Next year's rates to every account, tracked to signature
Find the agreements ending, revise each as a new version or bulk send one offer, and follow every account to its signature.
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In the rate season QuoteCloud helps hotel sales teams re-contract corporate accounts: the Expiring Soon filter lists agreements ending, bulk send sends one rate offer as personalised copies to your account list (Essentials and up, volume-based costs), a changed agreement goes out as a new version (version history on Business), and every account is tracked to its signature.
A sample documents list in QuoteCloud on the Expiring Soon filter: four corporate, government and project rate agreements from a fictional hotel group ending in the next 90 days, for Northgate Health Partners, Riverstone District Council and Brookvale Software on 31 December, and Calloway Mining Services' project rates on 30 November.
A rate season, from 90 days out to 31 December
How a corporate sales team can run its rate season in QuoteCloud. You set the timing and send the offers; QuoteCloud gives you the dates, the documents, the tracking and the signatures.
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90 days
See who ends when
Every signed agreement carries its expiry date. Open the Expiring Soon filter to see which accounts end on 31 December and which project rates end sooner.
Expiring Soon filter -
75 days
Set next year's offer
Your revenue manager sets the new rates. Update the rate template once: the rate table, inclusions, blackout dates and the new term.
Rate template -
60 days
Send it to every account
Bulk send the standard offer to your corporate list as a personalised copy each. Accounts with their own negotiated rates get their own revised agreement.
Bulk send Essentials and up -
45 days
Answer and revise
Accounts ask in comments. Agree the change, then send it as a new version; the earlier one stays on record.
New version Version history: Business -
30 days
Call the ones who opened
Tracking shows which accounts have opened their offer and which have accepted, so follow-up calls go where they count.
Document tracking -
31 Dec
Signed before the old rates end
Each account signs its agreement online, with a certificate and audit trail, and the new term starts on 1 January.
eSignature
Nothing renews, reminds or sends by itself: the expiry dates and the filter show what's due, and your team sends the offers.
One rate offer, a personalised copy for every account
Mei sends the 2027 corporate rate offer to 46 accounts whose 2026 agreements end on 31 December. Each account gets its own copy with its own name, and the bulk send shows who it was sent to, who has opened it and who has accepted.
Bulk send suits one offer for a segment, such as your standard corporate rates. An account with its own negotiated table gets a revised agreement of its own, and when an account signs, a Zapier trigger (Recipient Signed Document) can update the account in your CRM.
- One template, a personalised copy per account
- Sent, opened and accepted, account by account
- Each account signs its own copy
Bulk send: Essentials and up, volume-based costs
How bulk send works- Jonas Lindqvistjonas.lindqvist@example.com AcceptedFernhill Engineering
- Rhea Mistryrhea.mistry@example.com OpenedNorthgate Health Partners
- Callum Pricecallum.price@example.com AcceptedCalloway Mining Services
- Annika Shoreannika.shore@example.com SentRiverstone District Council
- Tom Okafortom.okafor@example.com OpenedBrookvale Software
- Sent
- 5
- Opened
- 4
- Accepted
- 2
Changes as a new version, not a new email thread
Jonas at Fernhill asked, in a comment on the agreement, whether the Riverbank weekly rate could apply from 5 nights. Mei agreed to 6, revised the agreement and sent it as a new version. Jonas signed version 2.
On the Business plan, version history keeps version 1 on record beside version 2, so anyone can see what was offered before and what the account signed.
- Questions and answers in the agreement
- Revise and send a new version
- Earlier versions kept on record (Business)
Version history: Business
Corporate & government rate agreementsAbout your rates
- Your 2027 rates are 4% above 2026 at Harbourside and unchanged at Riverbank and Coral Cove.
- Long-stay project teams can be quoted separately at weekly rates.
Jonas LindqvistCould the Riverbank weekly rate apply from 5 nights?
Mei, Lantern QuayWe can offer it from 6 nights. We've revised the agreement and sent you the new version.
Run your next rate season from one list
Free for 14 days, no credit card required. Bulk send and expiry dates are on Essentials and up.
A rate season that doesn't depend on one person's spreadsheet
What changes for the corporate sales team once every agreement is sent and signed in QuoteCloud.
The rate season
One offer out, every account tracked to its signature
In the sample, one bulk send puts next year's rates in front of every corporate account whose agreement ends on 31 December.
Rate season questions
How do we see which corporate rate agreements are ending?
Set an expiry date on each agreement when you send it. In the documents list, the Expiring Soon filter shows the agreements nearing their end, with the date and the account, so the team can plan its rate season. Expiry dates and the Expiring Soon filter are on the Essentials plan and up.
Can we send next year's rates to all our corporate accounts at once?
Yes, with bulk send on Essentials and up (volume-based costs). One template goes out as a personalised copy to each recipient on your list, and you can see who it was sent to, who has opened it and who has accepted. Accounts with their own negotiated rate tables are better sent their own revised agreement.
Does QuoteCloud renew agreements or raise rates automatically?
No. QuoteCloud doesn't renew agreements, apply price rises or send reminders by itself. Your team decides next year's rates, sends them as a bulk offer or a revised agreement, and each account signs again. The expiry dates and the Expiring Soon filter tell you which accounts to contact and when.
Can we keep last year's agreement when we revise it?
Yes. Revising an agreement sends the account a new version to review and sign. On the Business plan, version history keeps the earlier versions on record, so you can see what was offered last time and what changed. A new year can also be a new agreement started from your rate template.
Can we see whether an account has opened its rate offer?
Yes. Document tracking shows when a document is opened and its status, such as sent, opened, accepted and signed, and the bulk send view shows each recipient's status. Alerts for document updates, comments and actions can also go to Slack or Microsoft Teams.
Can a signed agreement update our CRM?
Yes, through Zapier, Make or the QuoteCloud API on Essentials and up. For example, the Zapier trigger Recipient Signed Document can update the account in HubSpot or Zoho. Pipedrive connects natively on Business. Document creation through the API or Zapier has a small per-document fee.
More for hotels and hospitality
Every page of the QuoteCloud hospitality microsite.
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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
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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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Discount approvals for group ratesGroup and corporate discounts above your threshold go to the revenue manager before the proposal can be sent.Explore
- Conference & MICE proposalsMeeting rooms, day delegate and residential packages, breakouts and AV, with the accommodation block in the same proposal.
- 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.
- 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.
- 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 rate season, run from one list
Free for 14 days. No credit card required.