Imagine you just booked a flight from Buenos Aires to Madrid for a family of four. You have the PNR on your Amadeus screen, with all the codes, times, and confirmed classes. Now comes the part that steals time from many agents: turning that cryptic text block into a proposal the client can read, understand, and, most importantly, approve without hesitation.
The good news is that converting a PNR to PDF no longer requires Word, Excel, or manual templates. In this article, we show you the exact three-step process, with practical tips so every quote you send sells more and represents your agency as the professional business it is.
Step 1: Copy the PNR from your Amadeus terminal
The first step is the simplest and most important. Open the booking in Amadeus using the locator and copy the full PNR block. Make sure to include:
- The passenger name line.
- The flight segments (itinerary).
- The ticketing time limit line (
TK TL). - Phones and reference contacts.
The PNR does not need to be perfectly formatted. The important thing is that the block is complete, because the PNR Converter reads and automatically discards information that adds no value to the final client.
Practical tip: do not send the raw PNR
Sending the PNR exactly as it comes out of Amadeus forces the client to interpret codes like HK, EZE, or MAD. That creates friction, doubts, and often a poor perception of your service. The goal of the PDF is to remove that friction in one go.
Step 2: Paste the PNR into the PNR Converter
Once the code is copied, open the free Quotix PNR Converter and paste the text into the input field. Within seconds, the system analyzes the content and extracts:
- Airlines and flight numbers.
- Origin and destination airports.
- Departure and arrival dates and times.
- Booking classes and status codes.
- Passenger names.
The result is a clean, visual, organized itinerary where each segment is presented with the key information highlighted. You do not have to type anything or worry about transcription errors.
Step 3: Customize, review, and generate the PDF
Before downloading the file, review that everything is correct. Check that passenger names are spelled correctly, dates match what was agreed with the client, and no segment is missing.
Add your brand and extra services
The professional PDF does not only show flights. You can also include:
- Your agency logo and contact details.
- Hotels, transfers, insurance, and tours.
- Commercial terms, payment methods, and cancellation policy.
- The final selling price, with your margins already applied.
This customization is key for the client to perceive value and professionalism. A well-designed quote builds trust before the client even reads the price.
Download and send
Once ready, click download. The PDF is ready to send by email, WhatsApp, or print. If you use Quotix, the quote is also automatically saved in the CRM, linked to the client, so you can follow up from one place.
6 tips to make your quote PDF sell more
Converting the PNR to PDF is only half the job. The other half is designing a proposal that leads to a sale. Here are some practical tips:
- Use a clear title: "Trip quote to Madrid · García Family · October 2026" is better than a generic file.
- Highlight value, not just price: Include hotel name, included meals, tours, and any differential benefit.
- Separate items clearly: Flights, hotels, transfers, and insurance should be clearly differentiated with their prices.
- Add a note of urgency: "Subject to availability. Ticketing deadline: October 15."
- Include your contact details: Let the client know who they are talking to and how to confirm the booking.
- Offer the next action: End with a button or link that says "Confirm booking" or "Check availability."
Common mistakes when converting PNR to PDF
Although the process is simple, there are common mistakes that can cost you a sale. Avoid them:
- Sending the PNR without reviewing: Always check names and dates.
- Showing net costs: Make sure the PDF does not include
RMlines with internal prices. - PDFs without brand identity: A generic file lowers the perceived value of your agency.
- Forgetting the deadline: The client needs to know how long they have to confirm.
Frequently asked questions about converting PNR to PDF
What do I need to convert a PNR to PDF? ▼
You only need the PNR code copied from your GDS (Amadeus, Sabre, or Galileo) and access to the Quotix PNR Converter. No installation or technical integration is required.
Does the PDF keep my agency branding? ▼
Yes. You can customize the PDF with your logo, colors, contact details, and commercial terms so every quote represents your agency professionally.
Can I add hotels, transfers, and insurance to the PDF? ▼
Yes. Besides the flights from the PNR, you can include hotels, transfers, insurance, tours, and any other service that makes up the travel package.
Does the client see my net costs or commissions? ▼
No. The PDF only shows the final selling price. Net costs, commissions, and internal remarks remain hidden to protect your margin.
Is it free to convert PNR to PDF? ▼
The free PNR Converter lets you generate visual itineraries. For branded PDFs, CRM tracking, and unlimited quotes, you can try Quotix free for 7 days.