Guide to Using Quotes

What are Quotes for?

Quotes are essential tools for presenting customised offers to potential clients. Through quotes, you can offer your client various options for the same accommodation or multiple accommodations. For example, you can include rates with breakfast or just accommodation. This allows the client to select the options that best suit their needs and preferences. Moreover, quotes allow you to confirm specific accommodations and the desired services, providing the client with a personalised booking experience.

 

Creating a Quote

To create a quote:

  1. Go to the Quotes section from the main menu in CiaoBooking.
  2. Click on "+ ADD" to create a new quote.

From the same menu, you will also see the list of quotes and their status.

 

Customer Details

Before creating a quote, you need to enter the customer's personal details. This includes the name, address, and contact information.

As with creating a new booking, you must either create a new customer profile or select an existing one from the list. Type in the "customer" field and click "Create" or select a result from the search.

⚠️ Note: If you wish to send the quote via email, remember to include the email address in the customer details. Alternatively, you can also use just the phone number and send the quote via WhatsApp (manually).

 

Quote Details

In the quote details, you need to include several mandatory pieces of information, including:

  • Source: For statistical purposes, indicate whether the quote request came via email, phone, or another source.
  • Number of Adults and Children: The sum of these will determine the number of guests for the search, thus creating occupancy for your available beds. If there are no children in the booking, leave this field blank or enter 0.
  • Infants: These do not create occupancy. If there are no infants, leave this field blank or enter 0.
  • Quote Date: The date of creation for the quote.

Optional Information:

  • Expiry Date: Filling in this field will close the availability of the accommodations until the quote expires. This date is useful if you want the offer to be valid only until a specific date.
  • Quote Number: Automatically populated upon saving the quote and keeps a chronological record of the quotes created.
  • Version: A, B, C—useful for indicating that the quote has been updated.

 

Description and Conditions of the Quote

Add a detailed description of the quote and/or any additional conditions.

You can include specific information related to this quote, details about the property, and any other relevant information that might interest the client.

 

Adding Options (Accommodations/Rates)

Now, you can add one or more options for the same accommodation or multiple accommodations.

  • Click on "+ ADD" and perform a search by entering the check-in and check-out dates as well as the number of guests for this specific accommodation.

    In the example below, we are offering 3 different rate plans for the same accommodation.

  • You can also select multiple accommodations and create specific combinations.
  • Remember to set the total number of guests for this quote in the details, while in the search, you will need to set the number of guests you want to assign to each accommodation.
  • You can select different stay dates for the same quote.

Recurring Guests: If you have a recurring guest (e.g., for business purposes), quotes are a very useful tool. You can add multiple different dates by adjusting the search and selecting additional accommodations.

 

Modify the Details for Each Accommodation

Once you have selected the various options, you can modify the following:

  • Description: This is the description of the rate plan. By default, the system loads the accommodation's name. Feel free to modify the field, but we recommend keeping it under 50 characters.
  • Guests: Number of guests included in the price.
  • Quantity: By default, the value is "1". If you want to offer more accommodations of the same type (e.g., 10 double rooms), increase this value to the desired quantity.

⚠️ Be careful not to exceed the available accommodation quantity, as this might prevent the guest from confirming the booking or lead to overbooking if confirmed manually.

  • Deposit: If the client decides to confirm with a bank transfer, this amount will be shown as the required deposit to confirm the booking.
  • Amount: The price for each individual accommodation.
  • Total: The price for each accommodation multiplied by the quantity.

 

Blocking Availability Until Confirmation

For each option, you can decide to activate the "Close Availability" option. In this case, upon saving the quote, bookings with the status "Pending" will be generated and will appear in your calendar. The customer will then be able to confirm until the quote expires.

Notes:

  • If the customer books fewer accommodations than initially proposed, the unnecessary "Pending" bookings will be cancelled.
  • If you confirm the quote yourself, ALL the "Pending" bookings will be confirmed. You cannot confirm just one accommodation unless you first remove the other options from the quote.

 

Save the Quote

Before sending the quote, don’t forget to click on "CREATE" in the top right bar.

 

Sending the Quote

Make Sure Everything is Correct Before Sending the Quote

  • Preview what the client will see by clicking on "Actions" → "Open Portal".

 

Send by Email

  • After creating the quote, you can send it to the client via email.
  • Use the email option to send the quote directly to the client’s inbox.
  • To proceed, in the quote summary list, click on "Actions" → "Send". You will see a preview of the email.
    • The sender will be your CiaoBooking account email, not the property’s. You can change this before sending the email.

Change the Default Email Text:

  • To change the default email text for quotes, go to Settings → Company → Edit Company Details. Scroll down to the "Quotes" section and enter your custom text in multiple languages.

 

Add a Logo to the Email Header

  • To add a logo to the quote email header, go to Settings → Company → Edit Company Details. On the right-hand side, upload your logo in the designated area.

 

Send via WhatsApp Link

  • If you prefer, you can send the quote to the client via WhatsApp.

 

Quote Statuses

Quotes can have different statuses to help you track their progress and responses from the client:

  • Draft: The quote has never been sent.
  • Sent
  • Read
  • Confirmed/Rejected

 

Confirming the Quote

  • Through the link sent via email or WhatsApp, the client can select the desired options and proceed with the confirmation.
  • The client can confirm using the payment methods accepted through the booking engine.
  • Check or activate the accepted payment methods by following the dedicated guide.
  • If you prefer to confirm the quote manually, simply modify the quote and change its status to "Confirmed" in the "Status" field in the quote details section.

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