trained on by default
- Cyber Essentials Plus
- Built on your infrastructure
- In-house engineers
Common questions
Will it work with the systems we already run?
Probably. Business Central, NetSuite, Sage, Xero, WhatsApp and Twilio are already in our integration library. For a freight system, TMS or PMS such as CargoWise, Mandata or Mews, what is possible depends on your edition and the access the vendor allows, which we check rather than assume.
Does it submit customs declarations?
No. It prepares entries and suggests commodity codes with the reasoning and the documents behind them. A person checks and submits through your customs software. HMRC's guidance explains how liability for accuracy differs between direct and indirect representation, and nothing in the build changes that.
Can our customers and guests still reach a person?
Yes. Every channel has a route to a member of staff, and the system hands over as soon as someone asks or the question is outside what it is allowed to answer. The Equality Act 2010 places a duty to make reasonable adjustments on service providers, so the build never makes AI the only way to reach you.
We sell packages. Does this change our package travel obligations?
No. As organiser you remain liable for the performance of the travel services in the package, and the information given before booking forms part of the contract. The build drafts changes and notices for a person to approve. Whether a sale needs ATOL protection, and what you must tell travellers, are questions for your advisers.
Is it safe to put guest and passenger data into AI?
On their business plans, Anthropic and OpenAI do not train their models on your content by default. We give each workflow only the data it needs and log every action. Access needs and dietary or medical notes can be health data, which UK GDPR treats as special category data, so they are limited to the staff and steps that need them. Card details never go in, and we put the position for your chosen vendor in writing.
How accurate is it?
We will not quote a percentage we have not measured on your own data. Accuracy is established against your past orders, entries or messages during the first wave, and the approval step exists because it will never be perfect.
Are you giving us legal or regulatory advice?
No. We give no legal, customs or regulatory advice. We build the controls, and your advisers and compliance team rule on your obligations.
Does this replace anyone in the team?
It removes the re-keying, chasing and searching. Your declarants, planners and front-of-house staff still make the decisions and handle the exceptions. How you use the time it frees is your decision.
What does it cost?
AI Starter gets a team of up to 15 using AI on their own booking, operations and guest work for £3,500, set up and trained remotely over four weeks. One workflow built into your systems is a Custom Agents project at £20,000. Running a department as one wave of the AI Accelerator starts at £10,000 per month, committed a quarter at a time. Model and platform usage is billed separately, and enterprise programmes are priced on complexity.
Start with a diagnostic.
A short, fixed-scope assessment of which travel, transport and hospitality workflows are worth automating, which are not, and where the approval line has to sit. No obligation.
Related:
SpotDev is an OpenAI Select Partner and a HubSpot Diamond Solutions Partner, and is Certified in the Claude Partner Network. SpotDev is a separate company from OpenAI and from Anthropic, and partner status does not constitute endorsement of SpotDev by OpenAI or by Anthropic. OpenAI and ChatGPT are trademarks of OpenAI. Claude is a trademark of Anthropic, PBC. HubSpot is a trademark of HubSpot, Inc.