A Smarter Way
to Manage the Trade
Built for Travel. Designed to Drive Revenue.
Give your team the tools to work efficiently, focus on revenue-driving activities, and make better decisions with the right information at hand.
See How It WorksWhat are we here to solve together
Managing trade relationships in travel and hospitality is complex. The GoFetch Trade Management Solution brings your contacts, engagement history, and booking performance into one centralised system — a purpose-built trade platform that reflects how your team actually works.
Optimise
Remove friction and wasted time from day-to-day processes.
More time selling, less time on adminAccelerate
Focus on the partners and activities that drive the most value.
Smarter prioritisation and better ROIEmpower
Empower your team with the right tools to do their best work.
Confident decisions backed by real dataThe problems we need to solve
Travel industry sales teams consistently face four challenges that limit their ability to grow revenue, deliver consistent client experiences, and scale their operations.
Scattered Data Across Multiple Systems
Team members jump between reservation platforms, spreadsheets, email, and shared drives to find what they need. Time is wasted searching and decisions are made without the full picture.
Engagement History Locked in Individual Inboxes
Most communication lives in individual inboxes. When someone is away or hands over a relationship, critical context is lost and shared visibility is the exception, not the rule.
Manual, Time-Consuming Day-to-Day Processes
Too much of the sales process relies on manual effort — updating records, logging activities, sending follow-ups, and compiling reports. These tasks eat into time that should be spent selling.
Limited Ability to Measure What Actually Works
Sales teams lack visibility into which activities lead to actual bookings. Without reliable tracking from first engagement through to confirmed booking, it is difficult to know what is working or how to improve.
How we solve this
The goal is not to automate your relationships — it is to give your team the information and time to have better ones. We call this co-intelligence: the system handles data, memory, and process so your team can focus on judgement, relationships, and the conversations that move the needle.
Single Source of Truth
All trade contacts, engagement history, and booking performance in one place. Nothing is lost when a relationship changes hands.
CRM and AI Features
AI summarises contact history in seconds. Pipelines manage applications and renewals. Automated sequences handle follow-ups.
Make Informed Decisions
Walk into every meeting knowing a partner's complete booking history. Prioritise the right partners at the right time with confidence.
What this looks like in your day-to-day
The solution is most valuable when it is embedded into the moments that matter most for your team. Here are seven scenarios that show exactly how the system works in practice.
Managing ongoing agent relationships
Stay close to valuable partners and ensure no relationship goes cold — without relying on memory or scattered notes.
- Every email, meeting, call, note, and task sits against each contact, alongside booking performance, STO status, tier, and rates.
- Breeze AI summarises engagement history on demand — ask when a contact last booked or what was discussed at the last meeting.
- Meeting recordings are stored against the contact and analysed by Breeze AI to surface recommended follow-up tasks.
- Filter by last engagement date, tier, region, or source market to spot partners going quiet and prioritise outreach.
Managing ongoing agent relationships
Stay close to valuable partners and ensure no relationship goes cold — without relying on memory or scattered notes.
- Every email, meeting, call, note, and task sits against each contact, alongside booking performance, STO status, tier, and rates.
- Breeze AI summarises engagement history on demand — ask when a contact last booked or what was discussed at the last meeting.
- Meeting recordings are stored against the contact and analysed by Breeze AI to surface recommended follow-up tasks.
- Filter by last engagement date, tier, region, or source market to spot partners going quiet and prioritise outreach.
Vetting a new STO application
Your team receives a significant volume of STO applications each year. Managing these consistently requires a structured process.
- Applications flow directly from your form into a HubSpot pipeline — no manual data entry.
- Contact and company records are created or matched automatically.
- Move applications through clear stages: received, under review, qualified, contracted, or declined.
- Existing applicants show their full booking and engagement history alongside the application.
- All notes, documents, and decisions are captured in one place for complete vetting history.
- Automated tasks and notifications trigger at each stage to keep nothing slipping.
Working an event or trade show
Events and trade shows represent your highest-density selling moments. The system makes sure nothing from that investment is lost.
- Pre-load meetings into HubSpot before the show so every appointment is linked to the event.
- Review engagement and booking history before meetings so you walk in informed, not cold.
- Scan business cards and log notes in real time via the mobile app.
- Every interaction is linked to the event record with automated follow-up tasks triggered.
- Run reports linking contacts met to bookings generated, and compare event performance year-on-year.
Keeping your trade database current
Your trade database is only as useful as it is accurate. The system keeps everything aligned without a separate maintenance effort.
HubSpot as the master record
- Every new trade contact is created in HubSpot first. Not in a spreadsheet, not directly in your email platform.
- Contact fields, segmentation tags, tier status, and opt-in preferences are all managed at the HubSpot contact record level.
- When a record is updated in HubSpot, the change flows automatically to your email marketing platform.
Powering your marketing and rates communications
- Your email marketing platform continues to handle template design and the actual send.
- HubSpot controls who is on which list and under what conditions.
- Email templates for agent communications — rate updates, event invitations, follow-ups — are available inside HubSpot and via the Outlook sales extension.
Handling an educational or fam trip request
Fam trips are a meaningful investment. Tracking them properly lets you measure whether that investment pays off.
