Global Tour Company Cuts Costs & Enhances Efficiency with Back Office Services – Case Study
The Infomaze One back-office team, together with the technology specialists from its parent company, Infomaze, enabled a global tour company to streamline its operations, optimize costs and scale efficiently. By introducing smart automation, centralizing processes and revamping the digital presence, we turned disjointed workflows into a seamless, high-performing system.
Client Overview
Our client is a global tour company with operations spanning the United States, Europe and other key travel markets. Specializing in curated, end-to-end travel experiences, the company offers both private and group tour packages. Their services are integrated with leading travel platforms such as Airbnb, Booking.com and others, through which they manage reservations for hotels, vacation rentals, and more. In addition to accommodation, the company handles complete travel logistics—including local guide coordination, transportation arrangements, pre-purchase of entrance tickets and personalized guest services—ensuring a seamless and memorable travel experience for their customers.
The Challenges Faced By the Client
Initially, the company managed operations using Excel spreadsheets which is a highly manual and error-prone process. As the business scaled, they moved to ClickUp for task management. However, even ClickUp could not fully eliminate operational bottlenecks, especially due to:
Manual Duplication Across Platforms
Data had to be manually entered from aggregator platforms into ClickUp and then Zoho, increasing time, errors and inefficiency.
Lack of API Integration with Small Vendors
Many small rental providers lacked API support, requiring repeated manual entries that slowed operations and burdened staff.
Website Lacks Booking Integration
The website lacked SEO and a booking engine, leading to high third-party commissions and missed direct sales.
Rising Admin Costs Due to Staffing Needs
Growing operations meant hiring more admin staff regionally, pushing up costs and making scaling harder.
Heavy Spending on Manual Data Entry
Lack of automation led to high costs and delays from manual data entry across regions.
Decentralized and Inefficient Expense Reporting
Regional offices manually sent expense reports, causing delays, inconsistent records and extra coordination effort.
Solution Implementation
As a Zoho-authorized partner, our parent company, Infomaze, initiated the collaboration. The Infomaze One team for the travel agency back office support took charge of resolving the operational pain points in a phased approach.
We implemented the below key features:
Phase 1: Integrating ClickUp and Zoho
We began by automating data flow between ClickUp and Zoho to eliminate redundant entries and ensure accurate vendor billing. This integration streamlined the transfer of reservation data to Zoho Books/CRM for :
- Accurate payouts to hotels, rentals, guides and transport providers.
- Timely invoice generation and tracking.
- Reduction in manual errors and human oversight.
This saved 20-30 man-hours per week and reduced the need for regional data entry hires.
Phase 2: Website Revamp & Booking Engine
Upon auditing their digital presence, we identified a significant underutilization of their website. Our travel agency back office support recommended and delivered :
- A modern, seo for tourism website with content tailored for organic discovery.
- An in-house booking engine, enabling direct customer bookings and reducing dependency on platforms like Airbnb, thus saving on commissions.
Phase 3: Back Office Support & Data Entry in ClickUp
Recognizing the gaps due to non-integrated rental platforms, we deployed our InfomazeOne back office support service team to :
- Monitor aggregator platforms for new reservations.
- Manually and accurately input bookings into ClickUp, which then synced with Zoho.
- Take over data entry responsibilities for Zoho Books expenses: Previously, these were managed locally by regional offices. Now, all expense records are centralized and processed by our team, ensuring consistency, accuracy and faster reconciliation.
- Provide human-supported live chat services, backed by automation to improve customer experience and reduce turnaround time.
Our team was trained to act as an extension of their staff which offers seamless support across time zones.
End Results
Reduction in Manual Data Entry & Hiring Costs
Increase in Organic Traffic
Streamlined Operations
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60% Reduction in Manual Data Entry & Hiring Costs:
Automation replaced repetitive tasks, cutting down labor costs and increasing efficiency.
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75% Increase in Organic Website Traffic:
SEO-optimized website redesign boosted online visibility and inbound traffic.
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Streamlined Business Operations:
Transitioned from scattered Excel workflows to a fully automated, centralized platform.
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Centralized Vendor Management:
All core services—Zoho integration, website development, data monitoring and back-office support managed by a single provider.
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Live Customer Support Enablement:
Real-time support implementation improved customer experience and responsiveness.
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Enhanced Back Office Management:
Automation and central control significantly improved regional coordination and operational visibility.
Conclusion
What began as a basic need to fix a messy spreadsheet operation evolved into a complete digital transformation, powered by Infomaze One. By becoming a one-stop solution provider, we helped the client scale efficiently, cut costs, and enhance customer experience—all while ensuring operational excellence.
Whether you need reliable data entry, tour agency back office support or help managing daily operations across tools like Zoho, ClickUp and others, Infomaze One is your trusted partner for innovative and scalable solutions.
Let us handle the heavy lifting so you can focus on growth.