Hotel group and conference proposals, signed with a deposit
Price the room block night by night, add the meeting room and your group terms, and let the organiser sign and pay the deposit online.
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- Building QuoteCloud since 2013
QuoteCloud is proposal and eSignature software for hotel sales teams, serviced apartments, resorts, tour operators and hospitality suppliers. Build group booking proposals with room types priced by night, conference packages and your cut-off and attrition terms, send corporate rate agreements with an expiry date, and let clients tick extras, sign and pay a deposit online.
A sample group proposal from a fictional hotel, Lantern Quay Harbourside: a drawing of the hotel with 84 of its 212 rooms lit as the group block, and in front the proposal for Talmont Biosciences' national sales conference: three nights from Sunday 14 March 2027 at 84 rooms a night ($19,876, $23,236 and $23,236), the day delegate package for 120 delegates at $32,040, breakfast at $7,056, a total of $115,988.40 including tax, a cut-off date of Sunday 14 February 2027 with an attrition allowance of 25 room nights, then signed by Ellen with a $23,197.68 deposit paid.
Try it: build a room block and get it signed
Choose the arrival date, the nights and the rooms of each type, add the conference, and watch the grid and the per-night totals build. Then send it, tick breakfast as Ellen would, sign and pay the deposit.
Talmont Biosciences · National sales conferenceEnquiry from Ellen Varga, Head of commercial operations
Rooms and group rates are your team's, from your price book. QuoteCloud doesn't check availability: hold the block in your PMS as you do today.
What your sales team sees
- Proposal sent to EllenEmail link · LQ-G-2741
- Opened by EllenTalmont Biosciences
- Breakfast for every room ticked+$7,761.60 inc tax
- Signed by Ellen VargaCertificate of authenticity attached
- Deposit paid$23,197.68 via Stripe
- Groups team notifiedEmail to groups@lanternquay.example.com
Prepared for Ellen Varga
Talmont Biosciences · National sales conference
Your room block, night by night Group rates per room per night, ex tax
| Night | Deluxe King | Deluxe Twin | Harbour Suite | Per night |
|---|---|---|---|---|
| Sun 14 MarSunday rate | 60× $229 | 20× $229 | 4× $389 | $19,876 |
| Mon 15 MarMon–Thu rate | 60× $269 | 20× $269 | 4× $429 | $23,236 |
| Tue 16 MarMon–Thu rate | 60× $269 | 20× $269 | 4× $429 | $23,236 |
| Room nights | 180 | 60 | 12 | $66,348252 room nights |
Day delegate package · Wattle Room120 delegates × 3 days × $89$32,040.00
- Accommodation
- $66,348.00
- Breakfast
- $7,056.00
- Conference
- $32,040.00
- Tax
- $10,544.40
- Total
- $115,988.40
- Deposit to confirm the block · 20% on signing
- $23,197.68
Your group terms
- Cut-off dateSun 14 Feb 202728 days before arrival: rooming list due, unnamed rooms released.
- Attrition allowance10% · 25 room nightsReduce the block by up to this many of 252 room nights before the cut-off, free of charge.
Draft: your sales team is building this proposal.
Sign to accept the block, the conference and the group terms
Signed by Ellen Varga
Deposit to confirm the block$23,197.68Paid via Stripe · demo, nothing charged
Signed Thu 22 Oct 2026, 3:18 pm · certificate attached
Ellen's view · the proposal opens in the browser, no app or account
A demo with a fictional hotel: nothing is sent, held or charged. In QuoteCloud the grid is your proposal's price table with one section per night and its subtotal, filled from your own room types and packages or by your team. The cut-off date and attrition allowance are your terms, written into your group template; the deposit is the payment setting on the document (a percentage or a fixed amount, through Stripe or PayPal, Essentials and up). QuoteCloud doesn't check availability, hold or release rooms, or charge attrition; the PMS update shown runs through Zapier or the API if you set it up.
