Getting started with QuoteCloud

QuoteCloud set up for a hotel sales team

Room types and packages in the catalogue, your group and rate templates converted, a Stripe account per property, and the team trained.

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Implementing QuoteCloud in a hotel or hotel group means converting your group contract into a template, loading room types, packages and extras into the product catalogue, setting up a team per property with its own Stripe account, adding approval rules on Business, and training the sales team. One template conversion is free during the trial.

A sample four-week rollout plan for a fictional hotel group's sales team as a Gantt chart: template conversion, the price book CSV import, teams, roles and a Stripe account per property, a 45-minute training session, a pilot on the Harbourside group desk and go-live in week 4. In front, the cover of the converted group proposal template for Talmont Biosciences' national sales conference.

A four-week plan for a hotel sales team

A sample plan for a fictional group of three properties. Each phase says what you bring, what QuoteCloud gives you and how you know it's done.

  1. Phase 1, Week 1

    Convert your group contract

    You bring
    The group proposal or contract your team sends most: cover, room table, conference, terms.
    QuoteCloud gives you
    One template converted free during the trial (Essentials, Business, Enterprise). More conversions are a paid add-on.
    Done when
    A sales manager can start a branded group proposal from the template.
    Hospitality templates

  2. Phase 2, Weeks 1–2

    Load rooms, packages and extras

    You bring
    Room types, delegate packages, breakfast, parking and late check-out as a CSV, with prices and costs.
    QuoteCloud gives you
    The product catalogue with CSV import, column mapping and validation; categories; costs and margins hidden from clients.
    Done when
    Reps pick room types and packages into a proposal instead of typing them.

    Product catalogue: Essentials and up

  3. Phase 3, Week 2

    Set up teams and payments per property

    You bring
    Who sells for which property, and each property's Stripe or PayPal account.
    QuoteCloud gives you
    Teams and custom user roles; each team connects its own Stripe account, so deposits land with the right property.
    Done when
    A test deposit on each property's template reaches that property's account.

  4. Phase 4, Weeks 2–3

    Build the rate and long-stay templates

    You bring
    Your corporate rate agreement, government terms and long-stay quote.
    QuoteCloud gives you
    The content library for property descriptions and inclusions; content locking for terms (Business); expiry dates on agreements.
    Done when
    Every segment has a template: group, conference, corporate rates, long stay.
    Corporate rate agreements

  5. Phase 5, Week 3

    Add approval rules and connections

    You bring
    Your discount threshold and approvers, and the systems a signed group should reach.
    QuoteCloud gives you
    Approval workflows on discount % or total value (Business); Zapier, Make and the API on Essentials and up.
    Done when
    A discount above the threshold goes In Review; a signed group reaches your CRM or PMS if you connect it.
    Discount approvals

  6. Phase 6, Week 4

    Train the team and go live

    You bring
    The sales, conference and corporate teams, and a few live enquiries.
    QuoteCloud gives you
    A 45-minute training session on paid plans; extra 60-minute sessions as a paid add-on.
    Done when
    Every group, conference and rate proposal goes out from QuoteCloud.

Sample planning, not a promise: your timing depends on your templates, your rooms and packages, and the systems you connect. QuoteCloud doesn't replace or migrate your PMS.

Help from the QuoteCloud team, when you want it

Most hotels set up on their own. When a group of properties needs more hands, these are the services to ask about.

  • Onboarding services

    Your group contract converted during the trial and the 45-minute training session on paid plans, to get the first proposals out.

    Onboarding services

  • Professional services

    More template conversions for your rate and long-stay agreements, extra training, and help setting up Zapier or the API. Ask for prices.

    Professional services

  • Premium support

    Premium support as a paid add-on on any paid plan; Enterprise adds implementation support and a dedicated account manager.

    Premium support

Rooms and packages loaded once, picked into every proposal

Import your room types, delegate packages and extras into the product catalogue from a CSV, each with a category, price and cost. Your team adds them to a proposal from the catalogue, and costs and margins stay hidden from the client.

Group rates still change per proposal: your team edits the price on the line, or your own system sends rows through the API. The catalogue is where proposals start, not rate management. Packages then work as a single choice, as in the conference proposal.

