Adding a Quote to an Opportunity

Learn how to add a Quote to an Opportunity

There are two Booking Types, Simple and Detailed. Below are examples of how to add a quote to both Booking Types.

Adding a Quote to an Opportunity in a Simple Booking Type

Once you have created your opportunity and have discussed the details of the booking with the client, you can prepare a quote for them. Before adding the quote:

Navigate to the Details Tab.
Update the Stage of the Opportunity to Quoted. This will ensure that your reports are up to date at all times. The system will prompt you again to update the stage of the opportunity when converting to tentative, confirmed or cancelled.

To add a Quote to an Opportunity:

Click on Quotes tab within the Opportunity.
Click on Add Quote.
Amend the Reference Code if required (this must be a unique number and is automatically generated by default).
Add in a Block ID or Purchase Order # if known or required - This will display on your documents and invoices.
Give the Quote a Name. This should include the client or company name, and the name of the event. This quote name will appear in the function diary, and on all documentation as the quote progresses through the booking life cycle.
Confirm the contact details.
Select the Industry if it is known at this stage and is applicable.
Select the Event Type - this will help to segment the revenue of this quote for your reports.
Select the Booking Type - SIMPLE. A simple booking is used when the booking is only using one of your function spaces and is only a one day event.
Select the Event start for the booking.
Select if Accommodation is Required. Learn more about Adding Accommodation to a Quote or Booking
Select if the Food and Beverage for the booking will be invoiced to the client by selecting Master Account.
Under Event Template or Session, Select CREATE SESSION
Select the Status of this Session/Function. Please see the Session/Function Status article
Select the Space and Layout type for this quote.
Select if you want the ability to override space pax maximum for the space.
Enter in the Start and End time for the event.
Add in the Optional Setup and Pack Down times in minutes if required. This will extend the function diary by x number of minutes and will give you a warning if you try and book in another event while you are setting up or packing down this event.
Select if you are going to charge for the hire/rental for this space. Select Enter a Price to charge, or No Cost Associated for no charge. If you are not charging, skip to step #5.
If charging, select the Room Hire Plan that you wish to pull the prices from. Learn more about Setting up your Room Hire Plans
Select the Price Type. This can be either Minimum Spend, Hourly, Half Day, Full Day or Night Rate. See additional notes below for Minimum Spend.
The System will then show you the Estimated Price based on the Room Hire Plan selected. This will be automatically populated into the Space Hire Price. You can choose to accept this price, or manually override this to apply a discount or increase the price as required.
Enter the Total Attendees.
Select the Payment Terms, if known, if the quote were to progress to a confirmed booking.
Select if the booking is commissionable. Learn more about Adding Agents to Manage Commissions
Select an optional discount or surcharge campaign. Learn more about Creating Discount Campaigns
Assign any required Booking Roles. Learn more about Creating Booking Roles
Click Save.
From here you will move to the individual tabs to enter the applicable requirements of the Quote such as Menus, Beverage Packages and Resources.
- Adding a Menu
- Adding a Beverage Package
- Adding a Resource
- Adding an Additional Item

Adding a Quote to an Opportunity in a Detailed Booking Type

Once you have created your opportunity and have discussed the details of the booking with the client, you can prepare a quote for them. Before adding the quote:

Navigate to the Details Tab.
Update the Stage of the Opportunity to Quoted. This will ensure that your reports are up to date at all times. The system will prompt you again to update the stage of the opportunity when converting to tentative, confirmed or cancelled.

To add a Quote to an Opportunity:

Click on Quotes tab within the Opportunity.
Click on Add Quote.
Amend the Reference Code if required (this must be a unique number and is automatically generated by default).
Add in a Block ID or Purchase Order # if known or required - This will display on your documents and invoices.
Give the Quote a Name. This should include the client or company name, and the name of the event. This quote name will appear in the function diary, and on all documentation as the quote progresses through the booking life cycle.
Confirm the contact details.
Select the Industry if it is known at this stage and is applicable.
Select the Event Type - this will help to segment the revenue of this quote for your reports.
Select the Booking Type - DETAILED. A detailed booking allows you to create a booking that uses multiple spaces in your venue, or runs over multiple days.
Select if the booking is recurring or not. Note: You must first setup an Event Template to use a recurring booking.
Select the Event start and end dates for the booking. For a single day booking, these dates will be the same. For multi-day bookings, enter in the First Date the client will be using the space and the Last Date the space will be used.
Select if Accommodation is Required. Learn more about Adding Accommodation to a Quote a Booking
Select if the Food and Beverage for the booking will be invoiced to the client by selecting Master Account.
If you are creating a bespoke event, leave Event Template as No Event Template. If you have setup a list of Event Templates, select the appropriate template and confirm the price and cost centre allocation. Select the default space and layout for the main room the event template will be using. This space can be edited later.
If you find you are creating the same sessions regularly, you may benefit from setting up Event Templates which enable you to pre-populate multiple sessions with included menus, beverages, resources and setup requirements.
Enter the Total Attendees.
Select the Payment Terms, if known, if the quote were to progress to a confirmed booking.
Select if the booking is commissionable. Learn more about Adding Agents to Manage Commissions
Select an optional discount or surcharge campaign. Learn more about Creating Discount Campaigns
Assign any required Booking Roles. Learn more about Creating Booking Roles
Click Save.
From here you will move to the individual tabs to enter the applicable requirements of the Quote such as Menus, Beverage Packages and Resources.
- Adding a Menu
- Adding a Beverage Package
- Adding a Resource
- Adding an Additional Item