Quotes for businesses that supply hotels
Linen hire by the month, amenities and equipment by the unit, options procurement ticks, and a signature from the hotel.
- 5/5 on G2
- 4.2 on Capterra
- Building QuoteCloud since 2013
Suppliers to hotels, such as linen and laundry, guest amenities and F&B equipment businesses, use QuoteCloud to quote hotel procurement: monthly hire shown as repeating charges beside one-off items, options to tick, terms and a signature online, with a deposit on signing where the supplier wants one.
A housekeeping trolley drawn beside a sample quote from a fictional supplier, Whitestone Linen Co., to Lantern Quay Harbourside. As each line ticks on, a shelf fills: room linen for 212 rooms at $3,074 a month, 40 cartons of refillable amenities at $7,440, delivery and set-up at $450, and 212 waffle bathrobes ticked by procurement at $8,056. Monthly hire $3,074.00 plus tax; one-off $17,540.60 including tax.
Quotes for what hotels buy from you
Hire by the month, consumables by the carton, equipment with installation. Each line of business gets its own template.
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
Monthly hire beside a one-off order
Room linen for 212 rooms as a repeating charge per month, a starter order of refillable amenities, delivery and set-up, and robes or a pool towel program as options procurement ticks.
- Repeating rows show the monthly hire
- One-off rows total separately with tax
- No payment on signing: a summary instead
Your group quote
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Lantern Quay Harbourside · 212 rooms | $0 | ||
Room linen, per room6 deliveries a week
|
Monthly | $14 | $3,074.00/mo |
| Lantern Quay Residences Riverbank · 86 apartments | $0 | ||
Apartment linen, per apartmentWeekly change, kitchen linen included
|
Monthly | $16 | $1,376.00/mo |
| Lantern Quay Coral Cove Resort · 140 rooms | $0 | ||
Room linen, per roomDaily delivery by our regional depot
|
Monthly | $15 | $2,128.00/mo |
| Set-up | $1,350 | ||
Delivery and set-up visitOne per property
|
3 visits | $450 | $1,350.00 |
| Options Tick to add | |||
| Monthly | $620 | $620.00/mo | |
- Subtotal
- $1,350.00
- Tax (10%)
- $135.00
- Total
- $1,485.00
- Monthly hire, invoiced by Whitestone
- $7,198.00/mo
Accept and sign
Leila Farouk · Group procurement, Lantern Quay Hotels
Signed online · Mon 26 Oct, 9:30 am
Agreement summary
- Monthly hire, 3 properties
- $7,198.00 + tax
- Set-up
- $1,485.00 inc tax
- Term
- 24 months from 1 Feb 2027
Certificate of authenticity and audit trail attached
One quote, a section per property
Linen hire for every room and apartment across three properties, each priced on its own line with its own subtotal, one set-up visit each and a 24-month term in the summary.
Your quote
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Equipment | $34,400 | ||
Combi oven, 10 tray, electricThree-phase, with stand and core probe
|
1 unit | $24,800 | $24,800.00 |
Blast chiller, 20 kgReach-in, five shelves
|
1 unit | $9,600 | $9,600.00 |
| Installation | $2,300 | ||
Installation and commissioningMonday 11 am to 4 pm, after breakfast service
|
1 job | $1,850 | $1,850.00 |
Removal of the old ovenDisconnected and recycled
|
1 job | $450 | $450.00 |
| Service plan | $0 | ||
Preventive service planTwo visits a year and priority call-outs, both units
|
Monthly | $189 | $189.00/mo |
| Options Tick to add | |||
| 1 session | $380 | $380.00 | |
| 1 plan | $2,400 | $2,400.00 | |
- Subtotal
- $37,080.00
- Tax (10%)
- $3,708.00
- Total
- $40,788.00
- Service plan, invoiced monthly by Brasswell
- $189.00/mo
- Deposit to order the equipment (30%)
- $12,236.40
Accept, sign and pay
Leila Farouk · Procurement, Lantern Quay Harbourside
Signed online · Wed 21 Oct, 10:15 am
Deposit to order the equipment (30%)
$12,236.40
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
Equipment, installation and a service plan
A combi oven and blast chiller with installation and removal of the old oven, the service plan as a monthly row, options to tick and a 30% deposit to order the stock.
Payments: Essentials and up
Your price book, with the margin kept to yourself
Load every product into the catalogue, by CSV if you like: SKU, category, price, unit, and your cost. Sales reps add lines from it in a click, and the margin shows to your team only.
