Getting started with QuoteCloud

Connect proposals to your PMS, CRM and accounts

Through Zapier, Make or the QuoteCloud API where your system has a connector or an API, and natively for Xero and QuickBooks Online on Business.

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QuoteCloud connects to hotel systems through Zapier, Make or its API from the Essentials plan: an enquiry can create a proposal from your template with data items and price rows, and a signed or paid proposal can update your PMS, sales CRM or accounts where they have a connector or an API. Xero and QuickBooks Online are native on Business.

Three sample views of one group proposal from a fictional hotel, taking turns at the front: the room block created from the hotel's group template (84 rooms a night for three nights with per-night totals), the organiser's signature with a $23,197.68 deposit paid through Stripe, and the activity list ending with the group booking updated in the hotel's PMS through Zapier.

What an automation can put into a proposal, and what it leaves alone

When an enquiry arrives in your CRM or on your website, Zapier, Make or the QuoteCloud API can create the proposal from your group template, fill its data items (organiser, company, arrival date, cut-off date) and add price-table rows: each with a label, note, price, quantity, tax, discount and cost. Rafael opens a proposal that's already priced.

An automation doesn't tick optional items or choose content blocks. The blocks come from your template, and extras like breakfast stay for the organiser to tick, as in the table here.

  • Create from a template, with data items
  • Room and package rows added at creation
  • Options and blocks stay with the template and the organiser

API, Zapier and Make: Essentials and up. Document creation through the API or Zapier: US$2.00 to US$1.60 per document by monthly volume

Document automation with the API, Zapier and Make
Lantern Quay HotelsGroup accommodation & conference proposal LQ-G-2741 Sample · fictional business

Your group: rooms, conference and breakfast

ItemQtyRateAmount
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
Deposit to confirm the block (20%)
$23,197.68

The systems a hotel sales team connects

Property management systems, booking engines and channel managers connect through Zapier, Make or the API where they have a connector or an API. Xero and QuickBooks Online are native on Business, or through Zapier.

System by system: how each one connects

Plainly, so your IT team knows what to expect before the trial.

  • PMS and booking engine

    Through Zapier, Make or the API, where your system has a connector or an API. No native PMS integration, availability check or room hold.

  • Channel manager

    The same route, for passing on a signed booking. QuoteCloud never pushes rates, inventory or restrictions to a channel manager.

  • Sales CRM

    HubSpot and Zoho via Zapier; Pipedrive native on Business; Salesforce through Zapier or the Sync add-on.

  • Accounting

    Xero and QuickBooks Online: native on Business, otherwise via Zapier.

  • Calendar

    Google Calendar through Zapier, one way: from QuoteCloud to the calendar, for example a signed group's arrival date.

  • Team alerts

    Slack and Microsoft Teams alerts for document updates, comments and actions that need your attention.

From website enquiry to the PMS, without retyping

A sample flow a hotel can build with Zapier. Your own steps depend on the systems you use and the connectors they offer.

  1. Enquiry arrives

    A group enquiry lands in your CRM or website form, with the organiser, dates and room counts.

  2. Proposal created

    A Zap creates the proposal from your group template, fills the data items and adds the room rows.

  3. Your team checks and sends

    The sales manager checks the block against the PMS, adds the meeting room and sends it.

  4. Signed and paid

    The organiser ticks extras, signs and pays the deposit through Stripe or PayPal.

  5. Passed on

    Recipient Signed Document or Document Payment Event triggers a Zap that updates your PMS, CRM or accounts.

Connect QuoteCloud to the systems you already run

Free for 14 days, no credit card required. Zapier, Make and the API are on Essentials and up; native Xero and QuickBooks Online on Business.

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When a group signs and pays, your other systems hear about it

Every step of the proposal is in its activity: opened, breakfast ticked, signed, deposit paid. The same events are Zapier triggers, so a Zap can pass the signed block to the next system.

In the sample, Document Payment Event updates the group booking in the hotel's PMS through Zapier. Your team still holds and manages the rooms in the PMS; QuoteCloud only passes on what was signed and paid.

  • Triggers: Recipient First Viewed, Recipient Signed Document, Document Payment Event, Status Changed, Comment Event
  • Actions: Send Document, Generate PDF Link, Update Status, Duplicate or Revise Document
  • Native Xero and QuickBooks Online on Business

Zapier and Make: Essentials and up

QuoteCloud on Zapier
ActivityLantern Quay Hotels Sample data

Activity

  1. Proposal openedEllen Varga, Talmont Biosciences
  2. Breakfast ticked+$7,761.60 inc tax
  3. SignedCertificate of authenticity attached
  4. Deposit paid$23,197.68 via Stripe
  5. Groups team notifiedEmail to groups@lanternquay.example.com

Integration questions from hotel teams

Does QuoteCloud integrate with our PMS?

Not natively. QuoteCloud connects to a property management system through Zapier, Make or the QuoteCloud API, from the Essentials plan, where your PMS has a Zapier or Make connector or an API. A signed or paid proposal can then create or update the booking there. QuoteCloud doesn't check availability, hold or release rooms, or load rates.

Can an enquiry create a proposal automatically?

Yes, through Zapier, Make or the API. The automation creates the proposal from your template, fills its data items, such as the organiser and dates, and adds price-table rows with a label, note, price, quantity, tax, discount and cost. It doesn't tick optional items or choose content blocks: those come from your template and the organiser.

Which CRMs work with QuoteCloud?

HubSpot and Zoho connect through Zapier. Pipedrive has a native integration on the Business plan, and Salesforce connects through Zapier or the Sync add-on. Hotel sales and catering systems connect through Zapier, Make or the API where they have a connector or an API; none is integrated natively.

Does QuoteCloud work with Xero or QuickBooks?

Yes. Xero and QuickBooks Online are native integrations on the Business plan; on Essentials they connect through Zapier. A paid deposit or signed proposal can then create an invoice or update a customer in your accounts. QuoteCloud doesn't bill the balance or later stays itself.

What does the API or Zapier cost?

Zapier, Make and the API are included from the Essentials plan. Documents created through the API or Zapier have a per-document fee: US$2.00 each for 1 to 1,000 a month, US$1.80 for 1,001 to 5,000 and US$1.60 above 5,000. No fee is stated for Make.

Can we get Slack or Teams alerts?

Yes. QuoteCloud sends alerts for document updates, comments and actions that need your attention to Slack or Microsoft Teams, as well as inside QuoteCloud. Your sales team sees a comment from an organiser or a change to a proposal where they already work, without watching the QuoteCloud dashboard all day.

More questions from hotel sales teams

More for hotels and hospitality

Every page of the QuoteCloud hospitality microsite.

Enquiry in, signed group out, nothing retyped

Free for 14 days. No credit card required.

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