Using Dubsado as a CRM for Travel Companies To Increase Their Bookings

The Challenge: Behind the Scenes of a Growing Travel Agency

After nearly a decade in business, Kendra and her husband had built Younique Ventures into a thriving boutique luxury travel agency. Travelers loved their curated group experiences, but their internal structure wasn’t keeping up with demand.

“At the end of the year, (we) go through a reflection of what we liked and what we didn’t want repeated again. We’d get glowing reviews for the trip experience, but felt like because we were growing so fast that we were missing the mark on some of our client experiences.”

Even though the trips were exceptional, the internal experience wasn’t matching the external reputation. Their travel management process wasn’t centralized. Client requests were spread across multiple inboxes, spreadsheets lived in several places, and there was no reliable booking management system connecting everything.

Kendra was using Dubsado as a client management system, but she was using it as an all-in-one agency CRM — managing daily operations, communication, and project tasks. It wasn’t designed to carry the full weight of a travel company’s operations in this way, which created bottlenecks and frustration.

“I can’t always be overwhelmed on the daily. Even when I was trying to be present with my family, I was always on red alert with my inbox and I didn’t like it.”

On top of that, past investments in consultants who over-promised left her hesitant to trust anyone with their systems again.

She needed someone who could implement agency software the right way and set up CRM platforms that actually supported how her travel company operated.

The Turning Point: When a Better Client Experience Became the Priority

Kendra had followed Ashley on social media for a while, watching her break down tools, workflows, and client experience strategies that would clearly benefit travel companies.

Still, she wanted to be sure. Past experiences made her cautious, so she researched other agencies and service providers. What stood out was that Ashley’s own process felt organized, easy to manage, and very intentional.

“I finally booked the consultation call and saw how seamless it was to book her call. The whole thing was easy and user-friendly.

It made me go, ‘Okay, not only does she know what she’s talking about, she’s using what she’s talking about’ because her client experience was engaging and I (always) knew what was coming next..”

That first interaction gave her confidence that Ashley’s systems weren’t just theory — they were lived out through every feature of her own process.

“Hiring Ashley was not just to get on top of my client experiences. It was important to find a person who wasn’t just going to tell me what to do, but set it up properly for my business.

Her working style was aligned with how we run the business and she immediately got what I was trying to do.”

The Process: Mapping Out the Tools That Would Support Their Growth

Kendra described the onboarding as simple and easy to manage. It started with a deep-dive kickoff call to understand their travel agency workflows, customer data flow, and any gaps in their existing CRM software.

“I’m doing multiple things and trying to juggle it all. She handed me a checklist of things that she needed me to do. So, I felt like her onboarding process was awesome.”

“She asked me the right questions to pull out what was needed to make ‘Kendra and Kelvin’ be successful with Younique Ventures. She made everything so clear.”

Ashley created a custom system strategy that brought together all the tools supporting their agency CRM:

• Centralizing scattered data
• Replacing outdated spreadsheets with upgraded software
• Using Airtable for organized travel management
• Setting up ClickUp to manage internal tasks
• Creating Slack channels to improve communication
• Automating the booking process
• Streamlining lead collection and follow-up
• Reducing manual entry using Zapier

Kendra appreciated receiving updates throughout instead of waiting until the end of the project.

“I like that she didn’t wait till everything was done.

I loved how she’d update me and because it made me excited. From the very first deliverable, I was blown away by her work.”

A Smoother Workflow That Supports More Sales and Better Marketing

Once everything was set up, the difference was immediate. Their CRM platforms worked together. Data synced without manual entry. Their team finally had a system that supported growth, marketing efforts, and sales tasks without overwhelming them.

Service Requests That Stop Slipping Through the Cracks

For a high-end travel company, quick and clear communication is essential.

Before, requests from travelers disappeared into overflowing inboxes. There was no unified agency software to manage them.

Now, everything routes into a central system that keeps the whole team informed.

“We can just take their emails and turn it into a service request with how Ashley’s set it up. We don’t even have to tell them.”

From Inbox Chaos to More Family Time With Clearer Communication

Slack helped Kendra create structure, so she no longer had to manage every question or lead through email alone.

“I can literally go inactive and turn off notifications. That’s a big deal for me. When I’m in the office, I’m in the office, but when I’m not, I’m not.”

Automations and Airtable That Keep the Travel Agency Organized

With Zapier integrated into their systems, Airtable became the central hub for travel management and customer data. It now acts as the backbone of their agency CRM.

“The way Ashley set it up now, everything speaks to each other. We used to have to type in all the new bookings manually before we understood zaps.”

Now:

• Customer data enters once and updates everywhere
• The team works from the same information
• Booking details are consistent across systems
• No more double entry
• Every platform stays in sync

A Booking Process That Feels High-End and Easy for Travelers

“When people book, we immediately get alerted.”

What was once a scattered process is now smooth and consistent. Travelers receive communication right away because the CRM software handles each step.

“They’re already getting something from another system that’s already speaking to them. We’ve never had anything like that.“

Group Trip Launches That Run Smoothly With Automated Workflows

For travel companies that rely on group trips, managing launch tasks is essential. With the new workflow in place, each launch follows the same organized path supported by automation features.

“It’s easier now to launch trips because of what she set up for us.”

What This Means for Sales, Capacity, and Future Growth

“The client experience has changed drastically since we worked together. Ashley’s given us at least a couple hours back per client — it used to take us a lot to manually do some of the things she’s now automated.

It’s also put me in a position where we’ll be hiring to bring more people on because we now have systems in place that allow that.

With how she’s set it up for us, we can now see the conversion rate, something we didn’t previously know. We definitely have more bookings this year because we can focus on other things like marketing.

I know all of this can be attributed to (the trips) we offer, but a big contribution to that are the systems she’s set up for us.

There were even times she found better ways to do things we have been doing all along. Don’t think twice about it — she’s definitely made our lives and business better.”

That time saved helps their team close more sales, manage new leads quickly, and maintain strong follow-up.

More clarity. Efficiency. More revenue opportunities.

A Continued Partnership That Keeps Their Systems Moving Forward

The work didn’t stop at implementation. Kendra continues to refine her agency CRM through Ashley’s Systems Support Membership.

“Ashley’s still a part of our team. We still have access to her and I believe that she’s worth really more than the monthly subscription we pay her..

She’s definitely made our life and business better.”

For anyone who is at a growing point in your business, where you’re doing things manually but know there’s ways things could be automated — and even the ways that you don’t know — Ashley’s got you covered.”

Ongoing support ensures their travel management system evolves as their business scales.

This case study was built of a conversation with this specific client, going through our work together.
Anything in quotes is a word-for-word statement said by the client on a recorded call or in a testimonial.

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Meet Ashley from Solution Integrators

Hi, I’m Ashley from Solution Integrators. I help travel companies, service providers, and growing teams build systems that actually support the way they work, so their business runs smoothly without them managing every detail themselves.

Dubsado is one of my favorite tools to implement for travel agencies because it brings clarity to your client journey, keeps booking details organized, and helps you manage your workflow without relying on multiple inboxes or spreadsheets. With the right setup, it becomes the central place where your communication, client tasks, and internal processes all connect.

If you want a system that saves you time, strengthens your client experience, and makes it easier to manage your day-to-day operations, I’d love to help you build it.