Group booking & room block proposals Gala dinner on the Monday? It goes in its own function proposal: Corporate function proposals
From group enquiry to a confirmed block in five steps
What happens between an organiser's enquiry and your sales team seeing a signed proposal with the deposit paid.
Take the enquiry
Start a proposal from your group template, or let your CRM or website create it through Zapier or the API.
Build the block
Add room types night by night at your group rates, the meeting room and a day delegate package.
Write in your terms
The cut-off date, attrition allowance and cancellation scale sit in the template as your group terms.
Send and follow
The organiser opens it in the browser, ticks extras and asks questions in comments; you see each step and the expiry date.
Sign and pay
They sign and pay the deposit through Stripe or PayPal; you confirm the block in your PMS.
Four more documents a hotel sales team sends
Each from its own template, each with the blocks that kind of sale needs. Sample documents from fictional businesses.
Choose your delegate package
Your offsite
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Delegate package · 36 delegates × 2 days | |||
Residential delegate packageRoom for the night, breakfast, meeting room, AV, breaks and lunch
|
72 delegate days | $319 | $22,968.00 |
| Meeting spaces | $1,800 | ||
Breakout roomsBanksia and Waratah rooms, both days
|
4 room days | $450 | $1,800.00 |
| Add to your program Tick to add | |||
| 2 days | $380 | $760.00 | |
| 36 delegates | $45 | $1,620.00 | |
| 36 rooms | $25 | $900.00 | |
- Subtotal
- $25,528.00
- Tax (10%)
- $2,552.80
- Total
- $28,080.80
- Plus, monthly
- $0.00/mo
- Deposit to confirm (25%)
- $7,020.20
A leadership offsite with a residential package
Half-day, full-day or residential delegate packages as a single choice, priced per delegate per day. Choose one and the price table follows, with breakout rooms, AV and a harbour walk to tick.
- Delegate packages as a single choice
- Extras the organiser ticks
- 25% deposit on signing
Price tables and payments: Essentials and up
Conference & MICE proposalsYour stay at a weekly rate
One-bedroom apartment, level 9For Aditi Rao · Lantern Quay Residences Riverbank
10 weeks · 70 nights
- Weekly rate
- $1,295a week, + tax
- Seven nights at the nightly rate
$1,533$219 a night
- Full kitchen and laundry
- Weekly housekeeping and linen change
- Wi-Fi and gym
Weekly charges after the first week are invoiced by Lantern Quay Residences each Sunday.
Your stay
| Item | Qty | Rate | Amount |
|---|---|---|---|
| One-bedroom apartment · 10 weeks | $12,950 | ||
Weekly rateSun 7 Feb to Sun 18 Apr 2027, 70 nights, weekly housekeeping included
|
10 weeks | $1,295 | $12,950.00 |
| Add to your stay Tick to add | |||
| 10 weeks | $140 | $1,400.00 | |
| 10 weeks | $45 | $450.00 | |
- Subtotal
- $14,350.00
- Tax (10%)
- $1,435.00
- Total
- $15,785.00
- Plus, monthly
- $0.00/mo
- First week paid on signing (10%)
- $1,578.50
Ten weeks in a serviced apartment at a weekly rate
A project secondee's stay shown week by week, the weekly rate beside the nightly one, parking to tick, and the first week paid on signing. Later weeks are invoiced by the property, not by QuoteCloud.
- Weekly rate in the agreement
- Extras by the week
- First week paid on signing
Your group terms
- Cut-off dateSun 14 Feb 202728 days before arrival. Your rooming list is due; rooms not named are released to general sale.
- Attrition allowance10% · 25 room nightsReduce the block by up to 25 of 252 room nights before the cut-off without charge.
- Deposit on signing20% · $23,197.68Paid by card when you sign. The balance is invoiced by the hotel 14 days before arrival.
