Getting the best out of the Travel AI Agent

Payhawk's Travel AI Agent is your AI-powered assistant for booking business travel. It helps you search, compare, and book flights and hotels, while staying compliant with your company's travel policy and ensuring expenses are automatically reconciled in Payhawk.

Payhawk is still training the Travel AI Agent, which means that some prompts are fully supported today, while others are in development and will become available soon. If a prompt is in training, this means that the Travel AI Agent isn't able to handle that request just yet, but Payhawk is actively working on improving its capabilities, and these prompts will become available over time.

Using the Travel AI Agent

Type your travel request in natural language, for example, Find me a flight from London to Paris next Tuesday. The Travel AI Agent will guide you through the options, apply your company's travel policy, and, once approved, book and pay for your trip automatically.

Planning flights and hotel travel

In this section, you'll find a list of example prompts for planning flights and hotel travel, along with information on whether these prompts are currently supported.

Searching and discovering flights

You can find a list of example prompts for searching and discovering flights in the following table:

Refining and filtering flights

You can find a list of example prompts for refining and filtering flights searches in the following table:

Searching and discovering hotels

You can find a list of example prompts for searching and discovering hotels in the following table:

Refining and filtering hotels

You can find a list of example prompts for refining and filtering hotels searches in the following table:

Applying negotiated hotel rates

If your company has negotiated rates with specific hotels, the Travel AI Agent will apply them automatically during your search. You do not need to know or enter any rate codes.

Hotels that support negotiated rates are tagged in the search results. When you select such a hotel, the negotiated rates are tagged as "negotiated" and appear alongside the public rates. The rate details include any benefits that come with the agreement, such as:

• Discounted pricing

• Complimentary breakfast

• Wi-Fi or parking

• Room upgrades (subject to availability)

• Flexible cancellation terms

If a negotiated rate is not available for your specific dates or room type, for example, due to blackout periods or occupancy restrictions, the public rate is shown normally. The booking flow continues as usual regardless of whether a negotiated rate is returned.

Negotiated hotel rates are arranged through Payhawk. For more information, see the article on setting up negotiated hotel rates.

Finalizing travel and policy compliance

You can find a list of example prompts for finalizing your travels and checking for policy compliance in the following table:

Managing bookings of flights and hotels

In this section, you'll find a list of example prompts for managing bookings of flights and hotels, along with information on whether these prompts are currently supported.

Retrieving bookings

You can find a list of example prompts for retrieving your bookings in the following table:

Modifying bookings

The option to modify your bookings through the Travel AI Agent is currently in training.

Cancelling bookings

You can find a list of example prompts for cancelling your bookings in the following table:

Pre-travel actions

You can find a list of example prompts for pre-travel actions in the following table:

Retrieving trip information

In this section, you'll find a list of example prompts for retrieving your trip details, along with information on whether these prompts are currently supported.

Checking flight status and details

You can find a list of example prompts for checking your flight status and details in the following table:

Checking hotel details

You can find a list of example prompts for checking your hotel details in the following table:

Booking documentation

You can find a list of example prompts for checking your booking documentation in the following table:

Personalizing flight and hotel options

In this table, you'll find a list of example prompts for personalizing your flight and hotel options, along with information on whether these prompts are currently supported.

Adding your Known Traveler Number and Redress Number

If you travel to, from, or within the US, you can give the Travel AI Agent two identifiers that airlines use for US flights:

• Known Traveler Number (KTN) - The number from your TSA PreCheck, Global Entry, NEXUS, or SENTRI membership. It lets you use expedited security screening.

• Redress Number - A number issued through the DHS Traveler Redress Inquiry Program (DHS TRIP) to travelers who have been repeatedly misidentified during screening.

You can share conversationally either number with the Travel AI Agent. It will store them on your traveler profile and apply them automatically to your US bookings, so you do not have to re-enter them for each trip. For example, use prompts such as "Save my Known Traveler Number, 123456789.", "Add my Redress Number 1234567 to my profile.", "What travel identifiers do you have on record for me?", and so on.

Adding your loyalty programmes

You can save your airline frequent-flyer and hotel loyalty programme membership numbers to your Payhawk profile, so that the Travel AI Agent can apply them automatically to your bookings.

• Loyalty IDs are applied to new bookings only, hence it is recommended that you add them before you book a flight or hotel.

• Each user adds their own Loyalty ID to Payhawk individually and no action from a Payhawk Administrator is required.

For flights:

• The Travel AI Agent will forward your saved airline programme number to the airline when it books your trips. In this way, you can earn miles or points for the flight.

• A single airline programme number can often earn miles on partner airlines in the same alliance. For example, you can add your Turkish Airlines Miles&Smiles number and still earn miles when you fly with Star Alliance partners such as Lufthansa.

For hotels:

• When you qualify for a loyalty rate, the Travel AI Agent will keep that rate available and offer it to you instead of dropping it.

• Hotel loyalty programmes work at the level of the hotel chain, not the individual property. A saved number applies across all hotels that belong to that chain, for example every Marriott Bonvoy property.

You can share conversationally a Loyalty ID with the Travel AI Agent. It will store them and apply them as expected. For example, use prompts such as "Save my Lufthansa Miles & More number 992002." or "Add my Marriott Bonvoy number 123456 to my profile."

The Travel AI Agent tracks the miles and points you earn, but it cannot pay for a trip with loyalty points. You still need to pay for every booking by card or cash, and the Loyalty ID is used only to earn points and unlock member benefits.

Tips for best results

• Be as specific as possible, including dates, locations, and similar specifications.

• Use clear phrasing such as direct flights only, instead of no layovers.

• Start simple, because if your query is complex, the Travel AI Agent can break it down step by step.