Quotes in Groups and Events

Overview

The Group Quotes feature within the Groups & Events module allows Sales Managers to transition away from fragmented spreadsheets and manual email chains. 

This tool centralizes the quoting process, enabling users to generate professional, branded PDF quotations directly from existing allotment blocks and send them to clients instantly. 

By providing real-time visibility into the quote lifecycle, this feature reduces manual effort, minimizes pricing errors, and accelerates the group booking sales cycle.

Table of Contents

• Overview
• How to Create a Group Quote
• Quote Layouts and Customization
• Sending and Managing Quotes
• Important Limitations
• Group Quotes Frequently Asked Questions

To get started with quotes:

1. Go to the Main Menu
2. Click Groups and Events
3. Click on the Quotes tab at the top of the hub

How to Create a Group Quote

There are two ways to begin the quote creation process:

1. Choose your starting point:

   1. Global Quotes Tab: Navigate to the Quotes tab in the Groups & Events hub and click + Quote. This is best for seeing all quotes across different events in one place.

      

   2. Event-Specific: Open a specific event and click the Create Quote button at the top of the page. This automatically links the quote to that event, saving you a step in the process.

      

2. Select the Event and Allotment Blocks: If you started from the global tab, search for and select the relevant Event. Next, choose the definite Allotment blocks you want to include in the pricing.
3. Choose a Layout: In the Price breakdown section, select between two display options for your PDF:
   • List view: A detailed, date-by-date breakdown of rooms, units, and rates.
   • Grid view: A summarized table showing room types, quantities, and prices per room night.
4. Add Custom Terms: Use the Additional Information section to manually enter specific details such as Payment terms (e.g., deposit requirements), Cancellation policies, and Terms & conditions.
5. Preview: Click Preview quote to review the branded document featuring your property logo and contact details. 

6. Finalize: From the preview screen, you can:
   • Save as draft: To store the quote in the system without sending it.
   • Download PDF: To save a copy of the quotation to your local device.
   • Send via email: To open the email modal, personalize your message, and send the quote directly to the client.

Quote Layouts and Customization

When creating a quote, you can choose between two primary PDF layouts based on the level of detail your client requires:

• Grid View: This summary layout displays a grid showing the room type, quantity, and price per room night, followed by an estimated total including taxes and fees. This format is recommended for shorter date ranges to ensure the document remains clear and readable on standard paper sizes.
• List View: This layout provides an itemized, date-by-date breakdown of all units and rates. It is a more verbose option that presents pricing in a style similar to a consolidated invoice, making it ideal for events requiring a transparent daily breakdown.

Additional Information Fields

The Group Quotes tool includes several free-text sections that allow you to include property-specific policies and details directly on the quotation:

• Payment Terms: Define unique payment schedules or deposit requirements, such as a percentage due at the time of signing to secure inventory. 
  • For example: "A non-refundable deposit of 25% of the total accommodation subtotal is required within 72 hours of quote acceptance to secure the room block. The remaining balance must be paid in full no later than 14 days prior to the group's arrival date".
• Cancellation Policy: Outline custom rules for cancellations or late changes specific to the group contract. 
  • For example: "Cancellations received more than 30 days prior to arrival will incur no penalty. Cancellations made between 15 and 29 days of arrival will be charged 50% of the total estimated cost. Any cancellations within 14 days of arrival or 'no-shows' will be subject to a 100% cancellation fee".
• Terms and Conditions: Add any general legal language or property rules that the client must agree to.
  • For example: "All quoted rates are inclusive of local taxes and a 10% service charge. This quotation is valid for 7 days from the date of issue. The property reserves the right to release any unpicked rooms from the allotment block after the established cutoff date".
• Additional Information: A flexible section for any other relevant details or special instructions for the guest. 
  • For example: "Complimentary high-speed Wi-Fi and access to the business center are included for all group attendees. Please notify the coordinator of any special dietary requirements or accessibility needs at least 7 days before the event start date".

Sending and Managing Quotes

Once your quote is generated, you can share it with your clients and track its progress through the sales cycle directly within the Groups & Events module.

Sending a Quote

When you are ready to share a quotation, clicking Send Quote opens a dedicated email modal. This streamlines communication by keeping all interactions within the system.

• Pre-filled Details: The system automatically populates the From, To, CC, and Reply-to fields based on the linked profile.
• Personalized Message: You can edit the message body to include specific instructions or a personal note before sending.
• Automated Attachment: The branded PDF quote is automatically attached to the email.

1. Click the blue Send Quote button at the bottom of the quote review screen to open the email modal.
2. Review: 
   1. Edit the To and Reply to fields, which are pre-filled based on the linked profile.
   2. Personalize the Message body for your client.
3. Verify the quote PDF is attached at the bottom of the modal and click the blue Send button to deliver the email.

Tracking Quote Status

The system provides real-time visibility into your pipeline by tracking the status of every quote. While the status updates automatically to Sent for review once emailed, you can also change the status manually to reflect the client's decision.

• Draft: The initial stage for new quotes that haven't been sent.
• Sent for review: The quote has been shared with the client and is awaiting feedback.
• Accepted: Use this once the client approves the pricing and terms.
• Rejected: Use this if the client declines the quote.
• Expired: Use this for quotes that have passed their validity period.

1. Click the Status: All filter button at the top of the Quotes table to view all available status categories.
2. Use the checkboxes to select or deselect specific statuses, such as Draft or Accepted, to isolate specific quotes in your pipeline.
3. Click away from the menu to apply the filter and refresh the table view.

1. Locate the Status column in your Quotes list and click the current status pill (e.g., Sent for review) for the quote you wish to update.
2. Select the new status from the dropdown menu, such as Accepted or Rejected, to manually advance the quote through the sales cycle.

Available Actions

In the Quotes table (both at the global and event level), clicking the three-dot menu next to a quote allows you to perform the following actions:

• View quote
• Send Quote
• Download PDF
• Delete quote

1. Click the vertical ellipsis (three dots) at the far right of any quote row to reveal available management actions.
2. Select View quote to review details, Send Quote to launch the email modal, or Download PDF to save the document to your device.
3. Choose Delete quote to remove an entry; please note this action is only available for quotes currently in Draft status.

Important Limitations

Please keep the following scope and functionality limitations in mind for this initial release:

• Module Scope: Quotes are exclusively supported within the new Groups & Events module. They are unavailable for legacy Groups or individual reservations.
• Automation: Accepting a quote does not automatically create a reservation. All bookings must still be managed manually through the associated definite allotment block.
• Activity Logs: There is currently no activity log or tracking for quote lifecycle events (such as when a quote was sent or viewed by a client) within the PMS.
• Pricing Visibility: Comprehensive pricing breakdowns are only visible during the quote creation process or within the generated PDF. There is no standalone price breakdown interface currently available in the hub.
• Reporting: A reporting dashboard to track performance metrics, such as quote conversion rates or the total value of sent vs. accepted quotes, is not yet available.
• Allotment Requirement: Quotes can only be generated from existing definite allotment blocks.

Group Quotes Frequently Asked Questions