- Proposal valid untilThu 5 Nov 2026After this date the rooms are no longer held at these rates.
- After the cut-off date, room nights below 90% of the contracted block are charged at the group rate.
- Cancellation of the whole booking: the deposit is retained more than 60 days before arrival; 50% of the total within 60 days; 100% within 14 days.
- Extra rooms requested after the cut-off are subject to availability at the hotel's prevailing rate.
Cut-off, attrition and cancellation, in writing
Your group terms as a block in every group template: the cut-off date, the attrition allowance in room nights, the deposit and the cancellation scale, signed with the block itself.
- Dates and figures as data items
- Lock the wording on Business
- Nothing is released or charged by QuoteCloud
Your quote
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Linen hire | $0 | ||
Room linen, per roomSheets, pillowcases and bath linen, 6 deliveries a week
|
Monthly | $14 | $3,074.00/mo |
| Guest amenities | $7,890 | ||
Refillable amenities, starter orderShampoo, conditioner, body wash and lotion, 500 ml
|
40 cartons | $186 | $7,440.00 |
Delivery and set-upDispensers fitted in every bathroom
|
1 job | $450 | $450.00 |
| Options Tick to add | |||
| 212 robes | $38 | $8,056.00 | |
| Monthly | $620 | $620.00/mo | |
- Subtotal
- $7,890.00
- Tax (10%)
- $789.00
- Total
- $8,679.00
- Monthly hire, invoiced by Whitestone
- $3,074.00/mo
Accept and sign
Leila Farouk · Procurement, Lantern Quay Harbourside
Signed online · Fri 23 Oct, 11:20 am
Agreement summary
- One-off
- $8,679.00 inc tax
- Monthly hire
- $3,074.00 + tax
- Term
- 12 months from 1 Dec 2026
Certificate of authenticity and audit trail attached
A linen and amenities supplier quoting the hotel
For businesses that sell to hotels: monthly linen hire for 212 rooms shown as a repeating charge, an amenities starter order, options to tick, and procurement's signature.
- Monthly hire beside one-off items
- Options procurement ticks
- Signed by the hotel
Send your next group proposal from QuoteCloud
Free for 14 days, no credit card required. Send us your current group contract and we'll convert one template for you during the trial.
A corporate rate agreement, part by part
Fernhill Engineering's 2027 rates at three Lantern Quay properties, as the travel manager reads and signs it. Each part is a block in your corporate rate template.
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Your account, your properties
A cover from the template with the account's name, the year and an expiry date set on the document.
Lantern Quay HotelsCorporate rate agreement 2027 LQ-C-27-014 Sample · fictional businessCorporate rate agreement 2027
Fernhill Engineering · corporate rates 2027
Your negotiated 2027 rates at three Lantern Quay properties, for every Fernhill traveller who books through your travel team or directly with our reservations team quoting your company code.
-
Your team edits
Rates by property, room and season
The negotiated rates as a table block, with inclusions and blackout dates. They're your figures: QuoteCloud doesn't load them into a PMS or channel manager.
Corporate & government rate agreementsYour 2027 rates Per room per night, inc tax, room only. Company code FERN27.
Room LowJun to Aug ShoulderMar to May, Sep to Nov PeakDec to Feb Lantern Quay Harbourside Deluxe King $229 $259 $299 Harbour Suite $389 $419 $469 Lantern Quay Residences Riverbank One-bedroom apartmentStays of 7 nights or more: $1,295 a week $199 $219 $249 Lantern Quay Coral Cove Resort Garden Room $239 $279 $339 - Wi-Fi and gym
- Breakfast $24 per person
- Late check-out to 1 pm when available
- Parking at the property's daily rate
Not available Fri 8 to Sun 10 Oct 2027 at Harbourside (city marathon weekend). Rates are subject to availability at the time of booking.
-
Locked block
Terms that end on a date
The term runs from 1 January to 31 December 2027. Nothing renews by itself: next year's rates go out as a new version.
