Email-to-QR Auto-Capture + AI Dashboards
Complete Closed-Loop System: From Email to Offer Acceptance
📋 Introduction
Based on data analysis from ETT and additional information from MikiPlus stakeholders and operational staff, we propose the development of the following modules to solve critical adoption challenges and expand platform usage across all participants.
Despite 600+ registered travel agents across 14 Asian countries, adoption remains low due to behavior resistance, process breakdowns, and lack of operational intelligence. We address each through targeted, integrated solutions.
1️⃣ Email-to-QR Auto-Capture
🔴 Problems
Problem 1: Behavior Resistance
Agents continue using email (familiar workflow) instead of learning MikiPlus, even though they have accounts. Change friction is high.
Problem 2: Manual Process Breaks
Sales teams manually read emails → create QRs → forward to AGS without validation. No quality gate. Incomplete requests trigger costly back-and-forth.
⚠️ Challenges
Challenge 1: Expensive Clarification Cycles
Agents send unstructured emails. AGS receives incomplete data. Sends clarification → agent responds → cycle repeats 2-3 times per QR. €80K+ annual labor cost.
Challenge 2: SLA Failures & Delays
2-4 hour turnaround per QR. Manual email workflows can't scale. Agents frustrated by slow feedback. Real-time visibility missing.
2️⃣ MikiPlus Go App
🔴 Problems
Problem 1: No Real-Time Notifications
Salesmen don't know when agents submit QRs unless they're at their desk checking email. Instant awareness missing.
Problem 2: Desk-Bound Workflow
Salesmen can't manage QRs while traveling or meeting with clients. Mobile-first workflow doesn't exist. Productivity limited by location.
⚠️ Challenges
Challenge 1: Slow Response Times
Salesmen respond hours later (after checking email). Agents see no feedback. Frustration grows. SLA targets missed.
Challenge 2: Visibility Gaps
Salesmen can't see request status, missing data, or Red Assistant findings while away from office. Real-time operational awareness missing.
3️⃣ AI-Powered Intelligence Dashboards
🔴 Problems
Problem 1: No Cross-Role Intelligence
Finance needs payment reports. Sales needs agent performance. AGS needs SLA tracking. Each department creates their own Excel manually.
Problem 2: Multiple Data Sources
Data comes from MikiPlus platform, email, spreadsheets. No unified view. Reports are slow, error-prone, and out-of-date by the time they're done.
⚠️ Challenges
Challenge 1: Slow Decision-Making
Leadership asks questions. Data assembly takes hours/days. Insights arrive too late. Data-driven decisions impossible at the speed business requires.
Challenge 2: Information Silos
Finance has payment data. Sales has performance data. AGS has operational data. No single source of truth. Different departments see different versions of reality.
Ready to Transform MikiPlus?
Explore each solution in detail. Click any "See Complete Solution" button above to learn implementation details and benefits.
📧 Email-to-QR Auto-Capture
Intelligent Email Bridge: Agents Send Email As Usual, System Does The Rest
The Challenge: Why Agents Aren't Using MikiPlus
Despite 600+ registered travel agents across 14 Asian countries, adoption remains low:
Problem 1: Behavior Resistance
Agents continue using email (their familiar workflow) instead of learning MikiPlus, even though they have accounts.
Problem 2: Process Breakdown
Sales teams receive emails and forward directly to AGS without validation. AGS encounters incomplete requests, triggering costly back-and-forth clarification cycles.
❌ Result: Expensive email loops, missed SLAs, wasted Red Assistant & Quote Room capabilities
⚙️ Setup Requirement (Critical for Success)
For the Email-to-QR Auto-Capture system to work seamlessly, agents must have registered email accounts in MikiPlus:
✅ Each Agent Account Includes:
- Primary Email: Main agent email address
- Staff Emails: Multiple emails for agent's employees
🔍 This Enables Automatic Recognition:
- System identifies WHO sent the QR (which staff member)
- System identifies WHICH AGENT owns the request
- System identifies WHICH SALESMAN is responsible
- Automatic routing to correct agent account
💡 Sales Team Responsibility: During agent onboarding, emphasize that email account registration with all staff emails is mandatory for the Email-to-QR system to recognize requests automatically and route them correctly.
