As a virtual assistant who handles travel planning across different countries, these are the tools I actually use every day—not just for booking — but for checking time zones, comparing flights, organizing client itineraries, and making travel smooth...
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✈️My Go-To Flight Search Tools
🏨Where I Compare Hotels & Stays
🕒Time Zone & Meeting Tools I Can’t Live Without
🛂Visa & Entry Requirement Checkers I Trust
📂Tools for Itineraries, Documents & Organizing
🧠Client Management Tools That Keep Me Sane
✈️My Go-To Flight Search Tools
These are the ones I open first whenever a client needs flights.
Lightning-fast and super clean to use. I love the “flexible dates” view — it’s the easiest way to spot cheaper days instantly.
Google Flights
My favorite is when a client says, “Find the cheapest.” The month-view calendar makes price hunting so easy.
Skyscanner
I use this when I’m unsure whether to buy or wait — the price-prediction tool is surprisingly helpful.
KAYAK
Great for Asia and Europe routes. Sometimes finds deals that the others don’t.
Trip.com
🏨Where I Compare Hotels & Stays
I always check at least two platforms to give clients better choices
I love how many hotels offer free cancellation — perfect for clients who change their minds a lot.
Booking.com
Great for long trips or clients who prefer home-type stays. Some listings feel morIdeal for long trips or clients who prefer accommodations that feel like home. Some listings are cozier than hotels.e cozy than hotels.
Airbnb
Honestly, this one gives cheaper prices in a lot of Asian destinations. Worth checking every time.
Agoda
🕒Time Zone & Meeting Tools I Can’t Live Without
Perfect for avoiding scheduling mistakes when clients travel
Super visual. Helps me compare 3–4 countries at once without thinking too hard.
World Time Buddy
Clean and reliable — when I need exact time conversions or check holidays.
Timeanddate
I love that it automatically adjusts to the client’s travel time zone. Saves me from double-checking.
Google Calendar
🛂Visa & Entry Requirement Checkers I Trust
I check these before suggesting flights
Very fast. I like how it gives a simple “Allowed / Not Allowed” answer.
Sherpa
This is my “official” reference when I want to be 100% accurate.
IATA - Travel Centre
Airlines use this. If I need the strict rule, I check here.
Timatic
📂Tools for Itineraries, Documents & Organizing
Makes me look professional when sending client plans.
The way it automatically builds itineraries from emails feels magical.
TripIt
I keep client preferences, travel templates, and notes here. Helps me stay organized.
Notion
Safe place for passports, tickets, and receipts — everything is easy to find later.
Google Drive
🧠Client Management Tools That Keep Me Sane
Perfect for tracking what each client likes
I love making a page for each client: seat preference, airline favorites, budget… all in one place.
Notion
The board view makes tasks feel lighter. I drag cards like a game.
Trello
🗣️Communication Tools I Use Daily
Because fast updates = happy clients
Simple, quick, and all clients seem to use it.
WhatsApp
Great if you work with a team or agency.
Slack
For onboarding calls or clarifying details quickly.
Google Meet
💳Payment & Booking Safety Tools
Use these to avoid fraud and keep transactions clean.
For international payments and currency conversion.
Revolut
For secure payment handling when clients reimburse you.
PayPal
🚗Transport & Navigation Tools
Useful for planning the client’s movement at the destination.
Shows all travel options (train, bus, flight, ferry).
Rome2Rio
Location planning, distance checking.
Google Maps
Local transport apps.
Uber / Grab / Bolt
🌐AI Tools to Work Faster
Make travel planning more efficient.
For checking routes, writing itineraries, and drafting messages.