Content locking: Business
Agreement terms
Starts1 Jan 2027Expires31 Dec 2027- Who it coversEmployees and contractors of Fernhill Engineering travelling on company business.
- BookingThrough your travel team, or with our reservations team quoting company code FERN27.
- VolumeRates are based on an estimated 650 room nights across the three properties in 2027.
- CancellationIndividual bookings may be cancelled without charge until 4 pm the day before arrival.
- ExpiryThis agreement ends on 31 Dec 2027. We'll send you our 2028 rates to review before then.
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Questions in the agreement
Jonas asked for the weekly rate from 5 nights in a comment. Mei answered in the thread and sent a revised version.
About your rates
- Your 2027 rates are 4% above 2026 at Harbourside and unchanged at Riverbank and Coral Cove.
- Long-stay project teams can be quoted separately at weekly rates.
Jonas LindqvistCould the Riverbank weekly rate apply from 5 nights?
Mei, Lantern QuayWe can offer it from 6 nights. We've revised the agreement and sent you the new version.
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Account signs
Signed by the account
A legally binding eSignature with a certificate and audit trail. There's nothing to pay, so the agreement summary shows beside it.
Accept and sign
Jonas Lindqvist · Travel & procurement manager, Fernhill Engineering
Signed online · Fri 23 Oct, 9:12 am
Agreement summary
- Properties
- 3
- Valid
- 1 Jan to 31 Dec 2027
- Estimated
- 650 room nights
- Expires
- 31 Dec 2027
Certificate of authenticity and audit trail attached
Next year's rates to every account at once
In the rate season, the Expiring Soon filter lists every agreement ending on 31 December. Revise each one as a new version, or bulk send one rate offer to your corporate account list as personalised copies, then follow who has opened and accepted.
QuoteCloud doesn't renew agreements or change rates by itself: every account signs its new agreement.
- Expiring Soon filter for agreements ending
- One template, a personalised copy per account
- Opened and accepted, account by account
Bulk send: Essentials and up, volume-based costs. Version history: Business
Rate re-negotiation & bulk send4 corporate rate agreements expire in the next 90 days
- Corporate rates 2026Northgate Health Partners · LQ-C-26-022 Expires 31 Decin 70 days Signed
- Government rates 2026Riverstone District Council · LQ-C-26-031 Expires 31 Decin 70 days Signed
- Corporate rates 2026Brookvale Software · LQ-C-26-040 Expires 31 Decin 70 days Signed
- Project rates, 6 monthsCalloway Mining Services · LQ-C-26-047 Expires 30 Novin 39 days Signed
- Jonas Lindqvistjonas.lindqvist@example.com AcceptedFernhill Engineering
- Rhea Mistryrhea.mistry@example.com OpenedNorthgate Health Partners
- Callum Pricecallum.price@example.com AcceptedCalloway Mining Services
- Annika Shoreannika.shore@example.com SentRiverstone District Council
- Tom Okafortom.okafor@example.com OpenedBrookvale Software
- Sent
- 5
- Opened
- 4
- Accepted
- 2
Group discounts checked before they go out
Set a rule on the group template: any proposal with a discount above 12% goes to the revenue manager before it can be sent. Rafael's 15% Mon–Thu discount waits In Review until Josh approves or declines it.
Approval rules can trigger on a discount percentage or on the total value of the document.
- Triggered by discount % or total value
- In Review until approved
- Approve or decline in QuoteCloud, or through Zapier
Approval workflow: Business
Discount approvals for group ratesDocument workflow
In ReviewTriggered when Discount greater than 12%
- Josh KerriganRevenue managerWaiting
Must be approved before it can be sent.
- A 15% discount on the Mon–Thu group rates added by Rafael Ortega (in the line notes)
- Approval request sent to Josh Kerrigan
Approval workflow · Business plan
Rooms here, weddings and functions next door
Many hotels sell both. These pages cover rooms, stays and meetings; the events & functions pages cover the celebrations and dinners, with their own demo.
