Deposits on signing, and group terms in writing
The deposit paid by card or PayPal when the organiser signs, and your cut-off, attrition and cancellation terms in the contract they sign.
- 5/5 on G2
- 4.2 on Capterra
- Building QuoteCloud since 2013
With QuoteCloud a group contract carries the hotel's terms (cut-off date, attrition allowance in room nights, release of unnamed rooms and cancellation scale) as content with data items, and the organiser pays a deposit, a percentage or a fixed amount, through Stripe or PayPal when they sign. QuoteCloud doesn't release rooms, charge attrition or collect the balance.
The road to arrival for a fictional hotel's group contract LQ-G-2741: signed on Thursday 22 October, the $23,197.68 deposit paid on the same page, the cut-off on Sunday 14 February 2027 and arrival on Sunday 14 March. The block of 252 room nights shows 227 guaranteed after the cut-off and an attrition allowance of 25 room nights that can go without charge.
What QuoteCloud collects, and what your hotel does
One group contract, $115,988.40. QuoteCloud takes the deposit when the organiser signs. Everything after that is your hotel's, under the terms they signed.
LQ-G-2741 · Ellen Varga, Talmont Biosciences$115,988.40 inc tax
$23,197.68 paid in QuoteCloud when Ellen signs$92,790.72 on your hotel's own invoices
Paid in QuoteCloud, on signingThe only payment QuoteCloud takes
$23,197.68Deposit to confirm the block · paid via Stripe
- Marked PaidThe proposal shows Paid, and the payment is in its activity for your team.
- Hand it on if you likeZapier's Document Payment Event can start your own steps, such as a note in your CRM. How it connects
- Into the right accountEach team connects its own Stripe account, so a property's deposits land with that property.
Your hotel's own invoices and chargesUnder the terms in the signed contract
- 14 days before arrivalThe balanceInvoiced from your own systems with the final rooming list.
- After the cut-offAttrition, if the block shrinks too farRoom nights below the allowance charged at the group rate, as the clause says. QuoteCloud never charges it.
- If they cancelCancellation scaleDeposit retained, then 50% and 100% closer to arrival, applied by your team.
- At check-outIncidentalsRoom charges and extras on the guest folio in your PMS, as today.
Sample figures for a fictional hotel. QuoteCloud takes a deposit (a percentage or a fixed amount) or full payment on signing. It doesn't store cards for later, pre-authorise, take instalments, send payment reminders, release rooms or charge attrition. This isn't legal advice on your terms.
Terms and deposit in the contract they sign
Your cut-off date, attrition allowance, release of unnamed rooms and cancellation scale are a block in your group template. Lock it, and sales can change the dates and figures but not the wording legal approved.
The deposit sits under the signature: the organiser signs, then pays 20% by card on the same page. Tick breakfast and the total and the deposit both change.
- Cut-off and allowance as figures your team fills in
- A locked terms block on every group contract
- Deposit as a percentage or a fixed amount
Payments: Essentials and up · content locking: Business
How online payments workYour group terms Locked block
- 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.
Your group: rooms, conference and breakfast
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Sun 14 Mar · accommodation (sunday rate) | $19,876 | ||
Deluxe KingGroup rate, per room per night
|
60 rooms | $229 | $13,740.00 |
Deluxe TwinGroup rate, per room per night
|
20 rooms | $229 | $4,580.00 |
Harbour SuiteGroup rate, per room per night
|
4 rooms | $389 | $1,556.00 |
| Mon 15 Mar · accommodation (mon–thu rate) | $23,236 | ||
Deluxe KingMon–Thu group rate, 15% discount applied, per room per night
|
60 rooms | $269 | $16,140.00 |
Deluxe TwinMon–Thu group rate, 15% discount applied, per room per night
|
20 rooms | $269 | $5,380.00 |
Harbour SuiteMon–Thu group rate, 15% discount applied, per room per night
|
4 rooms | $429 | $1,716.00 |
| Tue 16 Mar · accommodation (mon–thu rate) | $23,236 | ||
Deluxe KingMon–Thu group rate, 15% discount applied, per room per night
|
60 rooms | $269 | $16,140.00 |
Deluxe TwinMon–Thu group rate, 15% discount applied, per room per night
|
20 rooms | $269 | $5,380.00 |
Harbour SuiteMon–Thu group rate, 15% discount applied, per room per night
|
4 rooms | $429 | $1,716.00 |
| Conference · Wattle Room | $32,040 | ||
Day delegate package120 delegates × 3 days: room, AV, arrival coffee, two breaks and lunch
|
360 delegate days | $89 | $32,040.00 |
| Add to your stay Tick to add | |||
| 252 room nights | $28 | $7,056.00 | |
| 84 rooms | $25 | $2,100.00 | |
- Subtotal
- $105,444.00
- Tax (10%)
- $10,544.40
- Total
- $115,988.40
- Plus, monthly
- $0.00/mo
- Deposit to confirm the block (20%)
- $23,197.68
Accept, sign and pay the deposit
Ellen Varga · Head of commercial operations, Talmont Biosciences
Signed online · Thu 22 Oct, 3:18 pm
Deposit to confirm the block (20%)
$23,197.68
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
From signature to arrival day
How a hotel might run a group from the contract to check-in, and which part of QuoteCloud each step uses.