  • CSV import with column mapping
  • Categories for rooms, conference and F&B
  • Costs and margins hidden from clients

Product catalogue and price tables: Essentials and up

Conference & MICE proposals
Products · ImportLantern Quay Hotels Sample · fictional data
lanternquay-price-book.csv46 rows · room types, packages and extras Map columns
Column in your fileCatalogue fieldFirst row
CodeSKUHS-DK-GRP
ItemProduct nameDeluxe King, group rate
PropertyCategoryHarbourside · Rooms
RatePrice269.00
UnitUnitper room per night
NetCost96.00

46 products ready to importNo errors found

Group rates change per proposal: your team edits the price on the line, or your system sends rows through the API. The catalogue is a starting point, not rate management.

Start your hotel's trial with a converted template

Free for 14 days, no credit card required. Send us your group contract and we'll convert it during the trial.

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A team per property, and deposits paid to the right account

Set up one team for each property: Harbourside, Residences Riverbank and Coral Cove. Each team connects its own Stripe account, so Talmont's deposit for Harbourside lands in Harbourside's account, not the group's.

Custom user roles decide who can do what: sales managers send, coordinators prepare, the revenue manager approves discounts on Business.

  • One team, and one Stripe account, per property
  • Deposits as a percentage or a fixed amount
  • Custom roles for sales, coordinators and approvers

Teams, roles and payments: Essentials and up

Take payments on signing
Lantern Quay HotelsGroup accommodation & conference proposal LQ-G-2741 Sample · fictional business

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

What the sales team's week looks like after go-live

The jobs that change once every group, conference and rate proposal goes out from QuoteCloud.

The jobBeforeWith QuoteCloud
Starting a group proposal Last month's Word file, saved over and edited. The group template, with the terms already in it and data items to fill.
Pricing the block A spreadsheet of room nights pasted into the document. Room types from the catalogue, one section per night, totals worked out.
Taking the deposit A credit card form sent separately and chased. The organiser pays the deposit when they sign, into the property's own Stripe account.
Checking discounts An email to the revenue manager after the fact. A rule that holds the proposal In Review until it's approved (Business).
Re-contracting accounts Searching for last year's agreements. The Expiring Soon filter lists every agreement nearing its end.

Implementation questions from hotel groups

How long does it take to set up QuoteCloud for a hotel?

It depends on how many templates, properties and connections you need. A single hotel can send its first group proposal during the trial; a group of properties might plan around four weeks for templates, the catalogue, payments, approval rules and training. These are sample timings, not a promise.

Can QuoteCloud convert our existing group contract?

Yes. During the trial, QuoteCloud converts one of your existing templates for free on the Essentials, Business and Enterprise plans. Send the group contract or proposal your team uses most. More conversions, such as your rate agreement and long-stay quote, are available as a paid professional service.

Can each property take deposits into its own account?

Yes. Set up a team for each property and connect that team's own Stripe account, so deposits paid on signing go to the right property. Payments are on Essentials and up, through Stripe or PayPal, as a percentage, a fixed amount or full payment. QuoteCloud doesn't bill balances or set up instalments.

How do we load our room types and packages?

Import them into the product catalogue from a CSV, with column mapping and validation, or add them one by one. Each product can have a category, price and cost, and costs and margins stay hidden from clients. The catalogue is on Essentials and up. QuoteCloud doesn't import rates or inventory from your PMS.

Do we need to replace our PMS?

No. QuoteCloud handles proposals, agreements, signatures and deposits; your PMS keeps handling reservations, availability and rooms. A signed or paid proposal can update your PMS through Zapier, Make or the API where it has a connector or an API. Nothing is migrated from your PMS.

Is training included?

Yes. Paid plans include a 45-minute training session for your team, and extra 60-minute sessions are available as a paid add-on, for example one per property or one for the conference team. Enterprise adds implementation support and a dedicated account manager, and premium support is available as an add-on.

More questions from hotel sales teams

More for hotels and hospitality

Every page of the QuoteCloud hospitality microsite.

Your sales team sending from QuoteCloud within weeks

Free for 14 days. No credit card required.

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