From spreadsheets and email to one workspace

From spreadsheets and email to one workspace

1. Where the trip lives

   Spreadsheets, email and PDFsA folder, a spreadsheet row and an email thread per trip, each with its own version of the truth.
   In NelxaOne trip file with clients, itinerary, proposal, contract, payments and messages attached, visible to the whole team by role.

2. Sending a proposal

   Spreadsheets, email and PDFsA PDF attachment; questions and changes come back by email, and the approval is a sentence in a reply.
   In NelxaA proposal link with alternative packages; the client approves online and the approval is recorded on the trip.

3. Signing the contract

   Spreadsheets, email and PDFsPrint, sign, scan, or an email that says “agreed”. Later price changes make it unclear what was signed for.
   In NelxaE-signature from the traveller's own link; each signature freezes price, instalments and dates, and the PDF reprints that snapshot.

4. Tracking payments

   Spreadsheets, email and PDFsThe bank statement and a spreadsheet, reconciled by hand; receipts written in a word processor.
   In NelxaPer-traveller instalment schedules, payments recorded or declared by the traveller and reviewed, numbered proformas and receipts as PDF.

5. Traveller questions

   Spreadsheets, email and PDFsCalls and messages asking for the programme, the vouchers and the balance, answered one by one.
   In NelxaA portal with one-time code sign-in showing the current itinerary, documents, payments, contracts and a message thread.

6. Group manifests and rooming

   Spreadsheets, email and PDFsA spreadsheet per departure, copied to the hotel and the coach company, out of date by the time it arrives.
   In NelxaA live manifest with documents, notes and payment position; room blocks, rooming, tracks, add-ons and seat maps on the same trip.

7. Follow-ups and reminders

   Spreadsheets, email and PDFsMemory, calendar alerts and a to-do list; reminders go out when someone remembers.
   In NelxaRules that react to stage changes, payments and dates, with every run logged; supplier SLA timers that escalate on silence.

8. Working in two languages

   Spreadsheets, email and PDFsDocuments translated by hand and kept twice; the wrong-language email is a matter of time.
   In NelxaA communication language per client; emails, PDFs and portal pages follow it, with readiness checks before sending.

Moving over

Start with the trips you open from now on. Clients and existing trips can be entered as they come up, so there is no big-bang migration day. Existing documents can be uploaded to the client or trip they belong to.