A product moved to Draft or Inactive stops appearing in new quotes, so a discontinued towel set doesn't get quoted again.
- SKUs and categories for linen, amenities and service
- Cost and margin hidden from the client
- CSV import with column mapping
Product catalogue: Essentials and up
Product catalogueCSV import Price book imported from whitestone-2027.csv · 7 products
| Product | Price | Unit | Cost | Margin | Status |
|---|---|---|---|---|---|
| Room linen, per 10 roomsLN-RM-10 · Linen hire | $145 | Per month | $89 | 39% | Active |
| Apartment linen, per 10 apartmentsLN-AP-10 · Linen hire | $160 | Per month | $98 | 39% | Active |
| Pool towel programLN-PT-01 · Linen hire | $620 | Per month | $410 | 34% | Active |
| Refillable amenities, 500 ml cartonAM-RF-500 · Amenities | $186 | Per carton | $118 | 37% | Active |
| Waffle bathrobe, embroideredRB-WF-01 · Robes | $38 | Each | $21 | 45% | Active |
| Delivery and set-up visitSV-DL-01 · Service | $450 | Per visit | $260 | 42% | Active |
| Spa towel sets, per 10 roomsLN-SP-10 · Linen hire | $98 | Per month | $56 | 43% | Draft |
Cost and margin are for your team only: they never appear in the client's document
Selling to hotel procurement, before and after
What changes for a supplier once its quotes come from QuoteCloud.
Quote your next hotel in minutes, from your price book
14 days free, no credit card. Import your products and send your first quote today.
Approved by your team, signed by theirs
Big quotes go to your sales director first: an approval rule on total value holds any quote over $30,000 In Review until it's approved.
Then procurement and the general manager each sign in their own block, and the deposit is paid on the same page. You see each step in the activity.
- Approval on total value or discount percentage
- Several signers, no account needed
- Deposit on signing before you commit stock
Approval workflow: Business
Approval workflowDocument workflow
In ReviewTriggered when Total value greater than $30,000
- Callum ReyesSales director, BrasswellWaiting
Must be approved before it can be sent.
- Quote BK-Q-2207 created by Nadia Brook
- Approval request sent to Callum Reyes
Approval workflow · Business plan
Accept, sign and pay
2 of 2 signed
- Leila FaroukProcurement, Lantern Quay Harbourside SignedWed 21 Oct, 10:15 am
- Graham PellGeneral manager, Harbourside SignedWed 21 Oct, 1:30 pm
Deposit to order the equipment (30%)
$12,236.40
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
Activity
- Quote approvedCallum Reyes, Brasswell
- OpenedLeila Farouk, Lantern Quay Harbourside
- Signed by Leila FaroukProcurement
- Signed by Graham PellGeneral manager · 2 of 2 signed
- Deposit paid$12,236.40 via Stripe
From hotel enquiry to signed order
How a supplier to hotels sends a quote with QuoteCloud.
Import your price book
Products, units, prices and costs from a CSV into the catalogue.
Pick the template
Linen hire, amenities or equipment, each with its own terms and cover.
Add the lines
Monthly hire as repeating rows, one-off items and options procurement can tick.
Approve and send
Large quotes go through your approval rule first; then send and track.
Signed, deposit paid
Procurement and the GM sign; a deposit is paid on signing if you set one.
Questions from suppliers to hotels, answered
Can a quote show monthly hire and one-off items together?
Yes. Add hire charges as repeating price items with a monthly period and one-off items as normal rows. The quote shows the monthly amount and the one-off total with tax separately. The monthly charges are invoiced by you; QuoteCloud doesn't bill them.
Can we keep our costs and margins private?
Yes. Enter a cost for each product in the catalogue and QuoteCloud works out the margin for your team. Cost and margin never appear in the client's document. The product catalogue is on Essentials and above.
Can we quote several properties of a hotel group in one document?
Yes. Give each property its own price-table section with its own subtotal, then one total and one signature from group procurement.
Can two people at the hotel sign?
Yes. Add several signers, such as procurement and the general manager, each with their own signature block. Nobody needs a QuoteCloud account to sign.
Does QuoteCloud connect to hotel procurement portals?
No. There's no procurement-portal or e-invoicing integration and no stock control. QuoteCloud sends the quote, collects signatures and a deposit on signing, and can pass events on through Zapier, Make or the API from Essentials.
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.
- 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.
Your next hotel order, signed online
Free for 14 days. No credit card required.