Before using Waybird, Ololo Safaris was losing deals simply because they couldn’t respond quickly enough. Proposal creation was eating entire mornings, and payment collection felt like a part-time job.
Within 10 days of switching, everything changed. Proposal turnaround dropped from 3-4 days to same day. Conversion rates jumped from 25% to 45%. Payment processing that used to take 7-10 days now happens within 24 hours. The result? 31% revenue growth, 15 hours reclaimed each week, and a 20% increase in average booking value.
This is how they did it.
Who are you and what does your company do?
We’re the founders of Ololo Safaris, where we create intimate, conservation-focused safari experiences across East Africa. We’re not about ticking boxes or racing through parks — we design journeys for travelers who want to slow down, connect deeply with the wilderness, and understand the delicate balance between wildlife, communities, and conservation. For us, that means fewer vehicles, longer stays, and guides who not only tell you what you’re seeing, but why it matters for the future of the continent.
What challenge led you to look for a new platform?
Our biggest frustration was the disconnect between the magic we create on the ground and the clunky process of getting clients there. I’d spend entire afternoons formatting proposals, juggling WhatsApp messages with lodge managers, and tracking payments on spreadsheets that would make an accountant weep. Meanwhile, competitors with slicker systems were winning business simply because they replied faster. I was sure there must be a better, more streamlined way of doing things.
Why did you choose Waybird over alternatives?
Waybird understood that we’re selling dreams and not just trying to get bums in beds. With some other platforms we tried it felt a little like glorified booking engines, but Waybird let us showcase each journey with space to tell stories and add our own content and images. Plus, the payment integration meant I could finally stop being a part-time debt collector. But honestly? It was seeing our first proposal in Waybird that sold me. It looked like something Apple would design for safaris.
How quickly were you up and running?
We went from skeptical to converted in 10 days. The platform is ridiculously intuitive — my assistant figured out most features before I’d finished my coffee. We sent our first Waybird proposal on day three and closed the sale on day four.
Jim Chapman & Charley Chapman, Founders of Ololo Safaris
How has Waybird changed your proposal creation process?
I used to block out entire mornings for proposal creation. Now, I can craft something beautiful during a lunch break. The real shift though is how much time I now have to be creative — instead of wrestling with formatting, I can focus on personalizing each journey and really tailoring each aspect to what my guests want. My proposals now read like love letters to Africa rather than procurement documents!
What about payments and collections?
Game-changer doesn’t even cover it. We’ve gone from sending banking details via three different emails (and praying they work) to having clients pay instantly with their preferred method. The automated payment reminders are so polite yet persistent that I’ve actually had clients apologize for being late. That never happened with my awkward follow-up emails.
How has it impacted your conversion rate?
We’ve jumped from converting maybe one in four enquiries to nearly half. Speed is part of it (we’re often first to respond now) but it’s also the experience. Clients can virtually walk through their safari before booking and they’re emotionally invested before they’ve even paid the deposit.
Has your average booking value changed?
It’s up by about 20%. Waybird makes it so easy to showcase add-ons that clients are now choosing experiences they wouldn’t have known to ask for. From cultural visits with the people from the Hadzabe tribe to practical helicopter transfers, they see it, they want it… and then they book it.
What operational time savings have you seen?
I’ve reclaimed about 15 hours a week. I can now spend so much more time on what actually matters — building relationships with new camps, training guides, or occasionally remembering I have a family. My wife sends her thanks to Waybird!
Can you quantify the revenue impact?
We’ve grown revenue by 31% in one year, but more importantly, we’ve grown sustainably. We’re not just booking more trips; we’re booking better trips with clients who truly get what we’re about.
Let’s talk numbers—what are the key before and after metrics?
- Proposal turnaround: 3-4 days → same day
- Enquiry conversion: 25% → 45%
- Payment processing time: 7-10 days → 24 hours
- Weekly admin hours: 25 → 10
- Client revision requests: 3-4 per booking → 1-2 per booking
Which Waybird features have been most impactful?
The visual itinerary builder lets clients see their journey unfold like a story; the images are big, powerful and really give clients an idea of what they are going to experience. The multi-currency payments have eliminated those “what’s the exchange rate today?” panic moments. Mobile optimization means I can make updates from my phone in the bush. And the template library means consistency without sacrificing creativity.
Any surprises or unexpected benefits?
Clients now share their itineraries with friends like they’re showing off Instagram posts. That social proof has generated more referral business than any marketing campaign we’ve run. Also, my stress levels have plummeted. Turns out, not constantly worrying about admin makes you a better safari planner. Who knew?
What hesitations did you have initially?
I’m old school. I like printed maps and handwritten safari notes. I worried we’d lose our personal touch by going digital. Instead, digitizing the boring stuff has given us more time for the personal touches that actually matter.
What advice would you give someone just starting with Waybird?
Don’t overthink it. Start with one killer template for your most popular trip, make it absolutely sing, then build from there. And use the payment scheduling feature from day one — your cash flow will thank you.
What feedback have clients given?
“Professional but not corporate” is my favorite review. Clients feel like they’re booking with experts who know their destination like the back of their hands but who also happen to have their act together technology-wise. Several have mentioned they chose us specifically because our proposals felt premium and sophisticated.
What’s the ROI?
We covered Waybird’s cost in the first two months. Everything since has been profit and peace of mind, both of which are equally valuable in my book.
What’s next for you with Waybird?
We see a long relationship with Waybird, and are super grateful for them listening to our requests and taking quick action on any issues that arise.
Thanks so much!!
