Case study · K&G Tours and Travel
How Quest Travel System is transforming tour operations in Uganda
K&G Tours and Travel replaced notebooks and spreadsheets with Quest and cut the time to draft a quote from two hours to about fifteen minutes.
- to draft a package or quote
2 hrs+ to 15 min
to draft a package or quote
- to send it by email
About 20 min
to send it by email
- for parks, transport, guides and accommodation
1 platform
for parks, transport, guides and accommodation
The challenge: quoting by hand
K&G Tours and Travel (opens in a new tab) is a Ugandan tour operator. Like many operators, it started out working manually, with notebooks and then spreadsheets. A tour in Uganda involves transportation, accommodation and trips, and every piece needs a price.
That manual path is familiar across the industry: lodge rates arrive on WhatsApp, Uganda Wildlife Authority fees depend on passport country, vehicle hire and guide days sit in a separate tab, and the "client version" is formatted again in Word. When a group of twelve Germans chooses a Kenyan competitor after a weekend of work, the cost is not just the lost booking. It is morale, and the next enquiry gets rushed.
Drafting a travel plan in a spreadsheet could take two hours or more. And because it was manual, mistakes crept in. The team explains that when you miscalculate, you have to go back to the tourist to correct it, which looks unprofessional.
The solution: Quest
K&G now uses Quest to make quotations and travel plans. The team describes Quest as an app that auto-calculates everything. You start with a travel plan, and the system adds the locations, the transport costs and the markup.
What changed
- National parks are in the system, so tours in Uganda's parks are captured.
- A CRM dashboard holds tourist information.
- Package cost, transport cost, park entry fees, tour guide fees and accommodation are calculated on one platform.
- The operator's markup, whether 10 or 15 percent, is applied and the tourist receives proper cost margins.
Within 15 minutes you can draft your package, your quote, and within 20 minutes you can send it by email and the client is okay to send you the feedback.
The result: faster, more accurate, more professional
The team says technology has improved the business's sustainability: minimising losses, managing tourists properly and building relationships. Automatic calculation saves time and removes the corrections that came with manual work.
Every company should have an app whereby they are more professional, they are more reliable, their tour plans look better.
Features behind the results
The workflow K&G describes runs on the quote builder, nationality-based park fees, transport costing and PDF and email quotes. Read the TopNotch TV story for the highlights from the interview.
Source: TopNotch TV interview with K&G Tours and Travel. Read the blog post.