Hospitality & hotelsRooms, meetings, rates and stays
Events & functionsWeddings, dinners and celebrations
A conference with a gala dinner is two documents from the same team: the group proposal for rooms and meetings, and a function proposal for the dinner, each with its own deposit. Mention one in the other's notes.
Built for the way hospitality sells stays
The same proposals, terms, signatures and deposits, set up around what you sell.
Hotel groups' sales teams
Group, corporate, government and MICE proposals from one library, with a Stripe account per property.
Group bookingsServiced apartments
Long-stay quotes at weekly rates and corporate project rates with an expiry date.
Long staysResorts selling group stays
Incentive trips and retreats with villa mixes and activities the organiser ticks.
Resort group staysBoutique hotels
Polished proposals for small groups and exclusive-use stays, without a sales department.
Hospitality templatesTour operators
Series rooms for departures, and accommodation packaged into your own tour quotes.
Tour operatorsSuppliers to hotels
Linen, amenities and F&B equipment quotes with monthly hire and procurement's signature.
Supplier quotes
Connected to your CRM, accounts and own systems
There is no PMS or channel-manager integration: your team types the rooms and rates, or your own systems send them through the QuoteCloud API (Essentials and up). Xero, QuickBooks Online and Pipedrive are native on Business, or through Zapier.
- API QuoteCloud APICreate proposals from your systems
- Za ZapierSigned groups to your other apps
- Mk Make.comScenarios for your workflow
- PM Your own systemsRooms and rates sent through the API
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HubSpotSales CRM · via Zapier
- SF SalesforceCRM · Zapier or Sync add-on
- Pd PipedriveCRM · Business
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XeroAccounting · Business
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QuickBooks OnlineAccounting · Business
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StripeDeposits, per property
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PayPalDeposits
- Sl SlackSales team alerts
Hospitality templates, ready to make your own
Real QuoteCloud templates for hotel proposals, meeting room hire, corporate offers and travel packages. Open one, add your room types, terms and photos, and send.
- Proposal template Hotel Event Proposal Template Your hotel, packages, pricing and a run sheet, with e-sign approval: a start for conference and group proposals. View template
- Quote template Function Room Hire Quote Template Room details, hire times, inclusions, itemised pricing and add-ons, for hotels and conference spaces. View template
- Quote template Precision Corporate Sales Quote Services, pricing and terms in a clean corporate layout: a start for corporate rate offers. View template
- Proposal template Travel Agency Itineraries, pricing, accommodation and inclusions, for tour operators and travel planners. View template
Everything a hotel sales team sends
From the group enquiry to the signed rate agreement, for hotels, serviced apartments, resorts, tour operators and their suppliers.
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Group booking & room block proposalsRoom types by night at your group rates, per-night totals, cut-off and attrition terms, and a deposit paid when the organiser signs.Explore
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Conference & MICE proposalsMeeting rooms, day delegate and residential packages, breakouts and AV, with the accommodation block in the same proposal.Explore
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Corporate & government rate agreementsAnnual negotiated rates by property, room type and season, with inclusions, terms and an expiry date the account signs.Explore
- Resort group & incentive staysIncentive trips, retreats and team stays at a resort: villa mix, activities the organiser ticks and a deposit to confirm.
- Tour operator & series group quotesSeries rooms for coach and tour departures, and accommodation packaged by tour operators into their own quotes.
- Supplier quotes to hotelsFor linen, amenities and F&B equipment suppliers: quotes to hotel procurement with monthly hire, options and a signature.
- Rate re-negotiation & bulk sendNext year's rates as a new version of each agreement, bulk sent to your corporate accounts and tracked to signature.
- Long-stay & serviced apartment quotesWeekly rates for project and relocation stays, shown in the agreement, with the first week paid on signing.
