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.
Optimisation
Remove friction and wasted time from day-to-day processes.
More time selling, less time on adminAcceleration
Focus effort on the partners and activities that drive the most value.
Smarter prioritisation and better ROIEmpowerment
Surface the right information at the right moment.
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 live in one place. Every interaction is tracked automatically and the full booking chain is mapped — so context is never lost when a relationship changes hands.
CRM and AI Features
Breeze AI summarises contact history and surfaces insights in seconds. Pipelines manage applications and renewals through structured stages. Automated sequences handle follow-ups and document generation.
Empowering You to Act Decisively
Walking into a meeting knowing a partner's full booking history and last interactions changes the conversation entirely. Your team gains the confidence to prioritise the right partners, at the right time, with the right context.
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
Relationship management is the core of trade sales. The system gives you the tools to stay close to valuable partners, keep developing partners moving, and ensure no relationship goes cold.
A Complete Picture Before Every Interaction
Open any contact record and see the full relationship history — every email, meeting, call, note, and task in one view. Booking performance, STO status, tier, and contracted rates are all visible without checking a separate spreadsheet.
Breeze AI — Instant Relationship Intelligence
HubSpot's built-in AI summarises engagement history across any contact so you don't have to trawl through emails. Ask Breeze when a contact last booked, what was discussed at their last meeting, or whether anything is outstanding — and get a summary in seconds.
Smart Deal Progression
Meeting recordings are stored directly in HubSpot against the relevant contact record. After a meeting, Breeze AI analyses the recording and surfaces recommended follow-up tasks based on what was discussed. Nothing falls through the cracks.
Tracking Engagement Across the Portfolio
Filter your contact database by last engagement date to identify partners who have gone quiet. Segment by tier, region, or source market. Reporting dashboards show activity by team member, event type, and time period.
Managing ongoing agent relationships
Relationship management is the core of trade sales. The system gives you the tools to stay close to valuable partners, keep developing partners moving, and ensure no relationship goes cold.
A Complete Picture Before Every Interaction
Open any contact record and see the full relationship history — every email, meeting, call, note, and task in one view. Booking performance, STO status, tier, and contracted rates are all visible without checking a separate spreadsheet.
Breeze AI — Instant Relationship Intelligence
HubSpot's built-in AI summarises engagement history across any contact so you don't have to trawl through emails. Ask Breeze when a contact last booked, what was discussed at their last meeting, or whether anything is outstanding — and get a summary in seconds.
Smart Deal Progression
Meeting recordings are stored directly in HubSpot against the relevant contact record. After a meeting, Breeze AI analyses the recording and surfaces recommended follow-up tasks based on what was discussed. Nothing falls through the cracks.
Tracking Engagement Across the Portfolio
Filter your contact database by last engagement date to identify partners who have gone quiet. Segment by tier, region, or source market. Reporting dashboards show activity by team member, event type, and time period.
Vetting a new STO application
Your team receives a significant volume of STO applications each year. Managing these consistently requires a structured process.
- An application submitted through your STO form flows directly into a HubSpot pipeline as a new deal record. No manual data entry.
- A contact and company record are automatically created or matched to an existing record.
- Move applications through defined stages: received, under review, qualified, contracted, or declined.
- If the applicant is an existing contact, their booking and engagement history are immediately visible alongside the application.
- Internal notes, documents, and decisions are attached to the record so the full vetting history is captured in one place.
- Automated notifications or tasks can be triggered at each stage.
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.
Before the event
- Pre-load scheduled meetings into HubSpot so every appointment is linked to the event before you arrive.
- Review engagement and booking history for partners you are meeting — walk in informed, not cold.
- Identify contacts you have not engaged with in the last six months and prioritise outreach before the show.
During the event
- Use the mobile app to scan business cards and create contact records on the spot.
- Log brief meeting notes against each contact in real time.
- Look up a partner's full history mid-conversation if you need context.
After the event
- Every interaction logged during the show is linked to the event record.
- Automated follow-up tasks are triggered for each contact met.
- Email templates are available in HubSpot and directly from Outlook via the sales extension.
Measuring the return
- Run a report linking every contact met at the event to the bookings they generated.
- See inquiry volume, confirmed bookings, and revenue attributed to contacts first met at a specific show.
- 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. A guest is recommended by a travel advisor under a host agency, working through a tour operator, who placed the booking via a DMC. Most systems only capture two points. This solution captures all of them.
HubSpot's association structure links contacts and companies using labelled relationships — recording the Booking Agent, Outbound Operator, Originating Advisor, Host Agency, and Parent Company against each booking.
Over time this builds a reliable picture of which advisors, operators, and agencies are truly driving your bookings. You can see which tour operators generate the most originating advisor activity, identify host agencies with multiple advisors booking, and track source market performance across the full chain.
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