✅ The Solution: Intelligent Email Bridge
Instead of forcing agents to change behavior, we bring the platform to them:
Agent sends email as usual → System does the rest
The Intelligent Email Bridge:
Email Capture
Agent emails QR request as usual
AI Parsing
System extracts travel parameters from email
QR Creation
QR auto-created in agent's account
Red Assistant
Identifies missing/inaccurate parameters
Smart Response
Professional email with 3 action options
Key Features:
✅ Multi-Language Support
English, Mandarin, Bahasa Indonesia, Thai, Vietnamese
✅ Intelligent Parsing
Understands complex travel requests in natural language
✅ Automated Validation
Red Assistant checks accuracy in real-time
✅ 3-Option Smart Response
Agents choose their preferred interaction method
✅ Iterative Refinement
System learns from agent responses
✅ Seamless Handoff
Complete QRs move to platform workflow automatically
📧 Smart Response Email Template
When Red Assistant identifies gaps, the agent receives this professional email with 3 clear action options:
📋 Understanding the 4 Response Options
📱 Option 1: Open MikiPlus QR
Go directly to the QR in your MikiPlus account. View all details, Red Assistant findings, and respond with answers inline.
💬 Option 2: Open Quote Room
View the dedicated Quote Room for this QR. Chat with the salesman, ask questions, and see clarifications in real-time.
👤 Option 3: View in My Account
Login directly to your MikiPlus account to see the QR, Red Assistant findings, and all context in one place.
📧 Option 4: Email Reply
Simply reply to this email with your answers. Maximum flexibility—no platform needed.
💡 Smart Integration: When agent clicks any of these 4 options in the Smart Response Email, the salesman gets an INSTANT notification in MikiPlus Go. Salesman can then manage from anywhere!
🎯 In Some Cases Happen.... Multiple QRs in One Email?
2 Separate Smart Response Emails!
When an agent sends a single email containing 2 different QRs (e.g., "5-day Paris trip" + "3-day Barcelona extension"), our system automatically detects them and creates 2 separate Smart Response emails—one for each QR.
✓ QR #2: Barcelona 3 days
✓ Email 2: Smart Response (QR Barcelona)
✓ 2 MikiPlus Go notifications
Why 2 Separate Emails?
✅ Crystal Clear
No confusion: 1 email = 1 QR = 1 decision
✅ Individual SLA
Each QR has its own 4-hour timer
✅ Separate Workflows
Each QR processed independently
✅ Better Notifications
Salesman gets 2 alerts = 2 prioritized tasks
✅ Professional UX
No overwhelm with 6 buttons (3+3)
✅ System Consistency
Matches existing process
🔄 The Complete Closed-Loop System
Here's how the entire process flows from email to offer acceptance:
Agent Sends Email
Agent emails QR request to MikiPlus using registered email account
System Auto-Recognizes Agent
Email address matched to agent account → System identifies agent + salesman responsible
AI Parses & Creates QR
System extracts travel parameters from email → Auto-creates QR in agent's MikiPlus account
Red Assistant Validates
Red Assistant analyzes QR → Identifies missing/inaccurate travel parameters
Smart Response Email + Quote Room
Agent receives auto-email asking for clarifications + link to Quote Room where they can view all details & Red Assistant findings
Salesman Gets Instant Notification
When agent clicks Quote Room link, salesman receives instant notification (via MikiPlus Go app) about agent activity
Agent Responds (2 Options)
Option A: Click Quote Room link → View full QR details + Red Assistant findings → Respond directly in Quote Room
Option B: Reply to email with answers
Salesman Takes Action
Salesman can: Assign to AGS (if complete) OR Update QR with new info → Red Assistant re-validates
Complete & Ready for AGS
QR marked complete → Automatically routed to AGS team for pricing & service sourcing → Offer created & sent to agent → Agent accepts
Ready to See It in Action?
This intelligent system transforms adoption by meeting agents where they are (email) while automating everything else.
📱 MikiPlus Go: Business on the Move
Real-Time Notifications for Salesmen & Operational Visibility
The Problem & Challenge
Problem: Salesmen Miss Submissions
Salesmen don't know when agents submit QRs unless they're at their desk checking email. Delays in responding. Agents frustrated by slow feedback.
Challenge: No Real-Time Workflow
Current process is email-based and asynchronous. Information silos. No visibility into request status. Manual task tracking.
The Solution: Mobile-First Notifications
📱 What MikiPlus Go Delivers:
🔔 Push Notifications
Instant alert when agent submits QR. Salesman knows immediately—even if away from office.
📊 Quick Dashboard
See QR summary, missing data, Red Assistant findings, required next actions.
💬 Quick Actions
Request clarification, mark ready for AGS, send Smart Response—all from phone.
📈 Performance Tracking
Real-time view of agent submissions, response times, acceptance rates.
