--- title: "Keep client and supplier profiles so AI trip plans start from past bookings" description: "Record client travel history, supplier terms, destination notes, and booking steps in files so Claude plans trips from what you already know." canonical: "https://scalewithsearch.com/articles/ai-for-travel-agents" date: "2026-01-28" modified: "2026-09-25" --- ## Site navigation - [Scale With Search](https://scalewithsearch.com/) - Real estate - Real estate - [Real estate](https://scalewithsearch.com/for/real-estate) - Work - Start here - [Send your brief](https://scalewithsearch.com/work#send-your-brief) - [Prepare your six-question brief](https://scalewithsearch.com/work#prepare-your-six-question-brief) - Build - [Site build, content library with SEO, signal desk](https://scalewithsearch.com/work) - For your business - Trades and home services - [Auto body and collision shops](https://scalewithsearch.com/for/auto-body-and-collision-shops) - [Foundation and home repair contractors](https://scalewithsearch.com/for/foundation-and-home-repair) - 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You have years of client travel histories, destination knowledge, supplier relationships, and booking preferences. When you ask AI to help plan a trip or draft an itinerary, you explain the client's preferences, past trips, and special needs again. The next client brings the same routine. A fresh chat starts with none of it. It cannot recall which clients want ocean views or which suppliers give you the best terms. A small set of plain-text files fixes that. Claude reads them at the start of each session: client profiles, supplier contacts, destination notes, and booking steps. ## Why travel planning needs a record Travel planning depends on relationships and detail. Your clients' preferences, your supplier agreements, and your destination knowledge do not reset with each booking. A fresh chat treats every conversation as the first one. Say you plan a Caribbean trip for repeat clients. You ask for resort ideas. The assistant suggests places they already stayed, or options outside their usual budget tier, because it has no record of past bookings. You have preferred suppliers: hotel reps you know, tour operators with negotiated rates, and cruise lines where your consortium gives extra benefits. Each time you ask for help with options, you type in the supplier details again. This is not a model limit. It is a storage gap. With a record in place, the assistant knows: - each client's travel history, preferences, and budget tier; - your supplier relationships, contacts, and negotiated terms; - your destination knowledge and the properties you booked before; - your booking steps and client email templates; - special requirements: dietary needs, accessibility, and celebrations. ## What the files hold Claude Code reads `CLAUDE.md` from the folder where you start it. Use it to name five kinds of files. Client profiles. Travel history, preferences, budget tier, and special occasions for each client. When you plan a new trip, Claude checks what worked before and what the client disliked. Supplier directory. Preferred vendors by category, contact names, commission terms, and negotiated perks. When you research options, Claude puts suppliers with an existing relationship first. Destination library. Properties you booked or inspected, area notes, seasonal factors, and local tips. Itineraries then draw on your experience, not on generic travel content. Booking workflows. Confirmation templates, payment schedules, and document checklists. When you process a reservation, Claude follows your steps. Communication templates. First replies to inquiries, itinerary formats, and pre-departure instructions. Client emails use your voice and include your standard information. A synthetic client profile: ```text # CL-0217 (repeat clients, couple) style:: boutique hotels over chains; walkable towns; one splurge dinner per trip budget_tier:: upper-mid past_trips:: Italy 2025 (Florence, Siena): loved the agriturismo stay; disliked the 6 a.m. transfer occasions:: anniversary in October dietary:: one traveler avoids shellfish insurance:: always buys comprehensive cover do_not_repeat:: Florence hotel unless they ask ``` A synthetic supplier entry: ```text # SUP-031: boutique hotel group, Tuscany contact:: group sales rep (name and email in CRM record 5521) terms:: commission per signed agreement AGR-031, renewed 2026.03.01 perks:: consortium amenity: breakfast and a room upgrade on availability notes:: best for couples; request garden-view rooms, the street side is loud last_booked:: 2025-10 (CL-0217) ``` Each entry points to the agreement or CRM record that holds the detail. The file stays short, and the source stays in one place. ## Keep secrets and card data out Three kinds of data never go in the files: supplier and booking system logins, payment