Uploading rates

For: Suppliers Where to find it: Sidebar → Rates → Upload Rates button

Uploading a rate sheet is the first step in putting your pricing on Tourium. You give the document a name and a validity window, upload the file, and Tourium's AI extracts the structured pricing for you. Once extraction is done, the next step is reviewing and editing.

What you can upload

Tourium accepts these file formats:

  • PDF (.pdf)
  • Excel (.xlsx, .xls)
  • Word (.docx, .doc)
  • CSV (.csv)
  • OpenDocument (.ods, .odt)

Maximum file size: 50 MB.

Native source files (Excel and Word) usually extract better than scanned or image-based PDFs, because the AI can read the underlying structure directly.

Common tasks

Upload a rate sheet

  1. Open Rates in the sidebar.
  2. Click the Upload Rates button.
  3. Step 1 — Details.
    • Drag your file onto the drop zone or click to browse.
    • Give the rate sheet a Name (for example, "2025 Winter Season" or "Cape Town Rack Rates Q1").
    • Optionally add a Description.
    • Pick a Valid from date — when this rate sheet becomes active.
    • Pick an Expires at date — when it's no longer valid.
    • Leave Extract rates from document ticked so the AI processes the file.
    • Click Proceed.
  4. Step 2 — Link to properties and services (if applicable). If you've already created properties and services, you can tie the rate sheet to them now. Otherwise, skip this step and move on.
  5. Upload. Tourium begins extracting immediately. The rates list updates with your new document showing a status of Extracting.

Import several documents at once

If you have a stack of documents, use Bulk Import instead of uploading one at a time:

  1. On the Rates page, click the Bulk import link in the header.
  2. Drag in your files — up to 25 files, 50 MB each, 60 MB per batch.
  3. Choose the document type (Rate sheet or Fact sheet) and an expiry date — both apply to every file in the batch.
  4. Click Import. Each file is queued for extraction and appears in your rates list for review.

Files that are over the size limit or in an unsupported format are skipped with a message; the rest of the batch still imports.

Watch the extraction progress

The document card shows a progress bar and a stage label as the AI works through the file:

  • Preparing
  • Analyzing
  • Extracting
  • Verifying
  • Complete

You'll also see an estimated time remaining. Small documents take a minute or two; very large or complex ones can take longer. You don't have to sit and wait — you can navigate away, and Tourium will update the card when you come back. The system also broadcasts progress in real time and polls as a fallback, so it stays current without page refreshes.

What happens when it's done

Once extraction finishes, the document's status changes to review pending. You'll see a badge on the card and, usually, a notification. From here go to Reviewing and editing rates.

If extraction fails

Sometimes a document can't be processed — corrupted file, unusual format, or a server-side issue. The document's status becomes Failed and an error message appears on its card. You can:

  • Re-upload a different version of the file.
  • Click Reprocess to try again.

If re-processing keeps failing, consider converting the file (for example, from a scanned PDF to a spreadsheet) before uploading.

Tips

  • Fill the Name field carefully. It's the first thing agents see in their shared rates list, so "2025 Q1 Rack Rates" is much more useful than "document1".
  • Valid from must not be in the past, and expires at must be after the start date.
  • If you haven't created properties or services yet, the link step is skipped automatically. You can always link rates to properties later.
  • If you close the browser mid-extraction, it's fine — the server keeps processing. When you come back, the progress picks up where it left off.
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