AI-Powered CRM Pipeline for Luxury Flight Bookings
The Private Aviation Company, a leader in bespoke private jet services, struggled to manage booking requests across Instagram, WhatsApp, Facebook, TikTok, Telegram, and their website. Handling inquiries manually led to delays and missed opportunities. With iHakimi, they now operate on an AI-powered CRM that centralizes leads, tags sources, and improves the booking journey—helping the team respond faster, stay organized, and deliver a refined customer experience.
Client Background
The Private Aviation Company is a premium service provider specializing in luxury private jet charters for high-profile individuals and corporate clients worldwide. Known for delivering exclusive, comfortable, and reliable travel experiences, they built a strong reputation among travelers who value efficiency and personalized service.
Their business depends on maintaining quick response times, where every inquiry—whether from Instagram, WhatsApp, Facebook, TikTok, Telegram, or their website—needs to be addressed instantly. Dedicated teams handle Sales for inquiries and Operations for managing flight arrangements, making coordination between departments crucial.
As the demand for private aviation grew and more leads started pouring in from social media campaigns, ads, and referrals, their manual system struggled to keep up. Communication gaps, delayed follow-ups, and missed opportunities became recurring issues. The company needed a structured, integrated system to manage high lead volumes efficiently while preserving their personalized client experience.
Challenges
The Private Aviation Company realized they needed a system that could keep up with their fast-paced industry—where every second matters—while reducing errors and lost opportunities.
High Inquiry Volume
As demand for charter flights increased, the company received hundreds of inquiries daily across social media. Manually sorting and responding slowed down response times and affected client experience.
Delayed Response to VIP Clients
In private aviation, clients expect fast, personalized service. But without a real-time assistant, many inquiries either got delayed or required repeated follow-ups.
Lack of 24/7 Availability
High-net-worth clients often reached out at odd hours or from different time zones. Without round-the-clock support, the company risked losing opportunities.
Poor Lead Qualification
The team struggled to identify which inquiries were serious vs. casual, making it harder to prioritize and nurture high-value prospects.
Manual Data Entry
The management couldn’t analyze how many inquiries converted, where the leads were coming from, or how quickly their team responded.
Time Lost in Repetitive Questions
Staff spent hours answering the same basic queries about pricing, availability, or documentation instead of focusing on closing high-value deals.
Solution
iHakimi has deployed an AI-powered agent seamlessly integrated with a custom CRM pipeline designed specifically for the private aviation sector.
All inquiries from WhatsApp, Instagram, Facebook, TikTok, Telegram, and the website are automatically captured and tagged by source. The AI agent responds instantly, gathering essential trip information such as destination, travel dates, passenger count, and any special requests, storing everything directly in the CRM.
The AI assists the Sales and Operations teams by highlighting urgent requests, high-value corporate clients, or casual inquiries, helping them prioritize follow-ups. Teams then move leads through the proper pipeline stages: Initial Contact → Quotation → Approval → Flight Preparation → Completed Flight.
With this system, Sales and Operations now operate on a single, unified platform, tracking and managing client journeys efficiently without losing time in manual handovers.
Auto Quotations & Invoices
- Quotations and invoices generated automatically within minutes.
- Links sent instantly via WhatsApp and email.
- All documents branded to match No.1 Yacht’s premium image.
- Booking events synced to Zoho Calendar.
- Internal alerts keep vendors and staff aligned without extra communication.
More Benefits
ihakimi helped The Private Aviation Company set up an automated system to manage chats, bookings, and follow-ups so everything runs faster, smoother, and with less manual work.
Instant Response
AI agent replies to inquiries 24/7, reducing response time from hours to seconds.
Efficient Operations
Client preferences like flight route, aircraft type, catering, and add-ons are captured accurately without repetitive back-and-forth.
Data-Driven Decisions
Management gets real-time insights on inquiry volumes, conversion rates, and top-performing channels.
Unified Communication
All leads from multiple channels flow into one system, eliminating missed or duplicate follow-ups.
Implementation
iHakimi implemented a personalized CRM and AI-driven workflow for The Private Aviation Company, managing every inquiry from first contact to flight completion.
Inquiries from website, Instagram, Facebook, WhatsApp, TikTok, and Telegram are automatically logged into a central CRM.
Each lead is tagged with its platform to track performance and origin.
An AI agent replies instantly and collects trip details (destination, dates, passengers, special requests)
Leads progress through structured stages from Initial Contact → Qualified → QN/CBR stages → Active Flights → Completed.
Trip details and lead stages are updated automatically, reducing errors and delays.
Teams focus on high-value tasks with faster responses, better tracking, and smoother operations.
Results
The AI agent significantly reduced response times by instantly engaging with customers and collecting trip details, improving overall client satisfaction. With inquiries from all platforms automatically captured and tagged, manual data entry was eliminated and accuracy increased. The structured pipeline and AI-driven updates ensured quotes and approvals were processed faster, while staff could focus on high-value tasks instead of repetitive follow-ups. Additionally, source insights helped identify the most effective channels for business growth, giving The Private Aviation Company greater visibility and control over their operations.
Key Data Analysis
The performance metrics highlight the transformation across communications and operations
- Instant Engagement: The AI agent replies right away, collects trip details, and keeps clients interested.
- Smooth Booking Flow: From the first inquiry to flight confirmation, every stage is clear and seamless.
- All Inquiries in One Place: Every message from WhatsApp, Instagram, TikTok, Facebook, Telegram, and the website is captured in a single system.
- Team Always in Sync: Details are auto-shared with the right people, removing manual back-and-forth.
- Complete Transparency: The team always knows the exact status of each lead or flight.
- Scales Effortlessly: The system can handle a growing number of inquiries without slowing operations.
Challenges
Fast replies build trust
Instant responses helped No1 Yacht stand out and win more bookings.
Bots simplify choices
Clients could explore yachts easily, without long chats or confusion.
One system, smooth flow
Everyone – team, vendors, clients worked together without overlap.
Calendar sync prevents misses
Every booking stayed on track with automated updates.
Smarter follow-ups convert better
Pre-set reminders kept leads engaged and informed.
Automation saves time
Tasks that took hours now happen quickly and without errors.
Client Testimonial
Conclusion
With iHakimi’s AI-powered CRM system, The Private Aviation Company now manages all inquiries in one place, responds faster, and runs a smoother booking process. The AI agent handles routine communication and data collection, while the team focuses on high-value tasks. The result is quicker bookings, fewer errors, and stronger client relationships.