🔗 Closes the Loop:
Email-to-QR creates QR automatically → MikiPlus Go notifies salesman instantly → Salesman reviews & acts within minutes → Agent sees status update → Complete workflow
App Preview: Quote Requests at a Glance
📋 Filter Tabs: Stay Organized Instantly
The Quote Requests screen gives salesmen a real-time, filterable list of every QR submitted by their agents. Four quick tabs let salesmen jump straight to what matters:
🔵 All
Complete view of every quote request, regardless of status—the full picture at a glance.
🔴 New
Just-submitted QRs awaiting first review. These need immediate attention to keep response times fast.
🟠 Pending
QRs under review—missing data, clarifications requested, or awaiting Red Assistant validation before moving forward.
🟢 Assigned
QRs handed off to AGS for offer creation—salesman can track progress without chasing updates.
Each request card shows the customer name, submission time, and current status badge—so salesmen always know what needs action next, without opening email.
⚡ Advanced Features
🔔 Instant Action
Real-time push notifications for every QR submission. Quick review with customer name & timestamp. One-tap access to full Quote Room details.
🔄 Seamless Workflow
Auto-create Quote Room (Agent-Seller-AGS). One-click assignment to AGS operators. Inner chat auto-generated for each QR.
📊 Total Control
Live dashboard: QR status, assignments, offer tracking. Multilingual support for global operations. Complete visibility from request to acceptance.
"Manage Quote Requests Anywhere, Anytime."
Key Benefits
⚡ Instant Visibility
Salesmen never miss a submission. Real-time push notifications.
📱 Mobile-Friendly
Work from anywhere. Full QR management from phone.
🎯 Faster Response
Average response time drops from hours to minutes.
😊 Agent Satisfaction
Agents see quick feedback. Less frustration. Higher engagement.
📈 Productivity
Salesmen can handle more agents without being desk-bound.
✅ SLA Compliance
Real-time alerts help meet 4-hour offer delivery SLA.
Ready to See It in Action?
This intelligent system transforms adoption by meeting agents where they are (email) while automating everything else.
📊 AI-Powered Intelligence Dashboards
Role-Based Insights with Natural Language AI Chat
The Problem & Challenge
Problem: No Cross-Role Intelligence
Finance needs payment reports. Sales needs agent performance. AGS needs SLA tracking. Each department creates their own Excel from multiple sources—manual, slow, error-prone.
Challenge: Executives Can't See the Big Picture
Leadership asks questions but data isn't readily available. Decision-making is delayed. No real-time business health view.
The Solution: 5 AI-Powered Role-Based Dashboards
🎯 Dashboard 1: Sales Intelligence
For: Sales managers, team leads
Sample Data: Agent submissions, pending QRs, response times, acceptance rates, commission earned, SLA risk status
AI Examples: "Top 5 agents by commission?" | "Which agents have QRs at SLA risk?" | "Show acceptance rate trend by country"
⚙️ Dashboard 2: AGS Operations
For: AGS team leads, operations managers
Sample Data: Request status, processing time, SLA compliance, operator assignments, missing data, bottlenecks
AI Examples: "How many requests at SLA risk?" | "What's our 4-hour SLA compliance %?" | "Show bottleneck analysis"
💳 Dashboard 3: Finance & Payments
For: Finance team, CFO, payment processors
Sample Data: Commission invoiced, paid, outstanding, payment days, financial performance by agent/seller
AI Examples: "Total outstanding commission?" | "Which agents have overdue payments?" | "Commission reconciliation by country"
👔 Dashboard 4: Executive Overview
For: CEO, COO, board members, strategic decisions
Sample Data: Total requests, revenue, SLA compliance, agent count, payment status, growth vs. target, risk indicators
AI Examples: "Overall business health?" | "Commission revenue forecast for Q3?" | "Top 3 bottlenecks?" | "Service gap opportunities total potential?"
🔗 Dashboard 5: Supply Chain Dashboard
For: Product & contracting teams, MIKI leadership, supplier relations
Sample Data: Online services (API-integrated suppliers) vs. Offline/Ad Hoc services (manually created by AGS), reusability rate of Ad Hoc services, service category breakdown, top requested but unavailable services, supplier coverage gaps by country
AI Examples: "What % of services are API-integrated vs. manual?" | "Which Ad Hoc services are reused most often?" | "Where are our supply gaps by country?" | "Top candidates for new API contracts?"
Strategic Value: Gives MIKI a clear, data-backed view of which manually-created services appear often enough to justify a direct API integration or contract—turning operational data into supplier negotiation leverage and a roadmap for expanding travel service coverage.
