QuoteCloud implementation for a venue's functions team
A template for each event type, your packages and add-ons in the catalogue, the website enquiry connected, approvals set and your functions team trained.
- 5/5 on G2
- 4.2 on Capterra
- Building QuoteCloud since 2013
A venue's QuoteCloud implementation covers a template per event type, packages, drinks and add-ons in the product catalogue, saved blocks for spaces and terms, Stripe or PayPal for deposits, the website enquiry connected through the API, Zapier or Make, approvals on Business, and training for the functions team.
A sample set-up plan for a fictional venue in three lanes. The functions team sends in its function pack, loads packages and add-ons into the catalogue, checks the space and terms blocks and sets a discount threshold. The web agency maps the form fields to data items, builds the Zap or API call and makes a signature confirm the booking. QuoteCloud converts the wedding template free in the trial, trains the team for 45 minutes and can set up the integration on request. The cards tick off in order and end with Live: the first website enquiry becomes a proposal.
Three ways to connect your website
The templates are the same either way. What changes is who builds the connection and where your rules live.
- Good when
- Your website's form tool can send its entries to Zapier or Make, and someone on the team is happy to build and look after a Zap.
- You'll need
- Essentials or Business, a Zapier or Make plan, and templates with data items.
- What it costs
- Your QuoteCloud plan and, for documents created through Zapier, the per-document creation fee (US$2.00 each, up to 1,000 a month), plus your Zapier or Make plan.
- Good when
- Your website is custom-built, or the rules are more than a Zap should hold: availability from your booking system, several venues, your own enquiry records.
- You'll need
- A developer who can call the GraphQL/REST API over HTTPS, and templates with data items.
- What it costs
- Your QuoteCloud plan and the per-document creation fee, plus your agency's time.
- Good when
- You want the set-up done with you, from template conversions to the integration, without finding a developer.
- You'll need
- A call to scope it, your function pack, and access to your website's form or its developer.
- What it costs
- Template conversions beyond the free one, extra training and integration set-up are paid services: book a call for a price.
A guide, not a contract: on any route your team owns the content, and the rules that choose the template, the space and the minimum spend live in the website or the automation, never in QuoteCloud.
A four-week plan for a waterside venue
A sample plan for a fictional venue with four spaces and a functions team of three. Each phase says what you bring, what you get and how you know it's done.
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Phase 1, Weeks 1–2
Convert your wedding template
- You bring
- Your current wedding function pack, booking terms and a recent proposal.
- QuoteCloud gives you
- One template converted free during the trial (Essentials, Business, Enterprise); more conversions are a paid add-on, per template.
- Done when
- The team can send a branded wedding proposal from QuoteCloud.
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Phase 2, Weeks 1–2
Load packages, drinks and add-ons
- You bring
- Menus and the price list as a spreadsheet, with costs if you track margin.
- QuoteCloud gives you
- The product catalogue, a CSV import with column mapping and validation, and costs hidden from guests.
- Done when
- Every package, drinks option and add-on is a catalogue item priced per guest or per event.
Product catalogue: Essentials and up
Packages & per-head pricing -
Phase 3, Weeks 2–3
Spaces, ceremony and terms as blocks
- You bring
- Room photos, capacities by style, the wet-weather plan and your terms.
- QuoteCloud gives you
- Saved blocks in the content library, in folders, with locked company blocks on Business.
- Done when
- Wedding, birthday, corporate and conference templates are built from the same blocks.
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Phase 4, Weeks 2–4
Connect the website enquiry
- You bring
- The questions on your form and your rules for template, space and minimum spend.
- QuoteCloud gives you
- Data items in each template; the API, Zapier and Make on Essentials, with per-document creation fees for API and Zapier documents; set-up help from professional services if you want it.
- Done when
- A test wedding, 40th and work function each come back as the right proposal.
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Phase 5, Weeks 3–4
Deposits, approvals and the signed trigger
- You bring
- Your Stripe or PayPal account, discount thresholds and your booking system.
- QuoteCloud gives you
- Deposits on signing (Essentials and up), the approval workflow (Business), and a Recipient Signed Document trigger in Zapier.
- Done when
- A signed test proposal takes a deposit, and the booking is confirmed by the automation.
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Phase 6, Week 4
Train the team and go live
- You bring
- The functions manager, coordinators and whoever approves discounts.
- QuoteCloud gives you
- A 45-minute training session on paid plans; more sessions are a paid add-on.
- Done when
- The form is switched on and every enquiry is answered with a proposal.
Sample planning for a fictional venue, not a promise: timings depend on your templates, your website and who builds the connection.
Your price list in, without retyping it
Export the packages, drinks, add-ons and room hire from your spreadsheet and import them into the product catalogue. Map each column to a catalogue field, check the rows it flags, and every price is ready for every template.
Food costs can come in too: they stay in your team's view, never in the guest's proposal.