- Deposits, cut-off & attrition termsA deposit on signing, and your cut-off dates, attrition allowance and cancellation scale written into every group contract.
- Discount approvals for group ratesGroup and corporate discounts above your threshold go to the revenue manager before the proposal can be sent.
- PMS, CRM & accounting integrationsSigned proposals to your PMS, sales CRM or accounts through Zapier, Make or the API, and Xero or QuickBooks on Business.
- Hospitality templatesReal QuoteCloud templates for hotel proposals, function room hire, catering, travel and stays, ready to make your own.
- QuoteCloud implementation for hotelsRoom types and packages loaded, group and rate templates converted, Stripe set up per property and the sales team trained.
- FAQAnswers to the questions hotel sales teams, serviced apartments, resorts, tour operators and suppliers ask most.
Hotel proposal questions, answered
What is QuoteCloud for hotels and hospitality?
QuoteCloud is proposal, quoting and eSignature software for hotel groups' sales teams, serviced apartments, resorts, boutique hotels, tour operators and suppliers to hotels. You send group booking and room block proposals, conference proposals, corporate rate agreements and long-stay quotes from your own templates, and clients tick extras, sign and pay a deposit online.
Can a group proposal show room types by night at different rates?
Yes. Build the price table with one section per night, each with your room types, the number of rooms and that night's group rate, and turn on group subtotals so every night shows its own total. Weekend and weekday rates are simply different rates on different nights. Price tables are on Essentials and above.
Does QuoteCloud check room availability or connect to our PMS?
No. QuoteCloud doesn't check availability, hold rooms or manage rates, and there is no PMS or channel-manager integration. Your team types the rooms and rates, or your own systems send them as price-table rows through the QuoteCloud API (Essentials and up), and you hold the block in your PMS as usual.
Can we include cut-off dates and attrition terms?
Yes, as content in your group template: the cut-off date, the attrition allowance, the release of unnamed rooms and the cancellation scale, with dates and figures as data items your team fills in. QuoteCloud doesn't release rooms or charge attrition; the terms are signed with the proposal and applied by your hotel.
Can the organiser pay a deposit when they sign?
Yes, from the Essentials plan. Set a deposit as a percentage of the total or a fixed amount on the document, and the organiser pays through Stripe or PayPal straight after signing; the proposal is marked Paid. Each team can connect its own Stripe account, so each property can be paid separately. QuoteCloud doesn't set up instalments or payment reminders.
How do we handle annual corporate rate agreements?
Send each account an agreement with your rates by property, room and season, inclusions and terms, with an expiry date on the document. The Expiring Soon filter lists agreements nearing their end. Re-negotiate by revising the agreement as a new version (version history is on Business), or bulk send next year's offer to your corporate accounts (Essentials and up, volume-based costs).
Can we quote long stays at weekly rates?
Yes. Show the weekly rate in the agreement as a price-table line by the week, with extras such as parking by the week, and take the first week as the payment on signing. Weekly charges after that are invoiced by your property: QuoteCloud doesn't bill later weeks or renew stays by itself.
Can discounts on group rates need approval?
Yes, on the Business plan. An approval rule on a template can send any document with a discount above your threshold, or above a total value, to an approver such as your revenue manager. It stays In Review and can't be sent until it's approved.
Do weddings and functions work the same way?
Yes, and they have their own pages. QuoteCloud's events & functions pages cover wedding, gala dinner and celebration proposals with packages, minimum spends and deposits. A conference with a dinner is usually two documents from the same team: a group proposal for rooms and meetings, and a function proposal for the dinner.
Is there a free trial?
Yes. QuoteCloud has a free plan and a 14-day free trial of Essentials or Business with no credit card required. During the trial QuoteCloud converts one of your existing templates for free on the Essentials, Business and Enterprise plans, and paid plans include a 45-minute training session.
Your next group block, signed and deposit paid
Free for 14 days. No credit card required.