Create offer

After a booking has received the status Tentative or Offer, you can create an offer for it.

Go to “Create offer” window

There are three different ways to create an offer:

… from booking window

Open the booking window for the booking in question. Press the button Create offer.

… from reservation schedule

Select the booking in question in the reservation schedule and call up the context menu (right-click). Select the context menu item Create Offer.

… via menu bar

Select the booking in question in the reservation schedule and then go to Bookings > Create Offer.

Offer window and settings

In the area Services you can review all the information about accommodation and extra items of a booking. In the case of group bookings, you’ll also see a list of all bookings belonging to the group.

If you like, you can decide for each unit whether the title and/or short description should be displayed on the offer.

In the area Texts you can edit the texts of the offer as well as set some print options:

In the drop down menu in the upper left corner you can select a language for this offer and the drop down menu in the upper right corner you can select one of the templates you created earlier.

You can also edit all texts individually for this offer in the text fields.

In the area Options you can set a validity date for the offer. And you have the option to print out a return confirmation right away (that’s a form that your guest can fill out, sign and send back to confirm the booking).

The menu Sort by lets you decide how to sort multiple units of a group booking on the offer.

The menu Print options allows for some options regarding what and how items will be printed. Here you can for example choose if identical accommodation items such as two double rooms should be bundled to a single item on the invoice as shown in the example below:

And you can select the letter layout as well as one of the designs.

If you like, you can make sure that the booking is locked after the offer is created.

Print, save and send offers

You can check everything using the Preview. By pressing the button Print, the created offer (with or without return confirmation) will be printed. The booking status is automatically set to Offer.

Within the menu in the lower left area you can also Save the offer without printing it, save it as a PDF file on your computer, send the offer as an Email or send it as an Email with PDF attachment.

Important:
If you want to send offers via email (either directly or as a PDF-attachment), you must first enter an email address in the guest’s contact information in the Guest Management.

The final offer won’t be created in the system until you’ve printed, saved or emailed it. If you would rather not create the offer, simply close the offer window.

Send offer via email

You can send the offer via email by pressing the button Email. A preview window will open that allows you to alter the recipient’s email address and/or add more recipients (CC).

Once you’re finished press the button “Send to email program” or “Send email”.

Send offer as email with a PDF attachment

If you want to send the offer as an Email with PDF attachment, the following window will open:

Now you can edit or add recipients, edit the email content and preview the PDF file. Once you’re finished, press “Send to email program” or “Send email”.

View (and print/send) offers again

Go to Administration > Archives > Offers to view and print all created offers (for more info see Manage Offers) again after you’ve created them.

Furthermore, you can access the created offer for a booking in its booking window under Correspondence. And finally, another way to access a created offer is to search the history of a guest and view/print all offers sent to them.