card numbers, and passport or ID numbers. Logins belong in a password manager. Card data belongs in systems built for it; PCI DSS governs how card data is stored. Passport details stay in your booking platform. The files stay on your computer, but Claude Code sends the text it reads to Anthropic's servers during a session. A file on your disk is not private for that reason alone. Retention and training terms depend on your plan. [Security risks for small-business AI agents](/articles/ai-agent-security-risks-small-business) covers secret handling in more depth. The [minimum-necessary test for client data](/articles/client-data-in-ai-agent-memory) helps you trim each profile. ## A week with the files Monday. Repeat clients email about a fall trip to Europe. You ask Claude to draft a reply with options. It reads their profile: the Italy trip, the preference for boutique hotels, and the budget tier. It suggests similar properties in new towns. Tuesday. A new inquiry comes in for a destination wedding in Mexico. You ask for resort ideas. Claude reads your Mexico destination notes, lists resorts whose wedding packages you have used, and names your supplier contact for each one. Wednesday. You price a honeymoon package to the Maldives. Claude drafts the quote in your standard template with your preferred suppliers and notes where your consortium benefits apply. Current rates come from the supplier's system, not from the file. You confirm each rate before the quote goes out. Thursday. A client calls about dietary restrictions for an upcoming cruise. You ask Claude to record it. It adds the need to the client profile and flags it for future bookings. It also reminds you of your documented step: contact the cruise line's special needs department. Friday. You plan a group tour for a corporate client. Claude reads your past group booking steps, suggests suppliers you used for groups of similar size, and drafts the proposal in your format. ## Set up the files Set up Claude Code, which needs a paid Claude plan or an Anthropic API account. Create a folder you can open in Obsidian. Obsidian works offline, so you can read your notes at a supplier event with no connection. Claude needs a connection to answer. Setup takes about 30 minutes for the structure. Then fill the files with client and supplier information over a few weeks, one booking at a time. The files grow with the business. After a booking, add client feedback and property notes. After a new supplier agreement, record the contact and terms. After a site visit, record what you learned. ## Test the files with a trip you already planned Pick a trip you planned for a repeat client last year. Ask Claude for options for that client as if the request were new, with only the files as context. Compare its suggestions with what the client booked and enjoyed. Good suggestions match the client's style and budget tier, skip the places the profile marks as done, and name suppliers you work with. If the draft suggests a hotel the client disliked, the profile lacks that note. Add it, and ask again. ## What the files replace You stop using several places at once: the client spreadsheet, the supplier contacts in scattered documents, and the search through old confirmations for property details. One folder holds the planning knowledge. Your booking platform still handles transactions. You stop re-explaining preferences. The first question is the trip question, not "What do they like?" Research and proposals merge. Each plan you make with Claude also adds to the knowledge base for the next booking. Your CRM or booking platform stays the source for contact records and reservations. Decide which system wins for each fact. A [customer timeline across tools](/articles/customer-conversation-memory-across-tools) shows how to keep one identity per client across email, CRM, and notes. ## Seven uses for the files - Trip planning: options that match documented preferences and avoid repeats, unless the client asks. - Supplier management: preferred vendors, commission terms, contacts, and negotiated amenities. - Destination expertise: properties you inspected or booked, with detailed notes, ahead of online reviews. - Client communication: inquiries, bookings, feedback, and requests, so a follow-up months later continues the relationship. - Special requirements: dietary needs, accessibility, celebrations, and insurance preferences, flagged on each new plan. - Seasonal planning: best travel windows, weather, event calendars, and peak rate periods. - Marketing: anniversary dates, past-trip follow-ups, and offers matched to travel history. Marketing email needs an unsubscribe path, and many jurisdictions also require the client's consent first. Check the rules where your clients live. Every client message and every booking goes out after your review. 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