- CSV import with column mapping and validation
- SKUs and categories for each menu group
- Costs and margins hidden from guests
Product catalogue: Essentials and up
The product catalogue| Column in your file | Catalogue field | First row |
|---|---|---|
item_code | SKU | WED-WC |
item_name | Name | Waterside Classic package |
menu_group | Category | Wedding packages |
price_pp_ex_gst | Price | 118.00 |
food_cost_pp | Cost | 41.30 |
charge | Billing term | One-off |
62 rows ready to import2 rows to check: missing price
Food costs and margins stay in your team's view
Start the set-up on the free trial
14 days free, no credit card. Send us your wedding function pack and we'll convert it into your first template.
Help when you want it
From a free template conversion to having the integration built with you.
Free template conversion
One of your existing templates converted during the trial, on Essentials, Business and Enterprise. More conversions are a paid add-on, per template.
45-minute training
A virtual session for your functions team on paid plans. Extra 60-minute sessions are a paid add-on.
Onboarding services
Onboarding packages for teams that want a guided start, from fundamentals to premium.
Professional services
Consultancy and integration set-up for Zapier and custom APIs, template services and team training.
Premium support
Premium 24×7 support with guaranteed SLAs is a paid add-on; Enterprise adds an account manager and implementation support.
Your own web agency
Already have a developer? They can connect your form to the QuoteCloud API and keep your rules in your own website.
What changes for the functions team
The jobs a venue does for every booking, before and after the set-up.
What to gather before you start
Most of a venue's set-up is content you already have. Bring these to the first call and the template conversion and catalogue import can start straight away.
- Your function pack for each event type: weddings, birthdays, corporate, conferences
- Menus, drinks packages and add-ons with prices, as a spreadsheet
- Photos, capacities by style and minimum spends for every space
- Booking, final-numbers and cancellation terms
- The questions on your website's enquiry form, and the tool or developer behind it
- Your Stripe or PayPal account, and who approves discounts above what threshold
Implementation questions, answered
Who connects our website to QuoteCloud?
Your web developer or agency can use the QuoteCloud API, or your team can build a Zapier or Make automation without code. QuoteCloud also offers consultancy and integration setup through its professional services; Enterprise plans include implementation support.
What help is included when we start?
During the trial QuoteCloud converts one existing template for free on the Essentials, Business and Enterprise plans, and paid plans include a 45-minute training session. Further template conversions, training and onboarding services are available as paid add-ons.
How long does a venue's set-up take?
It depends on how many event types you quote, how your packages are kept today and who builds the website connection. The plan on this page is a sample of about four weeks for a venue with four spaces; it is planning, not a promise. You can start sending proposals from templates before the website is connected.
Can we start without connecting the website?
Yes. Your team can send proposals from the event templates straight away, with packages from the catalogue, deposits on signing and eSignatures. Connect the website enquiry form later through Zapier, Make or the API, when the templates are settled.
Do we need the Business plan?
Not to start. Essentials includes templates, the product catalogue, content library, payments and the API, Zapier and Make. Business adds the approval workflow, content locking, version history, native CRM and accounting integrations and the AI Co-Worker.
Can QuoteCloud import our packages and prices?
Yes. The product catalogue imports a CSV with column mapping and validation, so packages, drinks, add-ons and room hire come in with SKUs, categories, prices and, if you track them, costs. Costs and margins stay hidden from guests.
Everything a functions team sends
The pages behind each phase of the plan.
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Website enquiry to proposalGuests choose on your website; a proposal styled for their event comes back, ready to sign and pay the deposit.Explore
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Event & function templatesReal QuoteCloud templates for venues, function rooms, hotels, catering and wedding planning, ready to make your own.Explore
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Booking system, CRM & accounting integrationsYour enquiry form or booking system into QuoteCloud through the API, Zapier or Make, and signed bookings out to your CRM and accounts.Explore
- Wedding reception proposalsCeremony, reception packages, a run sheet and both partners' signatures, with the deposit that holds the date.
- Corporate functions & conferencesEnd-of-year functions, Christmas parties and day delegate packages, with AV, approvals and the company's sign-off.
- Birthdays, engagements & private parties21sts to 80ths, engagements and milestones: cocktail packages, a DJ, the cake and a quick yes from the host.
- Event planners & caterersOff-site catering quotes, styling and hire, and planners' proposals that bring venue, suppliers and run sheet together.
- Function packages & per-head pricingFood and beverage packages priced per head, quantities from the guest count, and extras the guest can tick.
- Venue spaces & capacitiesEvery room with its seated and cocktail capacity, photos and features, so the proposal shows the right space.
- Minimum spend, deposits & signingThe minimum spend set out clearly, the proposal signed online and the deposit that confirms the date paid on signing.
- FAQAnswers to the questions venues, function centres and event businesses ask most.
Set it up once, answer every enquiry
Free for 14 days. No credit card required.