It arrives
You don't change how suppliers send anything. Drop the file in a folder or forward the email, and it's picked up on a schedule.
PDF grids, scans, spreadsheets, Word files, zip files, rates in the body of an email, and a public Google Drive link in the email, which is fetched for you.
It's read twice
Two independent reads of the contract have to agree, figure for figure. Every figure also has to be found, quoted, in the contract's own text. A number nobody can point to on the page doesn't go in.
The reading is scored every day against a fixed set of real contracts that were loaded and checked by hand, so accuracy is measured rather than claimed.
It's checked against your own book
Your system already holds, for every supplier you've loaded, the exact structure a new contract has to land in, and last year's numbers to test the new ones against. The job stops being "read this document" and becomes "fill in a form we already have, and prove the answer".
Before anything is written, the live book is checked too. An update that would roll a period back, lower a live rate, or clash with what's already there stops and asks.
What it can't prove, it asks
A doubt becomes a question on one shared sheet, with the reason and the page attached. It holds only the figures it's about: one unclear cancellation clause doesn't stop the rates on the same contract from loading.
Every answer is kept, so the same question isn't asked again next season.
A person ticks it
There is no path from a document to your live rates that doesn't pass a person. One approval page shows what will change. Nothing is written until it's ticked.
It's written, then read back
On Tourplan it writes over productConnect, Tourplan's own documented API, so it holds no licence seat and nobody gets locked out while it runs.
Then it reads the book back, because a system can accept a rate, return success, and store nothing. Eighteen single rates once did exactly that.
It's checked again, every hour
A run can stop halfway and still report success. So every load is checked again after it lands, every hour, against what the book actually holds.
You can see where everything stands
One password-protected dashboard, rebuilt overnight: what's still sitting in the contract folders, what's loaded, what's loaded but carrying a problem, and what runs out of rates before next year.
Every row says in plain words what happens next and whose move it is: yours, the supplier's or mine.
What stays yours
Your rates, discounts and markups are never shared. What a supplier's contract looks like, its room types and how its child bands work, is learned once and reused, which is why a lodge someone else also contracts goes in faster. Your commercial terms are never part of that.
Your curated data stays as it is. A rate load has no business changing an address, a supplier contact, a booking, a quote or an itinerary.
What a contract doesn't restate is kept. Stay-pay offers, tax codes and a supplier's own cancellation terms are never wiped by a money-only update.
Access is yours to give and take back. On Tourplan that's productConnect access, which you control.