- Inbound requests are submitted through a form and flow directly into a dedicated pipeline in HubSpot.
- Each request is linked to the contact and company record of the applicant.
- Move requests through stages: received, under review, approved, visit completed, post-visit follow-up.
- After the visit, tag the contact as a fam trip participant. This creates a trackable cohort.
- Run reports showing bookings generated by fam trip participants in the 12, 24, and 36 months following their visit.
- Use this data to evaluate which source markets and advisor types convert educational visits into bookings most reliably.
Contract and rate season
The annual contract and rate renewal cycle is one of the most admin-heavy periods for any trade sales team. Without a structured process, this relies entirely on manual effort and memory.
Rate documents and STO agreement templates are built in HubSpot and tied to partner tiers and segments — so the right document is ready for the right partner without starting from scratch each time.
- When a partner reaches the contracted stage in your pipeline, the appropriate template is available to select and send.
- Templates are reviewed and adjusted before the season opens, ensuring rates, tiers, and terms are current before anything goes out.
- All sent and signed documents are stored against the relevant contact and company record.
- Your task list and pipeline view show you in real time which partners have been sent documents, which have signed, and which need a follow-up.
Understanding how your value chain is connected
A single booking rarely comes from one relationship. Map the full chain to see what is really driving your revenue.
- HubSpot association labels link contacts and companies as Booking Agent, Outbound Operator, Originating Advisor, Host Agency, and Parent Company.
- Every booking captures all the parties involved, not just two points in the chain.
- See which tour operators generate the most originating advisor activity and identify host agencies with multiple advisors booking.
- Track source market performance across the full chain over time.
How we get there together
Implementation is structured in two phases. Phase 1 establishes a working foundation. Phase 2 builds on top of it once the system is solid and in use.
Phase 1 — foundation
| Step | What Happens | Why It Matters |
|---|---|---|
| Data DNA Foundation | GoFetch audits all current data sources, agrees on a structure and segmentation standard, and defines the rules for how data is migrated and managed going forward. | Clean, structured data from day one. |
| Core CRM Setup | HubSpot is configured around your specific workflows and team scenarios, not a generic template. | Built around how you actually work. |
| Integrations | Your reservations system, email, calendar, and email marketing platform are connected. | Data flows automatically — no manual maintenance. |
| STO Pipeline | Your application form migrates to HubSpot, creating a structured pipeline from submission to decision. | Trackable applications with no data entry required. |
| Meeting Transcription | Meeting recordings are stored directly in HubSpot and analysed by Breeze AI to surface follow-up tasks and recommendations. | Less admin after conversations, more time acting on outcomes. |
| Training and SOPs | Scenario-based training and step-by-step SOPs for each key workflow. | Clear, repeatable processes for every workflow. |
Phase 2 — optimisation
| Enhancement | What It Enables |
|---|---|
| Tier Management | Formalise partner tiers based on booking performance data and use tier status to drive rate decisions and email segmentation automatically. |
| Advanced Trade Show Attribution | Multi-year reports linking contacts met at specific events to bookings generated over subsequent years — closing the loop on event ROI. |
| Fam Trip Preparation | A dedicated pipeline to manage inbound fam trip requests, track approvals, and report on bookings generated by participants in the months and years following their visit. |
| Contract Process Development | Rate document and STO agreement templates built in HubSpot and tied to partner tiers — so the right document is always available to select, personalise, and send during the rate season. |
| Associations and Attribution Mapping | Build out the full booking chain using HubSpot association labels — linking travel advisors, tour operators, DMCs, and host agencies to each booking so attribution becomes progressively more complete over time. |
What we need to figure out together
The following areas need to be discussed and agreed before a final scope and quote can be confirmed. None of these are blockers — they are decisions that shape the exact configuration and cost of the solution.
Reservations Integration
Which integration pathway is available — direct API, middleware, or data export. Which booking fields are available and what data quality looks like. Whether the full reservation funnel can be surfaced.
STO Application Form
Whether to move from your current form tool to HubSpot native forms or a third-party form tool. Impact on any existing internal workflows tied to the current form.
Contract Automation
Whether to use a third-party e-signature tool or HubSpot's native e-signature. Whether middleware is required to connect systems.
Email Marketing Sync
Which email marketing platform to sync with. Which contacts push to which lists, and under what conditions.
HubSpot Licensing
Which HubSpot tier is right for your team size and feature requirements. What is included vs. what requires an add-on.
Existing Data
What data currently exists across your systems and what condition it is in. What needs to be cleaned and migrated vs. built from scratch.
Where to from here
- 1Meet with your GoFetch Growth Specialist to confirm the features and integrations relevant to your team, and to schedule any further demonstrations needed.
- 2GoFetch will prepare an initial requirements brief with an official quote, licensing recommendation, and proposed project roadmap.
- 3Review the quote, terms, and proposed timeline. Discuss any questions or adjustments before signing off.
- 4Confirm HubSpot account setup and schedule the project kick-off, beginning with the Data DNA Foundation session.
Move quickly on Phase 1 so the foundation is in place ahead of your next trade show season. Everything else builds on clean, structured data.
Book a Discovery Session