Quotations for Inventory-Based Organisations

Quotations for inventory-based organisations guide you through building a complete holiday proposal. The interface combines traveller details, hotel booking, meal plans, and pricing all in one seamless flow.

Main quotation sections

The quotation form is organised into logical steps:

1. Traveller Information

• Add primary traveller details (name, date of birth, ski ability).
• Add additional travellers and their relationships (friends, family members).
• Keep a summary of total number of travellers for the trip.

2. Travel Dates

• Set check-in and check-out dates for the holiday.
• These dates drive availability in the room search.

3. Package Management

• Select a pre-configured package if available (includes destinations and add-ons).
• Helps structure multi-destination trips.
• Packages are listed based on the travel dates

4. Hotel Booking

This is the core inventory integration:

Select Destination & Hotel:

• Choose destination from a dropdown; hotels are filtered to that location.
• Select the specific hotel for this leg of the trip.
• Hotels are filtered based on destination selection.

Traveller Summary:

• Shows total number of adults and travellers for room selection.

Meal Plan Selection:

• Choose meal basis (e.g., No Meals, Half Board, Full Board).

Room Availability:

• A calendar grid shows room status by date (Available, On Request, Reserved, Unavailable, etc.).
• Grouped by room type (2 Bedroom Superior, 3 Bedroom Deluxe, etc.).
• Click on available dates to select rooms for this quotation.
• View status legend (green = available, blue = on request, red = unavailable).
• Filter by room type, month, and year.
• On Request Rooms: For rooms marked as "On Request", you can edit and customize the prices directly in the quotation to provide specific rates based on client negotiations.

5. Add-ons

• Include services like Ground transfers, Ski passes, Staff cost, or other add-ons.
• Add all types of category add ons for both the package level and destination level along with its margin.

6. Administrative Charge

• Set a per-person Admin fee (e.g. £450 per traveller).
• Automatically multiplied by number of travellers.
• Shows base amount, VAT, and total.

7. Quote Introduction

• Add a personalized welcome message to the quotation.
• Appears at the top of the sent quote.

Pricing breakdown

The quotation shows:

• Package Price: Accommodation + services (if using a package).
• Accommodation Price: Hotel room charges.
• Service Price: Any additional paid services.
• Administrative Charge: Per-traveller fee × number of travellers.
• Grand Total: Sum of all above.

Header actions and status

Top right controls:

• View Opportunity: Link to the related opportunity record.
• Draft: Current status of the quotation. Click to change status (Draft, Sent, Accepted, Declined).
• Download PDF: Generate and download the quotation as a PDF document.
• Send: Open the send dialog to email the quotation to the client or colleagues. Shows delivery options and confirmation.

Quotation management sections

Total Holiday Price Summary

Displays a clear breakdown of all costs:

• Package Price: Accommodation + services (if using a package).
• Accommodation Price: Hotel room charges.
• Service Price: Any additional paid services.
• Administrative Charge: Per-traveller fee × number of travellers.
• Total Holiday Price: Sum of package + accommodation + service prices.
• Grand Total: Final amount including administrative charge.

Sales Notes

• Add internal notes about the quotation, communication history, or client preferences.
• Sort by "Recent First" to see latest updates.
• Click "+ Add Note" to create a new note.
• Useful for tracking client feedback and deal progress.

Public Quote Link

• Click "Generate Public URL" to create a secure, shareable link.
• Clients can view the quotation without logging in.
• Useful for presenting quotes via email or messaging.
• Requirements: The quote weblink will only generate if the admin charge is set and all travellers are assigned to beds.

Invoice Management

Create invoices for billing:

• Select a Xero Account (e.g., Sales revenue account) for accounting purposes.
• Choose Payment Method (e.g., Online Payment, Bank Transfer).
• Click Create Invoice to generate a billing invoice linked to this quotation.
• View and manage Created Invoices section below to track issued invoices.
• Link to view invoices directly in Xero for payment tracking.