Hotel and hospitality proposal questions, answered
What QuoteCloud does for group, conference, corporate and long-stay sales, and what it leaves to your PMS.
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This FAQ answers what hotel sales teams, serviced apartments, resorts, tour operators and suppliers to hotels ask about QuoteCloud: room blocks priced by night, cut-off and attrition terms, deposits on signing, corporate rate agreements and renewals, discount approvals, PMS and CRM connections, plans and the free trial, and what QuoteCloud leaves to your PMS.
Rooms, groups and conferences
What is QuoteCloud for hotels?
QuoteCloud is proposal, quoting and eSignature software for hotel sales teams, serviced apartments, resorts, tour operators and suppliers to hotels. You send group booking, conference, corporate rate and long-stay documents from your own templates, and clients tick extras, ask questions in comments, sign online and pay a deposit.
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 every night shows its own subtotal. Sunday, weekday and weekend rates are simply different rates on different nights. Price tables are on Essentials and up.
Can we add a conference with day delegate packages?
Yes. Put the meeting room and a day delegate package in the same proposal as the room block, priced per delegate per day. Offer half-day, full-day and residential packages as a single choice so the organiser picks one and the price table follows. Breakouts, AV and breakfast can be optional lines the organiser ticks.
Does QuoteCloud check room availability?
No. QuoteCloud doesn't check availability, hold rooms or release them, and it has no native PMS or channel-manager integration. Your team checks and holds the block in your PMS as usual, then sends the proposal. A signed proposal can update your PMS through Zapier, Make or the API where it has a connector or an API.
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. Later weeks are invoiced by your property: QuoteCloud doesn't bill later weeks or extend stays by itself.
What QuoteCloud does, and what it leaves to your PMS
Plainly, side by side. QuoteCloud sends, signs and takes the deposit; your PMS and your team run the rooms.
QuoteCloud: prices the block night by night
Room types, rooms and group rates in a price table with one section per night and its subtotal, plus the meeting room and extras.
Your PMS: holds and releases the rooms
QuoteCloud doesn't check availability, hold rooms, release them at the cut-off or manage inventory.
QuoteCloud: writes your terms into the contract
Cut-off date, attrition allowance and cancellation scale as content in your template, signed with the proposal.
Your hotel: applies them
QuoteCloud doesn't count pick-up, charge attrition or apply cancellation fees. Your team does, under the signed terms.
QuoteCloud: takes the deposit on signing
A percentage, a fixed amount or full payment through Stripe or PayPal when the organiser signs (Essentials and up).
Your accounts: bill the rest
QuoteCloud doesn't invoice the balance, bill later weeks of a long stay, set up instalments or send payment reminders.
QuoteCloud: lists agreements nearing expiry
Every corporate rate agreement carries an expiry date, and the Expiring Soon filter shows what ends next.
Your team: renews and loads rates
QuoteCloud doesn't renew agreements or load rates into a PMS, GDS or channel manager. Your team sends next year's rates.
Terms, deposits and payments
Can we include cut-off dates and attrition terms?
Yes, as content in your group template: the cut-off date, the attrition allowance in room nights, the release of unnamed rooms and the cancellation scale, with dates and figures as data items your team fills in. The organiser signs them with the proposal. QuoteCloud doesn't release rooms or charge attrition; your hotel applies the terms.
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, or ask for full payment, and the organiser pays through Stripe or PayPal straight after signing. The proposal is then marked Paid. A payment gateway must be connected.
Does QuoteCloud bill the balance or send payment reminders?
No. QuoteCloud takes the payment set on the document when the client signs, such as the deposit. It doesn't invoice the balance, bill later stays, set up instalments or send payment reminders. Your accounts team does that; on the Business plan a paid proposal can create an invoice in Xero or QuickBooks Online.
Can each property be paid into its own account?
Yes. Set up a team for each property and connect each team's own Stripe account, so a deposit paid on signing goes to the property that sold the group, not to a central account. Payments are on Essentials and up, through Stripe or PayPal, and a payment gateway must be connected.
Try it with your own group proposal
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.
Corporate rates, renewals and approvals
How do we handle annual corporate rate agreements?
Send each account an agreement with your rates by property, room and season, inclusions and terms, and an expiry date on the document. The account signs it online, with nothing to pay. The Expiring Soon filter lists agreements nearing their end, so your team knows which accounts to re-contract.
Can we send next year's rates to every account at once?
Yes, with bulk send on Essentials and up (volume-based costs): one template goes out as a personalised copy to each account on your list, and you see who has opened and accepted. A changed agreement goes out as a new version, and version history on Business keeps the earlier one. Nothing renews automatically.
Can group discounts need approval?
Yes, on the Business plan. An approval workflow can send any proposal with a discount above your threshold, or a total value above your limit, to approvers such as your revenue manager. It stays In Review and can't be sent until it's approved. Approvers approve or decline in QuoteCloud or through Zapier.
Systems, plans and getting started
Does QuoteCloud connect to our PMS, CRM or accounts?
PMS, channel managers and booking engines connect only through Zapier, Make or the QuoteCloud API, where they have a connector or an API. HubSpot and Zoho connect through Zapier. Xero and QuickBooks Online are native on Business, otherwise via Zapier. Google Calendar connects one way through Zapier.
How much does QuoteCloud cost?
Plans are priced in US dollars per user per month: Free ($0, two documents a month), Starter ($14.95), Essentials ($39), Business ($59) and Enterprise (custom). Price tables, payments, bulk send and Zapier are on Essentials and up; approvals, content locking, version history and native accounting integrations are on Business.
Is there a free trial?
Yes. Essentials and Business both start with a 14-day free trial, with no credit card required, and there's a free plan too. 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.
Is there a template for hotel group contracts?
Not a ready-made one. The library has a Hotel Event Proposal, a Function Room Hire Quote, a Precision Corporate Sales Quote, travel and catering templates and a house rental agreement. Start from the closest one, or send us your group contract and we'll convert it for free during the trial.
Weddings and functions have their own answers
These pages cover rooms, stays, meetings and rates. Wedding, gala dinner and celebration proposals are on the events & functions pages, with their own questions answered.
Hospitality & hotelsRooms, meetings, rates and stays
Events & functionsWeddings, dinners and celebrations
A conference with a gala dinner is usually two documents from the same team: the group proposal for rooms and meetings, and a function proposal for the dinner.
More for hotels and hospitality
Every page of the QuoteCloud hospitality microsite.
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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.
Still have a question? Try it on your own group
Free for 14 days. No credit card required.