Key Benefits
🔍 AI Chat: Ask & Get Instant Results
Instead of: Manual Excel creation, waiting for reports, manual data assembly
You get: Ask in plain English → AI analyzes data → Shows results + graphs in seconds
Example: "Which countries are underperforming and why?" → Instant visual breakdown with performance metrics
💡 Service Gap Detection (Bonus)
AI automatically identifies missing services in each QR:
- Missing accommodation for multi-day stays
- No airport transfers or inter-city transport
- Missing activities for leisure days
- No meal arrangements
Result: €3K+ average cross-sell opportunity per QR
👀 Organization-Wide Activity Visibility
AI gives every level of the organization a live view of who's doing what, where things stand, and where attention is needed:
- Salesmen activity: submissions reviewed, response times, pending actions
- AGS operators: assigned requests, processing status, workload distribution
- Finance team: reconciliation progress, outstanding items, payment cycles
- Cross-team dependencies: who's waiting on whom, and for how long
Result: No more "checking in" emails or status meetings—everyone sees the same real-time picture, and managers can spot delays before they become problems.
⏱️ Implementation Timeline
Total: 7 weeks from kickoff to go-live with 600+ agents
Week-by-Week Breakdown
Email Integration & Infrastructure
- Connect to MIKI Plus email infrastructure
- Deploy Red Assistant AI validation system
- Set up Smart Response email template engine
Email-to-QR + Smart Response
- Build email parsing & AI extraction engine
- Auto-QR creation in agent accounts
- Multi-language Smart Response (EN/ZH/ID/TH/VI)
- Deploy Quote Room (communication hub)
MikiPlus Go + Platform Connectivity
- Integrate MikiPlus Go mobile app notifications
- Salesman real-time alerts & workflow
- Test multi-QR per email feature
AI Dashboards Development
- Build 5 role-based dashboards (Sales, AGS, Finance, Executive, Supply Chain)
- Implement AI query engine for natural language
- Create interactive graphs & reporting
- Service gap detection module
User Acceptance Testing + Production Deployment
- UAT with selected agents, sellers, AGS team
- Dashboard testing & refinement
- Go-live to all 600+ agents across 14 countries
- Production monitoring & support
📄 Next Step: Statement of Work
Upon MIKI's approval of this scope and timeline, ETT will issue the corresponding Statement of Work (SOW), formalizing deliverables, milestones, and commercial terms for each phase outlined above.
💰 Business Case & ROI
Investment Required vs. Year 1 Benefits
Financial Summary
Benefit Breakdown
💵 Direct Labor Savings: €80K+ annually
80% reduction in clarification emails. AGS team spends 80% less time on manual QR data entry. 90% of QRs auto-captured = fewer revision cycles.
📈 Incremental Revenue: €180K+ annually
Service gap detection identifies missing services. Average €3K+ cross-sell opportunity per QR. 600 agents × 60 QRs/month × €50 incremental margin.
⏱️ Operational Efficiency
- QR creation time: 2-4 hours → 20-40 minutes
- 90% of submissions auto-captured
- SLA compliance: ~70% → 95%+
Strategic Value Beyond ROI
🌍 Scalability
Proven system scales to 1000s of agents without proportional cost increases. Model for global expansion.
📊 Data Intelligence
Complete visibility across entire operation. Data-driven decision making replaces guesswork.
🚀 Platform Innovation
Positions MIKI as technology leader in Asia travel market. Competitive advantage against other platforms.
Payback Analysis
Year 1 Investment: ~€120K-150K (7-week development)
Year 1 Benefit: €260K+ (labor savings + new revenue)
Net Year 1 ROI: 173-216%
Payback within 2-3 months. Recurring annual benefits in years 2+
Investment Comparison: Build vs. Outsource
| Aspect | ETT Development (Recommended) | Third-Party SaaS |
|---|---|---|
| Development Cost | €120K-150K (one-time) | €200K+ (licensing + setup) |
| Ongoing Cost | Minimal (in-house team) | €50K+/year (SaaS licensing) |
| Customization | Full control, zero limitations | Limited to vendor features |
| Data Privacy | Complete control | Depends on vendor |
| Timeline | 7 weeks to full deployment | 3-4 months (typical) |
Recommendation: ETT development provides better ROI, full customization, and competitive moat for MIKI. Zero recurring licensing costs.
Ready to Transform MikiPlus?
7-week implementation | €260K+ Year 1 benefit | 600+ agents across 14 countries