Work Automation at Tour Agency

Inbound Operations

On the operational side, I act as the primary liaison between our agency, external partners, and our tour guides. This involves coordinating the entire project scope, ranging from the initial generation of quotations and invoices to:

• Managing all tour schedules via Google Calendar to ensure real-time coordination and operational efficiency.

• The booking restaurants and attractions.

• The dissemination of summary files and briefing packages.

Financial Management

Simultaneously, I oversee critical financial duties and the entire payment lifecycle, which includes:

• Managing the Profit and Loss (P&L) statement by monitoring revenue and expenses to provide a clear overview of financial performance and profitability.

• Managing accounts payable, specifically handling the payments for attractions and restaurants.

• Tracking all payment statuses via Google Sheets to maintain an accurate and up-to-date ledger of operational expenses.

• Recording transactions in Xero and monitoring payment histories to ensure fiscal integrity.

• Ensuring the accurate disbursement of remuneration for our guiding staff.

Previously, these workflows were managed through a highly manual and fragmented process. I was required to manually input data into Excel, print individual schedules and summary files, and physically organize them into hard-copy folders.

I identified this as a significant administrative burden characterized by operational redundancy. Such a labor-intensive method was not only time-consuming but also increased the susceptibility to clerical errors and data inconsistency. Recognizing that maintaining physical files for every tour group was fundamentally inefficient, I pivoted toward a digital-first approach.

This realization became the catalyst for me to implement Python-based automation, aiming to transition from a cumbersome paper-based system to a streamlined, automated digital workflow.