-
Day 0
Signed, deposit paid
Ellen signs and pays 20% through Stripe. The block is confirmed in your PMS by your team.
eSignature & deposit -
Week 2
A change of rooms
Six people arrive a night early. Rafael answers in a comment and sends a revised version to sign.
Comments & revisions -
Sun 14 Feb
Cut-off
The rooming list is due. Your team releases unnamed rooms in the PMS and checks the allowance.
Your terms -
Sun 28 Feb
Balance invoiced
Your accounts team invoices the balance with the final room nights.
Your invoice -
Sun 14 Mar
Arrival
The signed contract, with its terms and payment, is the record everyone works from.
Signed record
The hotel's own process, drawn by us: nothing here happens by itself. QuoteCloud takes the deposit on signing and keeps the signed record; releasing rooms, checking attrition and invoicing the balance are your team's.
Take the deposit when the organiser signs
14 days free, no credit card. Connect Stripe or PayPal and put your group terms in one template.
One payment account per property
A hotel group can set up a QuoteCloud team for each property or sales desk, each with its own templates and its own Stripe account. A deposit for a Coral Cove incentive lands in Coral Cove's account, not Harbourside's.
Finance sees Paid on the document itself, with the signer, the amount and the certificate of authenticity.
- Teams per property, with their own templates
- Each team connects its own Stripe account
- Custom user roles for who can change payment settings
Teams, roles and payments: Essentials and up
Teams and payment accounts Lantern Quay Hotels · settings
-
Harbourside group salesGroups, conferences and corporate
ROMTJKRafael Ortega, Mei Tanaka, Josh Kerrigan
Group block, Conference, Corporate rates
Stripe · Lantern Quay Harbourside
-
Riverbank residencesLong stays and project housing
LFHMLeila Farouk, Hannah Marsh
Long stay, Relocation, Insurance stay
Stripe · Lantern Quay Residences
-
Coral Cove resort salesIncentives, retreats and series
ROGPRafael Ortega, Graham Pell
Resort group stay, Coach series
Stripe · Coral Cove Resort
Each team connects its own Stripe account, so a deposit is paid into the property that sold the stay.
The group terms hotels put in writing
Each is content in your template, with the dates and figures as data items your team fills in or sends through the API.
Cut-off date
When the rooming list is due and unnamed rooms return to general sale.
Attrition allowance
How far the block can shrink before the cut-off without charge, in room nights or a percentage.
Deposit and balance
The deposit paid on signing in QuoteCloud, and when your hotel invoices the rest.
Cancellation scale
What's retained at each point before arrival, applied by your team.
Deposit and group terms questions, answered
Can the organiser pay a deposit when they sign?
Yes, from the Essentials plan. Connect Stripe or PayPal and set the deposit as a percentage of the total or a fixed amount. The organiser pays by card straight after signing and the proposal is marked Paid.
Does QuoteCloud charge attrition or the balance?
No. Attrition, cut-off and cancellation are terms written into your group contract. QuoteCloud takes only the payment on signing; your hotel invoices the balance and applies the terms. There are no instalments or payment reminders.
Does QuoteCloud release rooms at the cut-off?
No. QuoteCloud has no PMS or availability integration and never holds or releases rooms. The cut-off date is in the signed contract; your team releases unnamed rooms in your PMS. The contract's valid-until date shows proposals about to lapse under Expiring Soon.
Can each property take its own deposits?
Yes. Set up a team per property and connect each team's own Stripe account, so deposits go to the property that sold the stay.
Can we stop sales staff editing the terms?
Yes, on the Business plan: lock the terms block in your template so its wording can't be changed in a proposal, while the dates and figures stay as data items your team fills in.
Everything a hotel sales team sends
From the group block to the rate agreement, the long stay and the supplier's quote.
-
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
-
Conference & MICE proposalsMeeting rooms, day delegate and residential packages, breakouts and AV, with the accommodation block in the same proposal.Explore
-
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.
- 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.
Your next group contract, deposit paid on signing
Free for 14 days. No credit card required.